Prism g2 User Guide

User Guide
Version 3.6
Updated December 2014

Printed: December 16, 2014
Copyright© 2014 ARES Project Management LLC All rights reserved.
Information in this document is subject to change without notice. The software described in this document is furnished under a Software License Agreement. The
software may be used only in accordance with the terms of those agreements. No part of this documentation may be reproduced, stored in a retrieval system, or
transmitted in any form or by any means electronic or mechanical, including photocopying and recording, for any purpose other than the purchaser’s personal use
without permission of ARES Project Management LLC.
ARES Project Management LLC

1440 Chapin Ave
Suite 390
Burlingame, CA 94010
U.S.A.
925-322-8899
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Other names may be trademarks of their respective owners.
PMI REP is a registered trademark of the Project Management Institute, Inc.
Contents
Chapter 1 Before You Begin .................................................1 Creating Projects ................................................................ 38
Introduction to ARES ................................................................... 1 Generate Enterprise Reports ............................................. 39
Introduction to the PRISM G2 Management Suite ...................... 2 Other Enterprise Functions ................................................ 39
How to Use this Guide ................................................................. 3 Earned Value Management Concepts....................................... 40

Earned Value Management System ................................... 40
Chapter 2 Introduction to PRISM G2 ....................................5
Earned Value Fundamentals .............................................. 48
Primary Functions of PRISM G2 ................................................... 5
Earned Value using PRISM G2 ............................................ 53
Who Should Use PRISM G2.......................................................... 5
Multiple Currency Process ........................................................ 55
PRISM G2 Key Features ............................................................... 6
Cost Management Processes .................................................... 56
PRISM G2 Structure ..................................................................... 7
Baseline Development ....................................................... 56
Data Integration........................................................................... 8
Monitoring and Analysis..................................................... 61
Chapter 3 What's New ...................................................... 11
Specialized Cost Processes ................................................. 71
3.6 Maintenance Release ..........................................................11
Engineering Processes............................................................... 96
PPM 5.1 to PRISM G2 Command Cross-walk.............................13
Engineering Baseline Development ................................... 98
Chapter 4 Concepts and Processes ..................................... 23 Engineering Monitoring and Analysis .............................. 102
Administration and Security Processes .....................................23 Calculating Engineering Costs .......................................... 106
PRISM G2 Users and Permissions .......................................23 Procurement Processes .......................................................... 109
Permissions Matrix .............................................................24 Procurement Project Setup .............................................. 110
Database Management ......................................................26 Request for Quotation Generation .................................. 112
Other Administration Functions .........................................27 Bid Analysis and Purchase Order Award .......................... 114
Enterprise Processes..................................................................27 Purchase Order Shipments............................................... 115
Develop Enterprise Coding and Definitions ........................27 Purchase Order Changes .................................................. 116
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Contracts Processes .................................................................117 Data Pane ......................................................................... 154

Contracts Project Setup ....................................................118 Subpane............................................................................ 155
Request for Proposal Generation .....................................121 Forms................................................................................ 158
Bid Analysis and Contract Award ......................................123 Picklists ............................................................................. 159
Contracts Changes ............................................................124 ScreenTips ........................................................................ 160
Field Management Processes ..................................................125 Mini-menus ...................................................................... 161
Field Management Baseline Development .......................126 Calendar ........................................................................... 162
Field Management Monitoring and Analysis ....................129 Date Format Displayed ..................................................... 162
Calculating Field Management Costs ................................134 Error Messages ................................................................. 163
Chapter 5 Understanding the Interface ............................ 137 Customizing the Workspace ................................................... 163
PRISM G2 Login........................................................................137 Default Pane Position ....................................................... 163
PRISM G2 Interface ..................................................................140 Reset All Panes ................................................................. 163
Title Bar .............................................................................141 Reset Pane Configuration ................................................. 164
PRISM Button ....................................................................142 Auto-Hide ......................................................................... 164
PRISM Options ..................................................................143 Resize Panes ..................................................................... 165
Quick Access Toolbar ........................................................147 Close All Panes ................................................................. 166
Ribbon ...............................................................................148 Docking Mechanism ......................................................... 166
Help Button .......................................................................149 Tab Groups ....................................................................... 169
Online Users......................................................................150 Floating Subpanes ............................................................ 170
About PRISM G2................................................................150 Default Keyboard Shortcuts .................................................... 171
Data Frame .......................................................................151 Function Keys .......................................................................... 171
Navigation Toolbar ...........................................................152 Exit PRISM G2 .......................................................................... 173
Navigation Pane ................................................................152
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Contents
Chapter 6 Managing Data ................................................ 175 Open Project ........................................................................... 198
Records ....................................................................................175 Close Project ........................................................................... 198
Master Tables and Master Records ..................................176 New Project............................................................................. 199
Add Record .......................................................................176 Remove Project ....................................................................... 201
Delete Record ...................................................................178 Project Settings ....................................................................... 202
Save Record ......................................................................178 Project Narratives ................................................................... 212
Undo Record .....................................................................179 Archive .................................................................................... 213
Refresh Data .....................................................................179 Restore .................................................................................... 215
Navigate Records ..............................................................180 Purge ....................................................................................... 219
Grids.........................................................................................181 Chapter 8 Administration ............................................... 221

Collapse Columns..............................................................182 Data (Administration) ............................................................. 221
Column Chooser ...............................................................183 Users................................................................................. 221
Arrange Columns ..............................................................184 Users (Advanced Change Management) .......................... 229
Sort Columns.....................................................................185 Roles ................................................................................. 232
Filter Columns ...................................................................186 Teams ............................................................................... 233
Group by Columns ............................................................191 Teams (Advanced Change Management) ........................ 234
Export Data to Microsoft Excel .........................................192 Database ................................................................................. 238
Print Data ..........................................................................192 Connect ............................................................................ 238
Filter .........................................................................................193 Snapshots ......................................................................... 242
Refresh All Data .......................................................................195 Reports Library ................................................................. 246
Chapter 7 Managing Projects ........................................... 197 P6 Connection .................................................................. 249
Exclusive Use ...........................................................................197 MS Project Connection..................................................... 250

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Audit Log ...........................................................................250 Approval Authority (Advanced Change Management) .... 282
Tools (Administration) .............................................................252 Change Events Template .................................................. 284
Administration Settings ....................................................253 Funding Sources ............................................................... 285
Chapter 9 Enterprise ....................................................... 255 Indirect Costs.................................................................... 285
Data (Enterprise) .....................................................................255 Multipliers ........................................................................ 287
Projects .............................................................................255 Engineering (Enterprise) ......................................................... 290
Employees.........................................................................261 Document Status .............................................................. 290
Shared (Enterprise) ..................................................................263 Engineering Classes .......................................................... 291
Enterprise Periods.............................................................264 Equipment/Materials (Enterprise) .......................................... 292
Enterprise Elements ..........................................................268 Inspection Levels .............................................................. 293
Enterprise Currencies .......................................................269 Purchase Orders and Contracts (Enterprise) .......................... 293
Document Types ...............................................................270 Events ............................................................................... 293
Time Phased Data Curves .................................................271 Event Templates ............................................................... 294
Change Status ...................................................................273 Suppliers ........................................................................... 295
Change Impact (Advanced Change Management) ...........274 Contractors....................................................................... 296
Change Varieties ...............................................................275 Owners ............................................................................. 299
Enterprise Categories........................................................275 Payment Terms ................................................................ 300
Agreement Types ..............................................................277 Delivery Terms ................................................................. 300
Attachments .....................................................................278 Delivery Addresses ........................................................... 300
Codes (Enterprise) ...................................................................279 Field Management (Enterprise) .............................................. 301
Project Groups ..................................................................279 Rules of Credit .................................................................. 301
Enterprise Groups .............................................................280 Invoice Management (Enterprise) .......................................... 303
Cost (Enterprise) ......................................................................281 Invoice Status ................................................................... 303
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Services Rendered ............................................................304 Budget Details .................................................................. 385

Tools (Enterprise) ....................................................................304 Schedule (Cost Management) ................................................. 387
Enterprise Settings ............................................................304 Activities ........................................................................... 387
Projects Snapshot .............................................................310 Resources ......................................................................... 392
Enterprise Processes .........................................................312 Calculations (Cost Management) ............................................ 394
Chapter 10 Cost Management ......................................... 317 Calculate Control Account Totals ..................................... 394
Cost Management Data Integration ........................................317 Spread Time Phased Data ................................................ 400
Cost (Cost Management) .........................................................318 Budget/EAC From Resources ........................................... 404
Control Accounts ..............................................................318 Calculate Budget Details .................................................. 407
Commitments ...................................................................345 Calculate Accruals ............................................................ 408
Period Actuals ...................................................................348 Close Period...................................................................... 410
Variance Analysis ..............................................................350 Apply Escalation ............................................................... 411
Staffing Plans (Cost Management) ..........................................353 Tools (Cost Management) ....................................................... 414
Plans ..................................................................................354 Cost Management Settings .............................................. 414
Staff ...................................................................................358 Chapter 11 Engineering .................................................. 423

Change Management (Cost Management) .............................358 Engineering Data Integration .................................................. 423
Budget/EAC Changes ........................................................358 Data (Engineering) .................................................................. 423
Budget/EAC Changes (Advanced Change Management) .368 Engineering Documents ................................................... 424
Trends ...............................................................................377 Engineering Accounts ....................................................... 432
Risks ..................................................................................381 Engineering Changes ........................................................ 445
Change Summary (Advanced Change Management) .......383 Calculations (Engineering) ...................................................... 447
Budget (Cost Management) ....................................................384 Calculate Engineering Account Totals .............................. 448
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Spread Engineering Time Phased Data .............................451 Tools (Contracts) ..................................................................... 522
Close Engineering Period ..................................................453 Contracts Settings ............................................................ 522
Tools (Engineering) ..................................................................454 Chapter 15 Prime Contracts ............................................ 525
Engineering Settings .........................................................454 Prime Contracts Data Integration ........................................... 525
Chapter 12 Equipment/Materials .................................... 461 Data (Prime Contracts)............................................................ 525
Equipment/Materials Data Integration ...................................461 Prime Contracts ................................................................ 526
Data (Equipment/Materials)....................................................461 Calculations (Prime Contracts) ................................................ 541
Installed Equipment ..........................................................461 Update PO/Contract Data ................................................ 542
Materials ...........................................................................468 Tools (Prime Contracts)........................................................... 542
Purchase Requisitions .......................................................470 Prime Contracts Settings .................................................. 543
Tools (Equipment/Materials)...................................................474 Chapter 16 Invoice Management .................................... 545
Equipment/Materials Settings ..........................................475 Invoice Management Data Integration ................................... 545
Chapter 13 Procurement ................................................. 477 Data (Invoice Management) ................................................... 545
Procurement Data Integration ................................................477 Invoices ............................................................................ 546
Data (Procurement) .................................................................477 Payment Requests............................................................ 553
Purchase Orders................................................................477 Tools (Invoice Management) .................................................. 554
Shipments .........................................................................496 Invoice Management Settings.......................................... 555
Tools (Procurement) ................................................................500 Chapter 17 Field Management ........................................ 557
Procurement Settings .......................................................500 Field Management Data Integration ....................................... 557
Chapter 14 Contracts....................................................... 503 Data (Field Management) ....................................................... 557
Contracts Data Integration ......................................................503 Progress Accounts ............................................................ 557
Data (Contracts).......................................................................503 Progress Items .................................................................. 575
Contracts ...........................................................................503 Field Management Changes ............................................. 579
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Contents
Calculations (Field Management) ............................................582 Ledger Control Account Codes ......................................... 623
Calculate Field Management Totals .................................582 Ledger Control Element Codes......................................... 624
Spread Time Phased Data .................................................585 Funding Sources ............................................................... 625
Close Field Management Period .......................................588 Indirect Costs.................................................................... 626
Tools (Field Management) .......................................................589 Multipliers ........................................................................ 628
Field Management Settings ..............................................589 Escalations ........................................................................ 631
Chapter 18 Define ........................................................... 593 Engineering (Define) ............................................................... 632
Shared (Define) ........................................................................593 Document Status .............................................................. 632
Reporting Periods .............................................................593 Engineering Classes .......................................................... 633
Control Elements ..............................................................600 Equipment/Materials (Define) ................................................ 634
Currencies .........................................................................601 Inspection Levels .............................................................. 634
Time Phased Data Curves .................................................603 Purchase Orders and Contracts (Define) ................................ 635
Change Status ...................................................................605 Events ............................................................................... 635
Change Impact (Advanced Change Management) ...........606 Event Templates ............................................................... 636
Categories .........................................................................607 Payment Terms ................................................................ 637
Agreement Types ..............................................................609 Delivery Terms ................................................................. 637
Attachments .....................................................................610 Delivery Addresses ........................................................... 638
Codes (Define) .........................................................................611 Invoice Management (Define) ................................................ 638
Work Breakdown Structure ..............................................611 Invoice Status ................................................................... 639
Groups ..............................................................................613 Invoice Collections ........................................................... 639
Cost (Define) ............................................................................622 Services Rendered ............................................................ 640
Change Events Template ..................................................622 Field Management .................................................................. 640
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Rules of Credit...................................................................640 Field Management (Import/Export)........................................ 685
Chapter 19 Import/Export ............................................... 643 Import Actual Data ........................................................... 685
Shared (Import/Export) ...........................................................643 Import/Export Time Phased Data (Field Management) ... 686
Import/Export Data...........................................................643 Import Mobile App Data .................................................. 689
Cost (Import/Export) ...............................................................646 Chapter 20 Utilities......................................................... 691

Import Accounting Data....................................................646 Shared (Utilities) ..................................................................... 691
Import/Export Time Phased Data .....................................649 Replace IDs ....................................................................... 691
Import/Export Staffing Plan ..............................................651 Build Group IDs ................................................................ 693
Export Acumen Data .........................................................654 Build Descriptions............................................................. 694
Budget (Import/Export) ...........................................................654 Copy Schedule Dates ........................................................ 695
Import Budget Details .......................................................654 Reconcile Actual Data....................................................... 696
Schedule (Import/Export) ........................................................656 Rebaseline ........................................................................ 698
Import Activities................................................................656 Validate Data .................................................................... 701
Import Primavera P6 Data ................................................659 Combine Past Reporting Periods...................................... 702
Import Microsoft Project Data ..........................................667 Cost (Utilities).......................................................................... 703
Import Microsoft Project Server .......................................672 Copy Amounts .................................................................. 703
SmartPlant Materials ...............................................................678 Combine Control Accounts .............................................. 705
Export SmartPlant Control Accounts ................................678 Change Actual History ...................................................... 705
Export SmartPlant Schedule Activities..............................678 Copy Risks to Changes ...................................................... 707
Import SmartPlant Purchase Order Commitments ..........679 Combine Control Elements .............................................. 708
Engineering (Import/Export) ...................................................680 Budget (Utilities) ..................................................................... 709
Import Actual Hours .........................................................680 Build Control Account IDs ................................................ 709
Import/Export Time Phased Data (Engineering)...............682 Build Element IDs ............................................................. 711
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Build Currency IDs .............................................................712 Change Actual History (Field Management) .................... 728
Select Quantities For Control Accounts ............................712 Chapter 21 Reports......................................................... 731
Schedule (Utilities)...................................................................713 Project/Enterprise Reports ..................................................... 731
Create Account Cross-ref ..................................................713 Cost Management Reports .............................................. 738
Engineering (Utilities) ..............................................................715 Engineering Reports ......................................................... 746
Populate Document Milestones .......................................715 Equipment/Materials Reports.......................................... 749
Populate Account Milestones ...........................................715 Procurement Reports ....................................................... 751
Build Control Account IDs (Engineering)...........................716 Contract Reports .............................................................. 754
Build Engineering Account IDs ..........................................717 Prime Contract Reports .................................................... 756
Combine Engineering Accounts ........................................719 Invoice Management Reports .......................................... 757
Purchase Orders (Utilities).......................................................719 Field Management Reports .............................................. 758
Copy Requisition Items .....................................................719 Project/Enterprise Batch ......................................................... 763
Copy Purchase Order Items ..............................................720 Lists ......................................................................................... 764
Contracts (Utilities) ..................................................................721 Administration Lists.......................................................... 766
Copy Contract Items .........................................................721 Enterprise Lists ................................................................. 766
Field Management...................................................................722 Project Lists ...................................................................... 766
Build Control Account IDs (Field Management) ...............722 Project/Enterprise Page Setup ................................................ 768
Build Progress Account IDs ...............................................723 Project/Enterprise Report Writer ........................................... 770
Populate Account Rules of Credit .....................................724 Add Report Writer Reports to Reports Menu ......................... 784
Populate Items Rules of Credit .........................................725 Watermark .............................................................................. 786
Reconcile Actual Data (Field Management) .....................726
Chapter 22 Installation and Deployment ......................... 787
Combine Progress Accounts .............................................727
Installation and Deployment Overview .................................. 787
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PRISM G2 System Architecture................................................788 Uninstalling PRISM G2 ...................................................... 816

Components and System Requirements .................................788 PRISM Project Manager Project Conversion to PRISM G2 ...... 817
Sizing/Deployment Considerations...................................789 Installing Language Packs........................................................ 819
Database ...........................................................................789 Oracle Primavera P6 Integrations ........................................... 820
Database Server ................................................................790 Pre-Installation Technical Survey ............................................ 820
Application Server.............................................................790 Chapter 23 Contact Us .................................................... 827
Workstation ......................................................................791 Sales Demonstrations and Price Quotes ................................. 827
Network ............................................................................791 Training and Implementation Services ................................... 827
Supported Operating Systems .................................................791 Technical Support ................................................................... 828
Crystal Reports Runtime ..........................................................792 Customization Services ........................................................... 829
Deployment Options................................................................792 Feedback ................................................................................. 829
Network Diagram ..............................................................794
ARES Project Management End User License Agreement .... 831
LAN / WAN Workflow .......................................................795
Glossary ............................................................................ 849
Remote Access Workflow .................................................796
Index................................................................................. 857
Licensing ..................................................................................797
Pre-installation Tips .................................................................797
Installing PRISM G2..................................................................798
Installation Requirements.................................................799
Installation Program .........................................................799
Installation Process ...........................................................800
Client-Server Installation ..................................................805
Database Setup .................................................................808
Operating System Authentication ....................................813
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Chapter 1
Before You Begin
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This section introduces you to ARES Project Management LLC, the developers of PRISM , as well as providing you with instructions on how to
use this guide.
Introduction to ARES
ARES Project Management LLC (http://www.aresprism.com/), a subsidiary of ARES Holding Corporation, is the developer of all PRISM
software applications which are used in many facets of project management. Organizations in more than 50 countries rely on PRISM software
applications to manage engineering and construction of capital projects to lower cost, mitigate risk, and improve project performance. Our
focus is providing highly integrated technologies to meet our clients' project management and cost management needs.
We excel in helping our clients solve their most difficult challenges by providing innovative project solutions while reducing their technical,
schedule, and cost risks. Our sister company, ARES Holding Corporation (http://www.arescorporation.com), focuses on the Energy and the
Space and Defense industries with core competencies in:
 Engineering & Design
 Risk Management
At ARES, our goal is to always provide high quality, value-added solutions, on time and within budget. To do this, we leverage the knowledge
and skills of our employees along with the knowledge and skills of our clients to develop a set of project management solutions that are
unparalleled in the industry.
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ARES Project Management LLC supports our clients to maximize their PRISM purchase by providing a complete set of services and support
which include:
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 PRISM training, implementation, configuration, and support services.
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 PRISM experts with experience in a multitude of industries including, Oil & Gas, Mining & Metals, Energy, Construction,
Infrastructure, Transportation, Research and Development, and Government.
 Development of Project Management processes and procedures.
 Expert support to design your project/program work breakdown structures and reporting frameworks.
 Experienced Project Controls (Cost, Scheduling, and Estimating) resources to support your project execution.
 System Integration experts to align your cost/schedule, design automated system interfaces, etc.
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User Guide
Introduction to the PRISM G2 Management Suite

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Our PRISM solutions form a "Best-of-Breed" software suite of project and program management software applications designed to facilitate
the management of a project from concept to completion. Whether you are involved in capital improvement projects and/or internal
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enterprise services projects, our PRISM Management Suite provides a solution for you.
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The PRISM Management Suite allows you to significantly reduce project costs and project risks by:
 Providing for total integration of project data with single source data entry resulting in complete data integrity.
 Providing cost management using Earned Value Management techniques for quick identification and resolution of potential
problems.
 Providing timely information and project reporting with seamless interfaces with corporate financial, accounting and planning
applications.
 Reducing the number of staff required for the project management process.
 Providing standardization across projects and programs.
 Providing overall cost savings of 5% -20% of total project costs when used in conjunction with earned value techniques and sound
project management procedures.
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PRISM Management Suite is the only commercial project management system that provides complete integration of project data from
estimate, budget, schedule, engineering, procurement, contracts, and project risk in a single suite of applications.
Please visit ARES Project Management LLC (http://www.aresprism.com/) and open our Products web page to learn more about any of our
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PRISM products.
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Chapter 1 Before You Begin
How to Use this Guide

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This guide is for anyone who uses PRISM .
Before you read this guide you need to be comfortable working with the Microsoft Windows environment, Microsoft applications including
Microsoft Internet Explorer. For information about these products, refer to the separate Microsoft Windows user documentation and the
Microsoft online Help system.
To use this guide effectively, it is important to understand the terms and typographical conventions used in the documentation. The following
kinds of formatting in the text identify special information.
Bold Items you must select, such as menu options, command buttons, or items in a list. Also specific data to enter.
Ribbon Tab > Ribbon Group >

Menu options you access.
Command
Emphasis or Italics Used to emphasize or make note of an important point or expression.
CAPITALS Names of keys on the keyboard. For example, SHIFT, CTRL or ALT.
KEY+KEY Key combinations where you press and hold one key and then press another. For example, CTRL+P or ALT+F4.
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Chapter 2
Introduction to PRISM G2
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PRISM is a software program designed for Project Management and Project Support professionals in order to manage projects in nearly
every industry.
Primary Functions of PRISM G2

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PRISM is used to manage and track a project's:
 Cost estimates
 Cost and schedule performance
 Engineering and Field progress
 Commitments and actual costs
 Staff and other resource planning
 Forecasting and variance analysis
 Changes to budgets and forecast
 Trends and risk tracking
 Deliverable status
 Equipment and materials lists
 Engineering requisitions
 Purchase orders and contracts
 Invoices and payments
 Field progressing and management
Who Should Use PRISM G2

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Project Management and Project Support professionals that should use PRISM include the following roles:
 Project Managers  Document Control Specialists
 Project Controls Specialists  Purchasing Agents
 Schedulers  Contract Administrators
 Cost Estimators  Construction Engineers
 Engineers  Quantity Surveyors
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User Guide
PRISM G2 Key Features

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PRISM is supported by a staff who understands that no two projects or clients are alike. With this in mind, we have designed a flexible
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software package that can be tailored to meet your project's unique requirements. PRISM is structured into functional packages that are
employed in any combination for each project.
Key Features:
 Packaged Functions - License only the packages with the functions that you need for managing your projects.
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 Choice of Databases - Create projects in Microsoft SQL Server Express® supplied with PRISM , or purchase Microsoft SQL Server®, or
Oracle® Server for larger implementations.
 Multi-Project - Create an unlimited number of projects and summarize multiple projects for enterprise-wide reporting.
 Multi-User Concurrent Access - Permits complete flexibility and security for multiple concurrent users. Any number of users can
access the same project simultaneously. Users are assigned permissions at the project and group command levels.
 Multi-Currency - Maintain and report cost data in multiple currencies.
 Enterprise Definitions/Reporting - Develop definitions and standards for all projects in the enterprise. Projects using enterprise
definitions can be combined in detailed enterprise reports.
 Flexible Coding Structure - Use your own coding structure for flexibility in project reporting.
 Data Import/Export Capabilities - Import or export data to several spreadsheet or database formats including Microsoft Excel®.
Directly import schedule data from Primavera® and Microsoft Project®. Importing from outside financial systems, procurement
systems, and engineering systems is easily accomplished.
 Earned Value Performance Measurement - Variance analysis and reporting features meet the requirements of U.S. government
agencies including the Department of Energy (DOE) and the Department of Defense (DOD).
 Powerful Report Writing - Quickly prepare report specifications with selected reporting options that are saved for future use.
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 Data Integration - Data entered in one pane can be shared among other panes within PRISM .
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Chapter 2 Introduction to PRISM G2
PRISM G2 Structure
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The PRISM application is structured in three distinct components.
Administration is the exterior component where database management occurs, new users are added
and permission rights are assigned, and other administrative functions occur.
Enterprise is the center component where new projects are added, enterprise codes and lists are
defined, enterprise reporting periods are set, and employees and resource categories are entered. It is
also where enterprise reports are printed, combining data from multiple projects.
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Projects are the interior component where PRISM projects are accessed. This is where all
project-specific functions and processes are conducted. There are various forms, data panes,
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calculations, and routines that are available depending on which of the PRISM Package options are
purchased.
Note that three of the packages, Equipment/Materials, Prime Contracts, and Invoice
Management are not purchased separately. They are included depending on which of the
other six packages are purchased.
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Data Integration
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Data integration is a key feature of PRISM ; whether it is internal integration, such as sharing data between panes or packages, or external
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integration, when data are imported from external applications into PRISM . Some of the integration capabilities, described below, should
provide you with a sense of the benefits that full integration delivers:
 Control Account budget data are derived from the estimate details imported from a commercial estimating package or from Schedule
Activities and Resources imported from an external schedule.
 Commitments can be transferred from the Procurement, Contracts, and Prime Contracts package to Control Accounts in the Cost
Management package.
 A Control Account's percent complete can come from a variety of sources including a composite percent complete of the Schedule
activities. In addition, progress can be populated from the composite progress of engineering deliverables in the Engineering package.
Progress can also be populated with the composite progress of hours worked for Progress Accounts in the Field Management
package.
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The diagram below communicates how internal data are shared among the different packages in PRISM . It also shows how external data are
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imported from various software applications into PRISM . Integrating data not only eliminates redundant data entry but also provides a
credible audit trail.
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Chapter 2 Introduction to PRISM G2
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Chapter 3
What's New
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PRISM Version 3.6 is an exciting new product that employs many popular functions and features of PRISM Project Manager Version 5.1
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while using a state-of-the-art development platform and user interface. This chapter indicates the improvements that PRISM provides over
PRISM Project Manager. It also includes a description of the new features that are added with each major product release.
3.6 Maintenance Release

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PRISM 's 3.6 release has undergone incremental updates since its initial release in March, and are included in this Maintenance Release. In
this release of ARES Project Management LLC’s premier Project Cost Management System, there have been several updates and
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enhancements to extend the PRISM solution.
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The latest release of PRISM includes a new option for Administrators to temporarily restrict Users from entering data. This option could be
very useful during the end of a Reporting Period to ensure data is not modified before the period is closed out and reports are published. In
addition, when closing reporting periods, several options have been added, not only to expedite the calculation, but to also provide flexibility
as to which calculations are run during period close out.
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Several new export options have been added when project and enterprise data is exported from PRISM . In addition, there have been new
Percent Complete Methods added to Control Accounts that provide flexibility when calculating progress from the Engineering and the Field
Management packages.
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In addition, there have been several enhancements to the existing functionality of PRISM to increase usability and performance.
This document categorizes and describes new features and enhancements introduced into PRISMG2 between version 3.6, and this latest
version.
New Features and Enhancements
Features Update
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Close Reporting Period - When a Reporting Period is closed, PRISM performs a sequence of calculations. Depending on the size of the
project, this calculation could take considerable time. In an effort to speed up the period closeout process, and alleviate performing
calculations multiple times, three new options have been added to the Close Reporting Period calculation. This option has been included in
the Cost Management, Engineering, and Field Management packages under the Close Reporting Period calculation.
When a Reporting Period is closed several calculations are performed for Control Accounts, Engineering Accounts, and Progress Accounts. This
is a system-defined process that calculates and verifies project data. The standard process calculates the account totals, verifies the data, and
calculates the totals again after incrementally moving to the next period.
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User Guide
With these new options, a User can determine which of these three processes they would like to run during period closeout, if any. If the data
for all of the accounts was calculation right before closing the reporting period and it has not been modified, that might be an option to skip
during closeout to expedite the process.
Spreading Time Phased Data - Two new options have been added when spreading time phased data in the Cost Management package to the
make the calculation more transparent and efficient. When running the Spread Time Phased Data calculation, you can select whether you
want to spread the Control Budget Earned Value and/or the Financial Budget Earned Value. If these two budgets are not being tracked on a
project, by de-selecting these options, the data being calculated is reduced, therefore, increasing the performance of the calculation.
Cost Management
New Percent Complete Methods - Two new Percent Complete Methods have been added to Control Accounts in the Cost Management
package to track and record progress from the linked records from Engineering and Field Management packages. The EEV and FEV methods
use the earned value from either linked Engineering or Progress Accounts and divide the value by the Control Account’s Approved Budget.
 EEV = Engineering Accounts Earned Value / Control Accounts Approved Budget
 FEV = Progress Accounts Earned Value / Control Accounts Approved Budget
New Distribution Curves - Two new Distribution Curves have been added to Control Accounts in the Cost Management package to time phase
budget and forecast data from the linked records from Engineering and Field Management packages.
The ENGINEER and PROGACCT curves use the budget and forecast data linked to Engineering or Progress Accounts. When these methods are
applied, the data from the linked records will not be not be time phased when the Spread Time Phased Data calculation is run. This is because
the Engineering and Progress Account data is time phased when the Calculate Account Totals calculation is run based on the spread assigned
to each record that is cross-referenced.
These methods are used to prevent the re-spreading of data when using Engineering or Progress Accounts data for the Control Account’s
budget and forecast.
Administration
Temporary Read-Only Setting - This added feature provides flexibility to the System Administration to temporarily restrict access to Users. By
clicking on this option in the Users form, the User permissions are limited to read-only. A User's access to projects does not change, just the
ability to enter or change data. This setting could be enabled between the end of one reporting period and the start of another to ensure the
data is not compromised before the period is closed and the reports have been run. To use this feature, select Administration > Data > Users.
Locate a User, and click Temporary Read Only User in the Permissions group box.
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Chapter 3 What's New
Procurement/Contracts
Use Start Dates Option - An option has been added to the Purchase Orders-Events and the Contracts-Event subpanes that allows Events to
use Schedule Activities Start Dates. By default, the Activity’s Finish Dates are used. The option to use Start Dates, is just an additional option to
provide flexibility when tracking and progressing Events on Purchase Orders and Contracts. This feature is located by selected Procurement or
Contracts > Data > Purchase Orders or Contracts, and select the Events subpane and click Use Start.
Reporting
Suppress Grouping Header/Subtotal If ID Is Empty - If a Master Record is not assigned to a Group or Work Breakdown Structure element,
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when this option is enabled, the PRISM will not add a header or subtotal the records excluded from the Groups/WBS elements.
Import/Export
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Export Column Header Options - PRISM now allows Users to define the Column Headers when exporting data to Microsoft Excel files.
Previously, only Field Names were exported as Column Headers. The new options enable Users to export files with either Group Titles or
Descriptions as Column Headers.
Performance
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Several performance improves have been made to the PRISM application in this release. These include improvements to form loading,
navigation, processess, and memory usage. The most noticeable improvements can be recognized when working with large data sets.
PPM 5.1 to PRISM G2 Command Cross-walk

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You may be familiar with PRISM Project Manager 5.1 and have noticed the menu layout is significantly different in PRISM . The following sets
of tables identify commands accessed from the PPM menu system and indicate how the related commands are accessed.
FILE menu
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PPM Command PRISM Command
Open Project PRISM Button > Open Project

Close Project PRISM Button > Close Project
New Project PRISM Button > New Project
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User Guide
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Erase Project PRISM Button > Remove Project

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Add/Remove Modules Not included; Modules not used in PRISM .
Archive Project Data PRISM Button > Archive

Restore Project Data PRISM Button > Restore
Archive Summary Data Not included; Enterprise features negate this function.
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Quit PRISM Button > Exit PRISM
DEFINE menu
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Common Module Commands

Project Titles and Settings PRISM Button > Project Settings
Reporting Periods Define > Shared > Reporting Periods
Coding Structures Define > Codes > Groups
Groups Define > Codes > Groups
Cost Elements Define > Shared > Control Elements
Document Types Enterprise > Shared > Document Types
Time Phased Data Curves Define > Shared > TPD Curves
Agreement Types Define > Shared > Agreement Types
Attachments Define > Shared > Attachments
Currency Exchange Rates Define > Shared > Currencies
Cost and Progress Module Commands
Cost and Progress Settings Cost Management > Tools > Settings
Change Status Define > Shared > Change Status
Funding Sources Define > Cost > Funding Sources
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Ledger Cost Codes Define > Cost > Ledger Accounts

Ledger Items Define > Cost > Ledger Elements
Schedule Interface Module Commands
Schedule Interface Settings Cost Management > Tools > Settings
Engineering Progress Module Commands
Engineering Progress Settings Engineering > Tools > Settings
Document Classes Define > Engineering > Document Classes
Progress Status Define > Engineering > Document Status
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Construction Lines Not included in PRISM
Capital Equipment Module Commands

Capital Equipment Settings Equipment/Materials > Tools > Settings
Inspection Levels Define > Equipment/Materials > Inspection Levels
Procurement Module Commands
Events Define > Purchase Orders and Contracts > Events
Event Set Durations Define > Purchase Orders and Contracts > Event Templates
Delivery Addresses Define > Purchase Orders and Contracts > Delivery Addresses
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Subjects for Approval Not included in PRISM
Suppliers Enterprise > Purchase Orders and Contracts > Suppliers

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Supplier Evaluation Criteria Not included in PRISM
Contract Administration Module Commands

Events Define > Purchase Orders and Contracts > Events
Event Set Duration Define > Purchase Orders and Contracts > Event Templates
Delivery Addresses Define > Purchase Orders and Contracts > Delivery Addresses
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Subjects for Approval Not included in PRISM
Contractors Enterprise > Purchase Orders and Contracts > Contractors
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User Guide
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Clearances Not included in PRISM
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Bond Types Not included in PRISM
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Contractor Evaluation Criteria Not included in PRISM
VIEW menu
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Control Accounts Cost Management > Cost > Control Accounts
Change Notice Cost Management > Change Management > Trends
Scope Changes Cost Management > Change Management > Budget/EAC Changes
Variance Explanations Cost Management > Cost > Variance Analysis
Current Period Actuals Cost Management > Cost > Period Actuals
Baseline Estimate Module Commands
Baseline Estimates Cost Management > Budget > Budget Details
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Original Estimates Not included in PRISM
Schedule Activities Cost Management > Schedule > Activities
Resources Cost Management > Schedule > Resources
Engineering Progress Module Commands
Documents and Tasks Engineering > Data > Engineering Documents
Engineering > Data > Engineering Accounts
Actual Hours Engineering > Data > Engineering Accounts
Equipment Equipment/Materials > Data > Installed Equipment
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Requisitions Equipment/Materials > Data > Purchase Requisitions

Purchase Orders, C.O., and RFQ Procurement > Data > Purchase Orders
Shipment and Expediting Procurement > Data > Shipments
Materials and Additional Equipment Equipment/Materials > Data > Materials
Contracts, C.O., and RFP Contracts > Data > Contracts
Payment Requests Invoice Management > Data > Payment Requests
CALCULATE menu
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Calculate Control Account Totals Cost Management > Calculations > Account Totals
Import Accounting Data Import/Export > Cost > Import Accounting Data
Create Period Actual Accruals Cost Management > Calculations > Calculate Cost Accruals
Spread Time Phased Data Cost Management > Calculations > Spread TPD
Utilities > Shared > Copy Schedule Dates
Create Variance Explanation Data Cost Management > Cost > Variance Analysis
Close Out Reporting Periods Cost Management > Calculations > Close Period
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Close Out Reporting Subperiod Not included in PRISM
Export Time Phased Data to File Import/Export > Cost > Import/Export TPD
Import Time Phased Data from File Import/Export > Cost > Import/Export TPD
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Export Winsight X12 File Not included in PRISM
Calculate Estimates Cost Management > Calculations > Calculate Estimate
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User Guide
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Import Estimate Data Import/Export > Budget > Import Budget Details
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Copy Baseline Estimate to Original Estimate Not included in PRISM
Create Control Accounts Cost Management > Calculations > Account Totals
Build Control Account IDs Utilities > Budget > Build Account IDs
Build Cost Element Transfer IDs Utilities > Budget > Build Element IDs
Build Currency IDs Utilities > Budget > Build Currency IDs
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Build Schedule Activity IDs Not included in PRISM

Set Schedule Interface Data Date Report Header Cost Management > Tools > Settings
Import Activity Data Import/Export > Schedule > Import Activities
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Import Primavera 3 Schedule Data Not included in PRISM
Import Primavera 5 Schedule Data Import/Export > Schedule > Import Primavera P6
Import Primavera 6 Schedule Data Import/Export > Schedule > Import Primavera P6
Import Microsoft Project Schedule Data Import/Export > Schedule > Import MS Project
Copy Activity Dates Utilities > Shared > Copy Schedule Dates
Create Control Account Cross-reference Utilities > Schedule > Create Account X-Ref
Engineering Progress Module
Calculate Engineering Progress Engineering > Calculations > Calculate Engineering Totals
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Create Actual Hour Data Not included in PRISM
Import Actual Hour Data Import/Export > Engineering > Import Actual Hours
Copy/Transfer Schedule Dates Utilities > Shared > Copy Schedule Dates
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Update Revision Number and Dates Not included in PRISM
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Closeout Reporting Subperiod Not included in PRISM
Closeout Reporting Period Engineering > Calculations > Close Engineering Period
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Set Capital Equipment Data Date Report Header Equipment/Materials > Tools > Settings
Transfer Dates from Schedule Utilities > Shared > Copy Schedule Dates
Set Procurement Data Date Report Header Procurement > Tools > Settings
Import Invoice Data Import/Export > Shared > Import/Export
Import Payment Data Import/Export > Shared > Import/Export
Copy Requisition Line Items to an RFQ Utilities > Purchase Orders > Copy Requisition Items
Copy Line Items to Another RFQ or PO Utilities > Purchase Orders > Copy PO Items
Set Contract Admin Data Date Report Header Contracts > Tools > Settings
Import Invoice Data Import/Export > Shared > Import/Export
Import Payment Data Import/Export > Shared > Import/Export
Copy Pay Items to Another RFP or PO Utilities > Contracts > Copy Contract Items
UTILITIES menu
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Common Module Commands

Export Data to File Import/Export > Shared > Import/Export
Import Data to File Import/Export > Shared > Import/Export
Change Key Field Values Utilities > Shared > Replace IDs
Build Group IDs Utilities > Shared > Build Group IDs
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Assign Ownership to Records Not included in PRISM
Build Table Index Functionality included in navigation panes
Validate Data Utilities > Shared > Validate Data
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User Guide
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Pack Data PRISM Button > Purge

Copy Amounts Utilities > Cost > Copy Amounts
Combine Control Accounts Utilities > Cost > Combine Accounts
Historical Changes Utilities > Cost > Change Actual History
Reconcile Actual Data Utilities > Cost > Reconcile Actual Data
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Combine Baseline Estimates Not included in PRISM
OUTPUT menu
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Reports Reports > Projects > Project Reports

Graphs Reports > Projects > Project Reports
Formats Reports > Projects > Project Reports
Output Queue Reports > Projects > Project Batch
Specials Reports > Projects > Project Lists
Listings Functionality included in navigation panes
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Data Files Not included in PRISM
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Output Headers Not included in PRISM
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Printer Setup Not included in PRISM
SYSTEM menu
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Password and Switches PRISM Button > PRISM Options
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Action Items Not included in PRISM
Manager Utilities > Users Administration > Data > Users

Manager Utilities > Projects Enterprise > Data > Projects
Manager Utilities > Output Library Administration > Database > Reports Library
Manager Utilities > Print Data Dictionary Reports > Administration > Administration Lists
Manager Utilities > Archive Administration Data PRISM Button > Archive
Manager Utilities > Restore Administration Data PRISM Button > Restore
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Save Form Position Not included in PRISM
Load Form Position PRISM Button > Reset All Panes

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Cascade Forms Not included in PRISM
EDIT menu
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Select All Functionality found in mini-menus

Cut Functionality found in mini-menus
Copy Functionality found in mini-menus
Paste Functionality found in mini-menus
HELP menu
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Help Help Button

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About PRISM Project Manager Information Button > About PRISM
Online Users Information Button > Online Users
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Chapter 4
Concepts and Processes
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PRISM is built in a manner where its features can be used in various combinations, providing each client a customized approach to
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incorporating PRISM into their business and project practices. You may want to review this section on concepts and processes to fully
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appreciate these features. Additionally, you will gain an understanding of the PRISM terminology so you can relate them to terms more
familiar to you.
Administration and Security Processes

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Administration and security activities are performed by one or more System Administrators. When PRISM is first installed, a single PRISM
User ID is automatically created and is assigned administration permissions which allow this System Administrator to access every feature in
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PRISM .
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The System Administrator performs two main functions. The first is entering each new PRISM User and assigning their default permissions.
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The next is managing the entire PRISM database.
All of the administration and security functions are performed from the Administration tab.
PRISM G2 Users and Permissions

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Once PRISM is installed, the following steps are taken to define PRISM Users and their permissions.
Step 1 - Define Roles

Roles (on page 232), such as project manager, project controls, and engineering manager, are defined for your company. Default security
permissions are assigned to each role.
Step 2 - Create PRISMG2 Users

Users (on page 221) are created and given an ID and an initial password. In addition, each User is assigned security permissions. Users
assigned as System Administrator or Super-User have access to all projects and all project functionality. Standard Users are assigned access to
specific projects and specific functionality within that project.
Step 3 - Create Teams

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If the same group of PRISM Users will be assigned to multiple projects on an on-going basis, then Teams (on page 233) are created. This
feature simply makes the assignment of Users to projects a more efficient process.
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User Guide
Permissions Matrix
The following matrix indicates the lowest permission level that must be set to perform Administration, Enterprise, or Project functions.
Minimum User Permissions and Options Required
Administration Enterprise Project
Allow Data Import

Function
Exclusive Use
Exclusive Use
Exclusive Use
Permission Permission Permission
Open Project 1-View Reports

Close Project 1-View Reports
New Project 6-Run Processes
Remove Project 6-Run Processes
Project Settings 6-Run Processes
Archive 6-Run Processes 3-Change Data 3-Change Data
Restore 6-Run Processes 6-Run Processes 6-Run Processes X
Purge 6-Run Processes 6-Run Processes 6-Run Processes X
Refresh All Data 0-None 0-None 0-None
Close All Panes 0-None 0-None 0-None
Reset All Panes 0-None 0-None 0-None
PRISM Options 0-None 0-None 0-None
Online Users 0-None 0-None 0-None
View Records 2-Read Data 2-Read Data 2-Read Data
Modify Records 3-Change Data 3-Change Data 3-Change Data
Add Records 4-Add Records 4-Add Records 4-Add Records
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Chapter 4 Concepts and Processes
Allow Data Import

Function
Exclusive Use
Exclusive Use
Exclusive Use
Delete Records (exception below) 5-Delete Records 5-Delete Records 5-Delete Records
Deleting Control Accounts, Engineering
Accounts, and Progress Accounts with 6-Run Processes 6-Run Processes 6-Run Processes X
Historical Data
Groups and WBS (changes to Group
6-Run Processes 6-Run Processes
Titles or associated settings)
Calculations (exception below) 6-Run Processes 6-Run Processes
Calculate Account Totals, Spread
3-Change Data 3-Change Data
Budgets, Spread ETC/Earned icons
Close Out Reporting Periods calculation
(Cost Management, Engineering, and 6-Run Processes 6-Run Processes X
Field Management packages)
Enterprise Processes 6-Run Processes 6-Run Processes
Settings 6-Run Processes 6-Run Processes
Import (exceptions below) 6-Run Processes X 6-Run Processes X 6-Run Processes X
Importing historical data using Import
TPD, or Import/Export (User must have
6-Run Processes X X
6-Run Processes for All Projects in
addition to Permissions listed)
Export 3-Change Data 3-Change Data 3-Change Data
Utilities (exceptions below) 3-Change Data
Utilities (Combine Accounts, Change
6-Run Processes
Actual History)
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User Guide
Allow Data Import

Function
Exclusive Use
Exclusive Use
Exclusive Use
Utilities (Replace IDs, Combine Past

Reporting Periods, Combine Control 6-Run Processes X
Element IDs)
Reports, Batch, Lists 1-View Reports 1-View Reports 1-View Reports
Page Setup 6-Run Processes 6-Run Processes
User Permissions (in Users data pane,
Users-Projects subpane and 6-Run Processes 6-Run Processes
Projects-Users subpane)
Modify Report Library Records 6-Run Processes
Delete Connection (Administration) 6-Run Processes
Database Management
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PRISM utilizes a database application where all administration, enterprise, and project data is contained. The system administrator has
control over the database connection (see "Connect" on page 238).
Connections to a Primavera P6 database (see "P6 Connection" on page 249) can be defined by the Administrator, ensuring the connection
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information is secure away from the PRISM User population.
Project Snapshots can be generated by the Enterprise User but the Administrator must first create Snapshot Databases (see "Snapshots" on
page 242), in which the snapshots of project data are contained.
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Other Administration Functions

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The Administrator is responsible for maintaining the Reports Library. This is where the definitions for standard reports supplied with PRISM
are maintained. The Administrator can hide reports from the view of the user population. This is also where custom reports are added to
Project or Enterprise Reports.
The Administrator can view the Audit Log (on page 250) to discover when specific data was modified on a project, determine who made the
modifications, and when they were made. This is a forensic tool that helps in discovering User errors or process flaws.
And lastly, there are certain Administration Settings (on page 253) that are defined by the Administrator.
Enterprise Processes
Enterprise Users can create new projects where data are entered, calculated, processed, and reported. In addition, they can manage the
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packages and high-level options available to users on a project. This is typical of a strict project-centric application. However, PRISM provides
a significant advantage over this type of application with the inclusion of Enterprise functions, which include:
 Developing definitions and codes for the Enterprise that are used on most, if not all projects. This eliminates the need for continually
developing new definitions and codes every time a project is created.
 Generating Enterprise reports which combine data from several or all projects. Applying Enterprise definitions and codes on
individual projects is necessary to have a common method for grouping, sorting, summarizing, and filtering data within Enterprise
reports.
 Generating snapshots of project data from multiple projects that can be maintained and viewed at anytime in Enterprise and Project
reports.
 Performing specialized functions and calculations across multiple projects:
 Performing totals calculations for Control Accounts and Engineering Accounts
 Importing Cost and Engineering data from external sources.
 Close Cost and Engineering Reporting Periods
 Archiving project data
Most of the Enterprise functions are performed from the Enterprise tab; however, there are a few exceptions. A few of the Enterprise
functions are accessed from the PRISM Button menu. Enterprise reporting is performed from the Reports tab.
Develop Enterprise Coding and Definitions

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Developing most of the enterprise coding and definitions prior to creating any projects in PRISM is important. This data provides the
standards that all projects can use, eliminating the need of developing coding for each and every project. In addition, these codes and
definitions make enterprise reporting possible.
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User Guide
Step 1 - Define Enterprise Periods

Enterprise Periods (see "Reporting Periods" on page 593) for the enterprise must be established for a variety of time dependent features to
be enabled. Later, when a new project is created, the project's Reporting Periods are defined and cross-referenced to the Enterprise Periods.
Step 2 - Define Project Groups

Project Groups (on page 279) and a list of Project Group Codes for each Project Group are defined. Later, when a project is created, Project
Group Codes are assigned to the project (see "Projects" on page 255). These codes are used to group, sort, summarize, and filter data in
enterprise reports.
Step 3 - Define Enterprise Groups

Enterprise Groups (on page 280) and a list of Enterprise Group Codes for each Enterprise Group are defined. Later, when a project is being set
up, Enterprise Group Codes are assigned to Master Records as they are created. These codes are used to group, sort, summarize, and filter
data in enterprise reports, as well as project reports.
Step 4 - Define Enterprise Elements

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Enterprise Elements (on page 268) are used throughout PRISM to separate different types of cost, hours, and quantity data. In order to
generate enterprise reports, Enterprise Elements are defined for the enterprise. Later, when a new project is created, the project's Control
Elements are cross-referenced to the Enterprise Elements.
Step 5 - Define Other Enterprise Definitions

There are a few other enterprise definitions that you may want to establish. Enterprise Currencies (see "Currencies" on page 601) are defined
if multiple currencies are used on projects. Document Types (on page 270) are established to categorize external documents to aid in searches
and selection of documents. Time Phased Data Curves are developed in order to spread cost, hours, and quantity data across a project's
reporting periods.
Other enterprise-wide definitions are developed for specific packages. For instance, Change Status (on page 273), Change Events Templates
(see "Change Events Template" on page 284), Change Varieties (on page 275), and Funding Sources (on page 625) are defined specifically for
the Cost Management package. If Resource Planning is to be employed on projects, then Categories (see "Enterprise Categories" on page
275) and Employees (on page 261) are defined.
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Relationship between Enterprise and Project Definitions

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Definition tables are used in PRISM to develop lists of data, which are accessed from drop-downs and pick lists. Definitions are developed in
two places, the Enterprise ribbon tab and the Define ribbon tab. Only the Enterprise User can develop enterprise definition tables from
commands in the Enterprise ribbon tab. In many cases, the Enterprise definitions developed here are also available for use by all Projects. The
Project definition tables are developed from commands in the Define ribbon tab and are available to a single project only. The definition
tables accessible to a Project User are dependent on the packages and permissions enabled on the project for that User.
In many cases, there is a definition table in the Enterprise ribbon tab that corresponds to a definition table in the Define ribbon tab. As an
example, there is an Enterprise Change Status command found on the Enterprise ribbon tab and a Change Status command found on the
Define ribbon tab. The graphic below shows the relationship of commands on the Enterprise ribbon tab to corresponding commands on the
Define ribbon tab. In this example, only the Cost Management package has been enabled.
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Below is a description of the various ways that Enterprise and Project Definition tables relate to each other within PRISM :
 Enterprise and Project Definitions available to projects - Enterprise Definitions can be developed and those definitions are displayed
in the Project Definition forms in a read-only format. This means they can be used by the project but they cannot be modified. In
addition, definitions that are specific to the project can be added as Project Definitions. Therefore, the Project Definitions table can
include both Enterprise Definitions and Project Definitions.
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User Guide
As an example, you can create a list of Change Status codes that are available to all projects using the Enterprise Change Status form
accessed from the Enterprise ribbon tab. However, for a specific project, you may need an additional Change Status code. Since it is
only needed for the one project, rather than adding it as an Enterprise Change Status, you can add it to the Change Status form which
is accessed from the Define ribbon tab. The Change Status form will now display the enterprise's Change Status codes and the
project's Change Status code.
 Only Enterprise Definitions created and available to projects - Some definitions are only developed at the Enterprise level and there
are no corresponding Project Definition tables. In most cases, these definitions are available to projects in drop-downs or pick lists.
For example, Document Types is an Enterprise Definition table that is used to categorize external document files that can be linked to
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records in PRISM . Only the Enterprise User can define the Document Types. A Project User can use this list, but cannot add to it
because there is no Document Types command in the Define ribbon tab.
 Only Project Definitions created and available to projects - Some definitions can only be developed as Project Definitions. That
means they are developed for each specific project. There is no common Enterprise Definition that is available to multiple projects.
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An example of this is the Ledger Account Codes. Financial data can be imported into PRISM to populate Period Actuals in the Cost
Management package. This table is used as a crosswalk to relate financial codes to Control Account IDs. Since financial codes and
Control Account IDs are specific to a single project, there is no need to have an Enterprise Definition table.
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 Enterprise Definitions copied to Project Definitions - Some Enterprise Definition tables are not automatically made available to the
Project Definition tables, but rather, the Enterprise Definitions can be copied to the Project Definitions table. In the case of Currencies
and Categories, you have a choice as to which specific definition records are copied. In other cases, the entire list of Enterprise
Definitions is copied over. Once copied, the records are now Project Definitions, and you can edit or delete these records without
altering any data in the Enterprise Definition tables.
 Enterprise Definitions cross-referenced to Project Definitions - There are two sets of definition tables that must be cross-linked in
order to generate all Enterprise reports. Each project must have the Reporting Periods defined in order to time phase data. From
project to project, it is likely that the Reporting Periods defined will have different start dates, different numbers of periods, and the
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duration of those periods will be different. When generating Enterprise reports that include time phased data, PRISM will not know
how to deal with these differences unless a common reporting period structure is used. The Enterprise Periods definition table is used
to develop this common reporting period structure. Once created, the Enterprise Periods are cross-referenced to a project's
Reporting Periods. When Enterprise time phased reports are generated, the project Reporting Periods are converted to use the
Enterprise Periods.
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User Guide
Note that Enterprise Periods should range from the first project's start date to months or years past the furthermost finish date
of all the projects.
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Similarly, each project can develop their own set of Control Elements for sub-dividing Cost, Hours, and Quantity data on records.
Some projects require a large list of Control Elements; whereas smaller projects may use a much smaller list. In order to generate
some Enterprise Reports that display the Control Element values, there must be a common list of Control Elements. This common list
is developed in the Enterprise Elements definition table and the Enterprise Elements are cross-referenced to Control Elements in the
Control Elements definition table.
The table below indicates how all of the Enterprise Definitions and Project Definitions relate with each other. The Comments section briefly
describes what the definition table is used for and provides other information. The packages where the definition table is used is displayed in
parentheses.
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User Guide
Only Project Def'ns created and

Only Enterprise Def'ns created
Enterprise and Project Def'ns
referenced to Project def'ns

Enterprise Def'ns copied to
and available to projects
Enterprise Def'ns cross-

available to projects
Project Def'ns
Enterprise Definitions Project Definitions Comments
DATA Ribbon Group

Employees X Used when developing Staffing Plans. (Cost Mgt)
SHARED Ribbon Group
Enterprise Periods Reporting Periods X Required for time phasing data. (Cost Mgt, Engineering)
Includes a copy function to copy Enterprise Elements to Control
Enterprise Elements Control Elements X
Elements. (Cost Mgt, Procurement, Contracts, Invoice Mgt)
Enabled on multiple currency projects. Enterprise Currencies
and Actual Exchange Rates are copied to create and update
Enterprise Currencies Project Currencies X
Project Currencies. (Cost Mgt, Procurement, Contracts, Invoice
Mgt)
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Categorize external document files linked to records in PRISM .
Document Types X
(Equip/Matls, Procurement, Contracts)
Create user-defined distribution curves for time phasing of data.
Enterprise TPD Curves TPD Curves X
(Cost Mgt, Engineering)
Provides a standard status definition for changes and affects
Enterprise Change Status Change Status X how changes are added to the baseline. (Cost Mgt, Engineering,
Procurement, Contracts)
Enterprise Change Used when the Advanced Change Management is enabled. (Cost
Change Impact X
Impact Mgt)
Categorizes the different variety of changes. (Cost Mgt,
Change Varieties X
Engineering, Procurement, Contracts)
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Project Def'ns
Used when Staffing Plans or resource-loaded schedules are used

Enterprise Categories Categories X
to calculate cost data. (Cost Mgt)
Enterprise Agreement Create groups of attachments for ease of adding attachments to
Agreement Types X
Types records. (Equip/Matls, Procurement, Contracts)
Link external documents that can be attached to records and
Enterprise Attachments Attachments X printed, when the records are printed in specific reports.
(Equip/Matls, Procurement, Contracts)
CODES Ribbon Group
Project Groups X Project Groups applied to Projects in the Project data pane.
Assigned to master records. (Cost Mgt, Engineering,
Enterprise Groups X
Equip/Matls, Procurement, Contracts)
Define the project's Work Breakdown Structure. (Cost Mgt,
WBS X
Engineering)
Assigned to master records. (Cost Mgt, Engineering,
Groups X
Equip/Matls, Procurement, Contracts)
COST Ribbon Group
Enterprise Change Change Events Define standard sets of events for Budget/EAC Changes. (Cost
X
Events Template Template Mgt)
Ledger Account
X Cross-walks financial codes to Control Accounts. (Cost Mgt)
Codes
Ledger Element
X Cross-walks financial codes to Control Elements. (Cost Mgt)
Codes
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User Guide



Project Def'ns
Enterprise Funding Define sources of funding. Funding Source Amounts are applied
Funding Sources X
Sources at the project-level only. (Cost Mgt)
Generate costs from Staffing Plans or resource-loaded
Enterprise Indirect Costs Indirect Costs X
schedules. (Cost Mgt)
Generate costs from Staffing Plans or resource-loaded
Enterprise Multipliers Multipliers X
schedules. (Cost Mgt)
Escalations X Only available if the Escalation feature is enabled. (Cost Mgt)
ENGINEERING Ribbon Group

Enterprise Document
Document Status X Status codes for Engineering Documents. (Engineering)
Status
Enterprise Engineering Create Engineering Class Milestones to quickly assign Milestones
Engineering Classes X
Classes to Documents and/or Accounts. (Engineering)
EQUIPMENT/MATERIALS Ribbon Group
Enterprise Inspection Assign an inspection level to Purchase Requisitions.
Inspection Levels X
Levels (Equip/Matls)
PURCHASE ORDERS AND CONTRACTS Ribbon Group
Define standard events for Purchase Orders and Contracts.
Enterprise Events Events X
(Procurement, Contracts)
Enterprise Event Define standard sets of events for Purchase Orders and
Event Templates
Templates Contracts. (Procurement, Contracts)
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Project Def'ns
List of suppliers for developing equipment and material lists and

Suppliers X for procuring items. Suppliers are copied to Purchase Orders.
(Equip/Matls, Procurement)
List of contractors for procuring services. Contractors are copied
Contractors X
to Contracts. (Contracts)
Enterprise Payment Payment terms on Purchase Orders and Contracts.
Payment Terms X
Terms (Procurement, Contracts)
Enterprise Delivery Delivery terms on Purchase Orders and Contracts.
Delivery Terms X
Terms (Procurement, Contracts)
Enterprise Delivery Delivery Addresses on Purchase Orders and Contracts.

Delivery Addresses X (Procurement, Contracts)
Addresses
FIELD MANAGEMENT Ribbon Group

Create Field Management Rules of Credit to quickly assign Rules
Enterprise Rules of
Rules of Credit X to Progress Accounts and/or Progress Items. (Field
Credit
Management)
INVOICE MANAGEMENT Ribbon Group
Enterprise Invoice Status Invoice Status X Status codes for Invoices. (Invoice Mgt)
Invoice Collections X Collection terms for Invoices. (Invoice Mgt)
Enterprise Services
Services Rendered X Categories of services to be rendered for Invoices. (Invoice Mgt)
Rendered
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User Guide
Creating Projects
The System Administrator and the Enterprise-User both have the ability to create new projects. Below are the steps to take prior to and
during project setup.
Step 1 - Gather Data

There are several pieces of project documentation you should consider gathering up in order to efficiently setup your project. This list of
documentation includes:
 Project Management Plan (PMP)
 Statement of Work or Project Execution Plan (PEP)
 Project Contract
 Work Breakdown Structure (WBS)
 Organizational Breakdown Structure (OBS)
 Baseline Schedule
 Baseline Cost Estimate
 Project Control Procedures
 Financial Periods
 Financial Accounting Codes and Code of Accounts
 Engineering task and document lists
 Equipment lists
 Material lists
Step 2 - Create a New Project

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When creating a New Project (on page 199) you will have to determine which PRISM packages will be used on the project.
Step 3 - Assign Project Groups

Project Groups are assigned to the project to facilitate the grouping, sorting, summarizing, and filtering of data in enterprise reports.
Step 4 - Assign Project Permissions

Standard Users are assigned to the project which also includes setting their User Permissions (see "User Permissions (Projects)" on page 257).
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Step 5 - Enter Project Settings

Basic information about the project, your company, your client, is entered as well as other Project Settings (on page 202).
Generate Enterprise Reports

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Once multiple projects have been entered into PRISM , the data from two or more projects can be combined in reports. Many of the reports
available to a single project are available for generating Enterprise Reports, as well.
Other Enterprise Functions

The Enterprise User is responsible for defining the Enterprise Settings (on page 304) and creating Project Snapshots (see "Projects Snapshot"
on page 310).
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User Guide
Earned Value Management Concepts

Earned Value Management (EVM) is a proven means of organizing, planning, monitoring, analyzing, and controlling a project by integrating
the technical scope, budget, and schedule at a common control point to create a baseline. The baseline provides a standard from which to
compare the actual work accomplished to discover variances to the schedule. In addition, actual cost for completing work is compared against
the work accomplished to discover cost variances. Significant variances help management to locate performance problems that need
management intervention.
To understand what EVM is you need to understand the concepts and components of an Earned Value Management System. You also need to
understand the Earned Value fundamentals, including terminology and the major Earned Value calculations.
Earned Value Management System

Earned Value Management is implemented, to some degree, within a structured process called an Earned Value Management System
(EVMS).
"That which gets measured, gets done." - Tom Peters
"If you aim for nothing, you will hit it every time." - Shaun Sherrick
What is EVMS?
EVMS is not a software product or tool, but rather a collection of management practices used to:
 Plan all work scope for the project to completion.
 Breakdown the project work scope into finite pieces that can be assigned to a responsible person or organization.
 Integrate the work scope, cost, and schedule into a time phased Performance Measurement Baseline.
 Routinely access the project's progress and actual costs.
 Measure and analyze performance using the Performance Measurement Baseline.
 Identify variances to the Performance Measurement Baseline.
 Control changes to the Performance Measurement Baseline.
 Forecast the project outcome.
An EVMS integrates the technical work scope of a project with its estimated cost and schedule into manageable and discrete work packages. A
well thought out plan and control structure will support good decision-making.
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ANSI Standard 748

The ANSI Standard 748 is now considered the industry-wide standard for EVMS. In fact, the United States federal government develops
contracts requiring the use of ANSI 748 by government contractors. Many contractors must now have their Earned Value Management
Systems certified and periodically audited by the government.
The ANSI Standard is organized into five categories containing 32 criteria.
 Organization (of the project) - 5 criteria
 Planning, Scheduling, and Budgeting - 10 criteria
 Accounting Considerations - 6 criteria
 Analysis and Management Reports - 6 criteria
 Revisions and Data Maintenance - 5 criteria
Organization
Organization is critical to the success of a project. During this phase a Work Breakdown Structure (WBS), Organizational Breakdown
Structure (OBS), and the Responsibility Assignment Matrix (RAM) are developed. These items are generally included in a Project
Management Plan along with other items such as:
 Resources and Responsibilities  Project Schedule
 Major Deliverables  Method to control scope, schedule, and budget
 Project Budget (estimate)
The WBS is a product-oriented grouping of project elements encompassing the total scope of the project. It is a hierarchal structure and is
logically organized as to how the work will be accomplished. A WBS is typically project specific and usually based on one or more of the
following elements:
 Phase  System  Facility  Area
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User Guide
The WBS adds significant value to the project.

 For integrating and controlling the total project.
 Framework on which the project is built and the “road map” for executing the project.
 Hierarchical and logical subdivision of all work necessary for project completion.
 Focuses stakeholders and project team on project objectives, deliverables, and milestones.
 Clarifies ownership of work.
 Integrates project scope, schedule, and cost.
 Basis for subdividing work into Control Accounts, Work Packages, and Planning Packages.
Sometimes a WBS Dictionary is developed which, at a minimum, clearly defines the project's entire scope of work by WBS element to prevent
scope creep from occurring.
The OBS is similar to the WBS in that it is a hierarchal structure, but its purpose is to define the Project Team, both internal and external. This
allows the entire work scope to be assigned to a responsible organization and, as important, provides a means for evaluating each
organization's performance.
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The WBS and OBS are integrated into a Responsibility Assignment Matrix sometimes called a RAM Chart. Its purpose is to indicate the work
scope each organization is responsible to complete. The point of intersection between an OBS and a WBS is called a Control Account.
This diagram is an example of a RAM chart which indicates Control Accounts at various intersections of a WBS and an OBS.
Planning, Scheduling, and Budgeting

In an EVMS, the Project Schedule and Project Estimate are integrated to create a Performance Measurement Baseline. To make the
integration efficient, both of these products should utilize a common WBS.
A Project Estimate defines the project costs, hours, and quantities based on the technical scope associated with each WBS element. Typically
the estimated costs are escalated to account for inflation.
The estimate also defines Contingency, which is the additional planned costs for covering future situations that are partially predicted or
quantified (known unknowns) and to cover risks that are impossible to predict or quantify (unknown unknowns).
The Project Schedule is typically built using the Critical Path Method (CPM). It defines tasks based on the technical scope associated with each
WBS element. Tasks are applied a duration and are sequenced in relationship to each other. Start and finish dates for each task are calculated.
Sometimes Resources are assigned to the schedule based on the items defined in the Project Estimate.
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User Guide
A Control Account is a management control point where the integration of scope, budget, schedule, and actual cost takes place and where
performance is measured. Control Accounts may include one or more Work Packages and are associated with a single organization. A Control
Account Manager (CAM) is assigned to each Control Account and given authority and responsibility to manage the control account's scope,
budget, and schedule.
The Performance Measurement Baseline (PMB) is the approved plan for the scope of the project against which project execution is compared
and deviations are measured. Budgeted costs and schedule Activities are integrated at the Control Account in order to time phase the budget.
The PMB integrates the technical scope, schedule, and budget but does not include Management Reserve, which is typically some portion of
the contingency.
A Work Package is a deliverable or project work component at the lowest level of each branch of the WBS. The work package includes
schedule Activities and schedule milestones required to complete the work package deliverable or project work component.
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Planning Packages are created for future work scope where the work has not been assigned to a responsible organization and/or the detailed
planning has not taken place. Once detail planning occurs and the work is assigned to an organization, then a planning package is converted
into one or more work packages.
Typically the costs are broken down to a level below the Control Account/Work Package. These elements of cost can include Labor, Materials,
Equipment, Subcontracts, etc., and are referred to as Cost Elements.
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Note that PRISM uses the term Control Account as the point where costs are managed. The PRISM Control Account data
pane is used for creating Control Accounts, as well as Work Packages and Planning Packages.
Accounting Considerations
During execution of the project, Actual Costs are accumulated in the same method as the work was planned. That means the financial system
must be set up to collect costs at the Control Account/Work Package/Cost Element level.
If delays in the accounting system are present (i.e., contractor invoices show up a month after the work was accomplished) then costs need to
be Accrued, meaning the cost of the work performed has not yet been entered into the financial system so it is estimated and added into the
actual costs.
Analysis and Management Reports

Measuring and reporting performance is critical and follows a systematic approach.
 Progress is measured.
 Performance is calculated using earned value.
 Performance data is analyzed to determine problem areas.
 Performance reports are generated.
 Corrective actions are taken.
Performance measurement, analysis, and reporting occur at a standard frequency based on the organization's financial periods. The reporting
periods must be at least monthly because performance issues can rapidly get out of hand.
Performance reports are generated for distribution to the project team. Depending on the audience, report data is either detailed information
or summarized information. Either way, both the WBS and OBS are the main methods for grouping and summarizing this data.
Progress is measured to determine how much work is accomplished (or earned). The difference between the amount of work earned versus
the work planned derives the Schedule Variance (SV). The difference between the amount of work earned versus the actual cost of the work
accomplished derives the Cost Variance (CV).
Variances are evaluated using Variance Thresholds. Any variance exceeding the established thresholds is identified. Variance Thresholds are
typically based on variances exceeding a certain Cost value and/or a Percentage value.
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User Guide
Variances that exceed thresholds are significant issues that must be addressed. Significant variances are analyzed to determine:
 Cause of the variance (root cause).
 Impact to the specific work and to the project.
 Corrective Actions to be taken or which already have been taken to reverse or mitigate the variance.
Variances and project trends are used to forecast the final outcome of a project, in terms of cost and schedule. Forecasting is done at the
detail level (Control Account / Work Package / Control Element) and, when summarized, provides an entire project forecast.
Revisions and Data Maintenance

The Performance Measurement Baseline established at the beginning of the project is made up of two components, the Baseline Budget and
the Baseline Schedule. It is inevitable that the work scope associated with Baseline Budget and Baseline Schedule will be modified as the
project progresses. All approved changes to the scope must be reflected in the budget and schedule. The changed budget is called the
Approved Budget and the changed schedule is called the Approved Schedule. The approved changes must be well-documented and signed by
the customer. A change log is used to keep track of approved changes.
Baseline Budget + Approved Changes = Approved Budget
Baseline Schedule + Approved Changes = Approved Schedule
Historical data, which is data earlier than the current reporting period, should not be changed. Typically corrections, such as labor being
charged to the wrong account in earlier periods, should be corrected in the current period.
The tool used for earned value management should have security to reduce or eliminate data tampering and should provide an audit trail of
changes to the Performance Measurement Baseline or historical data.
Why Use EVMS

One might say we should use EVMS because it is becoming a world-wide industry standard. The next question is why is EVMS becoming an
industry standard?
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Early Warning System

You will find one of the most important functions of EVMS is to provide an Early Warning System. This means a project's performance and
productivity issues can be identified very early in a project's life. Significant cost and schedule variances are detectable when the planned
work has reached as little as 10% completion on any portion of the project.
Course Corrections
Part of the EVMS process is to determine the cause of performance issues in order to develop a corrective action plan. Course Corrections are
made much easier when performance issues are identified early. This is because the problem is still relatively small and there is plenty of time
left in the project to allow a recovery plan to work.
It’s too late when you're next to the iceberg
Management by Exception
Another significant function of EVMS is the concept of Management by Exception. A project managed at a control account or work package
level allows management to easily identify the accounts with performance problems. Management can then focus its efforts on correcting
those areas. Alternatively, management can recognize the areas of the project showing good performance.
Communication Tool
Lastly, EVMS is a Communication Tool helping everyone associated with a project understand these important questions:
 What is the work scope?
 When is the work planned to be accomplished?
 What resources are planned to be used to accomplish the work?
 What is the estimated cost of the planned work?
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User Guide
 What is the progress of the work; how much work has been accomplished?
 How much does the accomplished work vary from the planned schedule and cost?
 What are the reasons for the significant variations?
 What will be done to correct or mitigate the significant variations?
 What changes have been made to the plan?
 When is the project forecast to be completed and what will be the final cost?
Communication is stifled when problems are hidden. It usually backfires when there is an expectation that problems will fix themselves.
"Good news should travel fast, bad news should travel faster"
Earned Value Fundamentals

The traditional methods for evaluating a project's health can yield some very misleading results. The Earned Value process is a proven method
for identifying the specific areas of a project that need early management intervention while they are still correctable. Understanding the
Earned Value fundamentals, terminology, and calculations is an important first step to implementing Earned Value Management techniques
on a project.
The following topics provide a brief understanding of the fundamentals. There are many resources available on the web and through
professional project management and cost management organizations that can be used to further your understanding of Earned Value. In
addition, ARES Project Management LLC offers a range of training which includes:
 Project Management Professional (PMP®) Certification Preparation - Project Management Institute (PMI®) certification which
targets project management fundamentals.
 Earned Value Professional™ (EVP™) Certification Preparation - Association for the Advancement of Cost Engineers (AACE™)
certification which targets earned value fundamentals.
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Please contact ARES Project Management LLC (http://www.aresprism.com/) to learn more about these courses as well as any other PRISM
or Earned Value related training that ARES offers.
Traditional Evaluation Process

Before switching to using the Earned Value process for determining cost and schedule performance, many companies used a traditional
evaluation process. This process compares a project's planned costs at any time to the current actual costs.
Planned Costs - Actual Costs = Underrun / Overrun
A positive value would indicate an underrun, which equates to a healthy project and an expectation that the project will complete under
budget. A negative value would indicate an overrun, which suggests performance issues and an expectation that the project will complete
over budget.
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In the example below, the calculated performance is $500K - $400K = $100K; an underrun as described.
Earned Value Process

The Earned Value Process adds a new component not found in the traditional evaluation process, which is the measure of project work
actually performed (earned).
No longer are planned costs compared to actual costs. Rather, the work that is accomplished (earned value) is compared to the planned
amount of work. The work accomplished is also compared to the actual cost of the work completed. The differences or variations from
comparing the Earned Value to the Actuals or the Earned Value to the Planned Value provide a completely different picture as to the health of
the project. These variations are called the Cost Variance and the Schedule Variance.
Earned Value - Actual = Cost Variance
Earned Value - Planned Value = Schedule Variance
In each case, calculated values that are positive indicate healthy performance and negative values indicate performance issues.
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User Guide
In the example below, the calculated Cost Variance is $300K - $400K = -$100K and the Schedule Variances is $300K - $500K = -$200K. Both are
negative variance indicating poor performance, much different than the traditional evaluation process which indicated a $100K underrun.
You are probably asking, what does this difference in calculated performance from the traditional method to the Earned Value method mean?
The traditional performance evaluation process does not recognize certain events. For instance, Actual Costs might be less than planned costs
but this may be due to work starting later than planned, meaning the project is behind schedule. In addition, even though an underrun is
indicated using the basic process, when actual costs are greater than the value of the work accomplished, this suggests a cost overrun.
Therefore, the Earned Value process is a much better method for determining a project's actual performance.
Note that the Earned Value process also uses cost and schedule variances to calculate and determine a project's forecast, including the
expected finish date and estimated cost at completion. The example above indicates the project will end up being delayed one month and will
cost an additional $300K.
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Earned Value Terminology and Calculations

It is important for you to understand the meaning of several Earned Value terms and, in some cases, how they are calculated.
The three main components necessary for determining and analyzing Earned Value performance are Planned Value, Actual Value, and Earned
Value. Different industries have different names for these; the most common terminologies are listed below:
 Planned Value - the cost of the work that was planned to be accomplished.
 Plan
 Budget
 BCWS Budgeted Cost of Work Scheduled
 Actual Value - the actual amount it costs to perform the work.
 Actuals
 Incurred
 ACWP Actual Cost of Work Performed
 Earned Value - the calculated cost of the work that was accomplished.
 BCWP Budgeted Cost of Work Performed
Additional earned value terminologies include the following:
 Budget at Completion (BAC) - total planned cost for the project.
 Progress - percentage of physical work completed. Also referred to as the Percent Complete.
 Earned Value Method - methods used for progressing control accounts/work packages. It is important to select a method that
produces the best objective results.
 Progress Weighting - weighting applied to schedule Activities which are assigned to a control account to more accurately calculate
the control account's progress.
 Earned Value - the cost of the work accomplished is calculated using the following formula.
Earned Value = BAC x Percent Complete
 Variances - variances are calculated from the three main components of Earned Value. Cost Variance (CV) indicates the difference
between the work that was completed and the actual cost of the work completed. Schedule Variance (SV) indicates the difference
between the work that was completed and the work that was planned.
Cost Variance = Earned Value - Actuals
Schedule Variance = Earned Value - Planned Value
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User Guide
 Indices - another way of looking at variances in terms of a ratio. Calculated values above 1.0 indicate good performance and below
1.0 indicate poor performance. A Cost Performance Index (CPI) of 0.80 indicates for every dollar spent to accomplish the work, that
80¢ of work was completed. A Schedule Performance Index (SPI) of 1.2 indicates for every dollar of work scheduled to be
accomplished, $1.20 of work was completed.
Cost Performance Index = Earned Value / Actuals
Schedule Performance Index = Earned Value / Planned Value
 Forecast - the remaining cost to complete a project is called the Estimate to Complete (ETC). By adding the Actuals to Date to the ETC
the Estimate at Completion (EAC) is derived. The Independent EAC (iEAC) is a method for calculating EAC using other earned value
data. The To-Complete Performance Index (TCPI) indicates the value of work that has to be completed for every dollar spent to
complete the project within budget.
ETC = EAC - Actuals
EAC = Actuals + ETC
iEAC = BAC / CPIcuml
TCPI = (BAC - EVcuml) / (EAC - Actualscuml)
Earned Value Methodology

EVMS standards describe Earned Value Methodology as a standard approach to determining progress. The table below indicates the type of
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Earned Value Methods you will typically see. PRISM can match any of these methods and more.
EV Methodology Description
0% - 100% 0% at start; 100% at completion; for short duration tasks

50/50 Rule 50% at start; 100% at completion; for short duration tasks
Milestones Pre-established % complete for each milestone
Weighted Milestones Pre-established weighting for each milestone; milestone % complete assessed
Physical % Complete Quantity based calculation; Actual To Date Quantity / EAC Quantity
Management Assessment Subjective assessment of status
Level of Effort Progress is set equal to the plan; no schedule variance
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Earned Value using PRISM G2

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Earned Value fundamentals are easily applied in PRISM . The following steps are used to demonstrate how to apply these principles to
develop a baseline and perform monitoring and analysis activities.
These steps indicate how to create a Control Account including its budget and schedule, generate a baseline, enter actuals and progress, and
calculate performance. As an outcome, you will review both the baseline and the first period's performance using graphic output.
A Direct Entry process will be described as the basis to create a Control Account, enter the budget and schedules dates, and enter the progress
and actuals. The reason is two-fold. First, creating a single Control Account is a simple process and does not lend itself to more automated
approaches which are used to globally generate Control Accounts. Second, it is one of three baseline development (on page 56) methods that
are presented.
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In addition to manually entering data, you will also use some PRISM calculations which simplify actions like time phasing budgets and
forecasts.
The first seven steps are used to develop the baseline. The remaining five steps are used to perform basic monitoring and analysis functions.
Step 1 - Define Reporting Periods and Control Elements

At a minimum, Reporting Periods (on page 593) and Control Elements (on page 600) need to be defined.
Step 2 - Create a Control Account

A new Control Account is created by entering a Control Account ID and description.
Step 3 - Enter Budgets and EAC

The baseline, control and approved budget are entered for cost, hours, and quantities in the respective Control Element subpanes (see
"Control Elements (Control Accounts)" on page 323). Control Element totals are displayed in the Performance Data subpane (see
"Performance (Control Accounts)" on page 345). When entering the budgets for the first time, the EAC and ETC are automatically set to equal
the budget.
Step 4 - Enter Schedule Dates

The Schedule Dates that define the Approved Schedule are entered against the Control Account. These include both the Early Start and Finish
Dates and the Late Start and Finish Dates. The Current Dates are set to equal the Approved Dates at the beginning of the project.
Step 5 - Assign Budget and ETC Curves

The Approved Budget Curve, Control Budget Curve, and ETC Curve are assigned on the Control Account. These curves utilize algorithms that
calculate how budget and forecast totals for each Control Element are spread across time.
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User Guide
Step 6 - Time Phase the Baseline

The Control Account's Control Element data is time phased (see "Spread Time Phased Data" on page 400).
Step 7 - Review the Baseline

Reports (see "Cost Management Reports" on page 738) are generated to review the baseline. One such output is the Budget S-curve graphic,
which displays the time phased budget using the early and late dates.
Step 8 - Assign Percent Complete Method

A Percent Complete Method (see "Percent Complete Method Calculations" on page 63) is assigned to the Control Account. For simplicity this
can be set to Manual so progress can be manually entered.
Step 9 - Enter Progress and Actuals

When performing the monthly status on the Control Account, the progress, in terms of Percent Complete, is either calculated or entered. In
addition, the Period Actuals (see "Period Actuals (Control Accounts)" on page 330) are entered.
Step 10 - Enter Forecast

The Forecast is manually entered either as the ETC or the EAC for each Control Element (see "Control Elements (Control Accounts)" on page
323). The forecast also includes changes to the schedule which are entered in the Current Schedule Dates on the Control Account.
Step 11 - Calculate Totals

Once the EAC is adjusted then the Account Totals (see "Calculate Control Account Totals" on page 394) calculation is run which performs the
following functions:
 Percent Complete is calculated.
 Period Actuals are transferred to the Control Elements.
 Period Actuals are added to the Actuals To Date.
 ETC is calculated based on subtracting Actuals from the current EAC.
Step 11 - Time Phase the Forecast

Time phase the ETC (see "Spread Time Phased Data" on page 400) and update the current Period Actuals in the Time Phased Date subpanes
(see "Time Phased Data (Control Accounts)" on page 327).
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Step 12 - Review the Performance

Reports (see "Cost Management Reports" on page 738) are generated to review the performance. One such output is the Performance Bar
Chart And S-Curve graphic, which displays the time phased budget, earned, and actual values for both the period and to-date. The planned
and current schedule of the control account is also shown in a bar format.
Multiple Currency Process

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For certain projects, cost data may be generated in more than one currency. PRISM allows you to create Multi-currency projects in order to
enter process data in various currencies and maintain a table of exchange rates for each currency.
The following steps are taken to utilize Multi-currency features on your project.
Step 1 - Set Project to Multi-currency

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The System Administrator or Enterprise User can enable PRISM 's Multi-currency features on a project. This is done when a new project (on
page 199) is created or it can be set after projects (on page 255) are created.
Step 2 - Define Currencies and Exchange Rates

Currencies (on page 601) are defined at the Enterprise level and can be transferred to the project. In addition, Exchange Rates can be
maintained for the Enterprise and transferred to projects. The Actual Exchange Rates entered each Reporting Period are saved in history.
Step 3 - Define Base Currency

The Base Currency (see "Project Settings" on page 202) is defined for the project. This is the standard or predominant currency for the
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project. All other currencies will have an exchange rate to relate the Foreign Currency to the Base Currency. As a record is entered in PRISM
the Base Currency is assigned to the record, but can be altered if the costs values being assigned are using a Foreign Currency.
Step 4 - Enter Data / Assign Currency ID

Cost data is entered in their native currencies and identified as such using the Currency ID. There are methods to globally assign Currency IDs
to records.
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User Guide
Note that if all costs are entered in the same currency, this step can be bypassed. Furthermore, you can still use the
Multi-currency feature to generate reports in various currencies.
Step 5 - Generate Reports

By default, costs are reported in the Base Currency. However, there is a reporting option where any Foreign Currency can be selected and all
costs are converted to the selected currency in the report.
Cost Management Processes

The processes associated with the Cost Management package are built around the lifecycle of a project which is performed in two main
phases:
 Baseline Development
 Monitoring and Analysis
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The Baseline Development phase is when the project is defined and setup in PRISM . It includes the integration of technical scope of work
with its project budget and the project schedule within a Performance Measurement Baseline.
The Monitoring and Analysis phase begins when the Performance Measurement Baseline is approved and the execution of the project begins.
Each Reporting Period, data is collected, input, and analyzed to determine performance issues. Reports are issued to management to
highlight the main issues and corresponding corrective actions. Monitoring and Analysis continues until the project is complete.
Baseline Development
The project's Baseline should be developed and approved prior to executing the project. There are a series of steps that must occur in order
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to develop a Performance Measurement Baseline. These steps take place after the project data is gathered and the new PRISM project is
created (see "Creating Projects" on page 38).
Step 1 - Define Reporting Periods

Reporting Periods (on page 593) for the project must be established for a variety of time-dependent features to be enabled. Reporting
Periods are cross-referenced to Enterprise Periods in order to generate Enterprise reports.
Step 2 - Define Work Breakdown Structure

The Work Breakdown Structure (on page 611) for the project is necessary for organizing the technical work scope and becomes a basis for
grouping much of the cost, estimate, and schedule data.
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Step 3 - Define Groups

Group Titles and a list of Groups (on page 613) and Descriptions are defined. Groups are assigned to Master Records when they are created.
They are used to group, sort, summarize, and filter data in project and Enterprise reports.
Group masking is an efficient method for automatically assigning Groups to Master Records. In order to use masking you will need to develop
a coding structure for each of the Master Record IDs, which are Control Accounts, Activities, and Budget Details. These structures are based on
data gathered for planning the project. The graphic below demonstrates how projects can be defined with common coding structures in mind.
This type of forethought makes subsequent data integration more efficient and helps the various disciplines involved in the project to have a
common method for relating to and organizing their work.
Step 4 - Define Control Elements

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Control Elements (on page 600) are used throughout PRISM to separate different types of cost, hours, and quantity data. In order to enter
data and generate reports, Control Elements must be defined for the project. Control Elements are cross-referenced to Enterprise Elements in
order to generate Enterprise reports.
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User Guide
Step 5 - Define Other Definitions

There are a few other definitions that you may want to establish. Currencies (on page 601) are defined if multiple currencies are used in
projects, however, you may choose to use currencies developed and maintained by the enterprise. Time Phased Data Curves are developed
in order to spread cost, hours, and quantity data across a project's reporting periods. Change Status (on page 273) codes, above and beyond
those developed for the enterprise, are defined.
Step 6 - Define Cost Management Settings

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There are several Cost Management Settings (on page 414) and options that affect how PRISM operates. Many of these settings need to be
defined prior to baselining the project.
Step 7 - Select Baseline Development Method / Develop Baseline

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PRISM is built with an Open Architecture meaning you are not locked into a single methodology for creating the baseline. However, it can
be boiled down into three main methods.
 Method 1 - Estimate and Schedule
 Method 2 - Resource-Loaded Schedule
 Method 3 - Direct Entry
Once you learn the fundamental steps described in the subsequent topics for each method, you can then mix these steps to develop a
baseline in the most efficient manner for you.
Step 8 - Generate Baseline Reports

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Project Reports displaying Schedule and Budget Detail data that was imported into PRISM can be generated. In addition, there are reports
and graphs that are used as a basis for approving the Performance Measurement Baseline.
Method 1 - Budget Details and Schedule

This method requires that you have a Cost Estimate and a Non Resource-loaded Schedule. The estimate must be developed using a
commercial estimating application or Microsoft Excel. The non resource-loaded schedule must be developed using Primavera P6, Microsoft
Project, or Microsoft Excel. There are four main steps that are taken to create the baseline.
Step 1 - Import the Budget Details

G2
The estimate data is imported (see "Import Budget Details" on page 654) into PRISM as Budget Details (on page 385).
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Step 2 - Establish the Baseline Budget

 Coding from the Budget Details is used to create cross-references to Control Account IDs (see "Build Control Account IDs" on page
709).
 Budget Detail Cost Elements are assigned to Control Elements (see "Build Element IDs" on page 711).
 Control Accounts are generated (see "Calculate Control Account Totals" on page 394) from the Control Account ID cross-references.
 Budget Detail values are transferred (see "Calculate Control Account Totals" on page 394) from the Budget Details to Control
Accounts and Control Elements in order to populate the Baseline Budget.
Step 3 - Import the Schedule

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An external schedule is imported (see "Schedule (Import/Export)" on page 656) into PRISM which includes Activities (on page 387) and
many of the Activity codes.
Step 4 - Time Phase the Budget

 Coding from the Activities creates cross-references to Control Account IDs (see "Create Account Cross-ref" on page 713).
 Schedule dates are transferred (see "Spread Time Phased Data" on page 400) from Activities to Control Accounts.
 Each Control Account is assigned a budget curve which provides the algorithms to distribute the total baseline budget across time.
 Baseline budget for each Control Account is spread (see "Spread Time Phased Data" on page 400) from the Control Account's start
date to the finish date. The total values for each Control Element are time phased.
Method 2 - Resource-loaded Schedule

This method requires that you have a Resource-loaded Schedule developed using Primavera P6 or Microsoft Project. There are three main
steps taken to create the performance measurement baseline.
Step 1 - Import the Schedule

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An external schedule is imported (see "Schedule (Import/Export)" on page 656) into PRISM which includes Activities (on page 387) and
many of the Activity codes. It also includes the Resources (see "Resource Assignments (Schedule Activities)" on page 390) and the resources
assigned to each Activity (see "Resource Assignments (Schedule Activities)" on page 390). Several automatic functions occur during the
import process, which include:
 Activities and Resources are cross-referenced to Control Accounts.
 Control Accounts are created.
 Budget curves are assigned to Control Accounts which provide the algorithms to distribute the total baseline budget across time.
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User Guide
Step 2 - Cross-reference Resources to Control Elements

Resources imported from the schedule are cross-referenced (see "Resource Assignments (Schedule Activities)" on page 390) to Control
Elements in order to budget data assigned to each Activity's resources to transfer to Control Elements for each Control Account.

 Schedule dates are transferred (see "Spread Time Phased Data" on page 400) from Activities to Control Accounts.
 Budget data from the Resources are transferred from the Activity Resource Assignments to Control Accounts and Control Elements in
order to populate the Baseline Budget.
 Baseline budget for each Control Account is spread (see "Spread Time Phased Data" on page 400) from the Control Account's start
date to the finish date. The total values for each Control Element is time phased.
Method 3 - Direct Entry

The Direct Entry method is where data is manually entered or imported into Control Accounts, bypassing the need to import Budget Details or
Schedule Activities. This can be a preferred method for projects with a limited number of Control Accounts. This method eliminates the need
for transferring data from Budget Details and Activities to Control Accounts.
You will need to know the exact budget and the start and finish dates for each Control Account.
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This method was demonstrated earlier in the Earned Value using PRISM chapter.
Step 1 - Create Control Accounts

Create the Control Accounts for the project by either manually entering each one or importing a list of Control Accounts.
Step 2 - Enter the Baseline Budget

Enter or import each Control Account's baseline budget into the Control Element subpanes (see "Control Elements (Control Accounts)" on
page 323).
Step 3 - Enter Start and Finish Dates

Enter or import the baseline start and finish dates on the Control Accounts.
Step 4 - Assign Budget Curves

Enter or import the budget curves on the Control Accounts.
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Baseline budget for each Control Account is spread (see "Spread Time Phased Data" on page 400) from the Control Account's start date to
the finish date. The total values for each Control Element is time phased.
Monitoring and Analysis

Monitoring and Analysis Activities are performed during the execution of the project. Every financial period the project is monitored by
incorporating the Actual and Committed costs and evaluating progress and Earned Value. The performance data is then used to calculate
variances. The variances are analyzed to report issues to management and calculate the project's forecast.
Typically, the following process is followed to perform Monitoring and Analysis for each financial period during execution of the project.
Step 1 - Enter Actuals, Incurred, and Accruals

Accounting data for the current reporting period, which includes Actuals and Incurred values, is imported (see "Import Accounting Data" on
page 646) into the Period Actuals (on page 348) data pane. Accruals are manually entered into the Period Actuals (on page 348) data pane.
Step 2 - Enter Commitments

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Either Total Commitments or Open Commitments are entered into PRISM . Open Commitments are generally maintained by an Accounting
system. This data is imported (see "Import Accounting Data" on page 646) into the Commitments (on page 345) data pane and replaces any
previously imported Open Commitment data. On the other hand, Total Commitment data is either manually entered or imported into the
G2
Commitments (on page 345) data pane or transferred from other PRISM data, such as Purchase Orders, Contracts, or Prime Contracts.
Step 3 - Enter Changes

Changes to the baseline or forecast that occurred during the current reporting period are entered into the Budget/EAC Changes (on page
358) data pane. The Change Management system is used to formally track approved scope changes, budget shifts, contingency draw-downs,
and Estimate at Completion modifications. Budget/EAC Change data can be initiated as either Trends or Risks. To affect the project's Budget
and Estimate at Completion, they are transferred (see "Calculate Control Account Totals" on page 394) to Control Accounts.
The current schedule and the baseline schedule are modified using an external scheduling application. They are separately imported (see
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"Schedule (Import/Export)" on page 656) into PRISM and then used to update (see "Spread Time Phased Data" on page 400) schedule
dates and time phased data for each Control Account.
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User Guide
Step 4 - Assign Percent Complete Methods

Control Accounts are assigned Percent Complete Methods (see "Percent Complete Method Calculations" on page 63) which are algorithms
used to calculate progress and are indicated as a percent complete on Control Accounts. Once set, the Percent Complete Method should not
be changed from one reporting period to another. If the Percent Complete Method is set to Manual on any Control Account then the Percent
Complete will have to be entered each reporting period. If it is set to Progress Tasks, then each Progress Task (see "Progress Tasks (Control
Accounts)" on page 341) will have to be statused.
Step 5 - Calculate Actuals, Commitments, and Progress/Earned Value

The Calculate Control Account Totals (on page 394) function performs several operations. This calculation copies the Period Actuals and
Commitment data to the Control Accounts which also causes the Estimate to Complete to be adjusted. The Percent Complete for each Control
Account is calculated. Period Actuals, Commitments, and Earned Value data is populated in the Time Phased Data subpanes (see "Time
Phased Data (Control Accounts)" on page 327).
Step 6 - Time Phase Budget and ETC

Changes to budget and forecast totals are spread (see "Spread Time Phased Data" on page 400) across time and are reflected in the Time
Phased Data subpanes (see "Time Phased Data (Control Accounts)" on page 327).
Step 7 - Generate Monitoring Reports

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PRISM comes complete with a series of Cost Management Project Reports (see "Cost Management Reports" on page 738) that are used to
ensure data have been correctly entered and processed. Reports include Actual and Commitment reports, Change reports, Progress reports,
and Time Phased reports.
Step 8 - Analyze Variances

Variance Analysis (on page 350) is performed by first entering variance thresholds and then calculating the variances that exceed those
thresholds. Variances exceeding the thresholds are analyzed and explained.

Variance data, performance data, financial data, and other project information are used to calculate and determine the Estimate at
Completion for each Control Account. Estimate at Completion adjustments are either entered directly on Control Accounts or they are
entered in the Budget/EAC Changes (on page 358) data pane. If the latter method is used, then the Budget/EAC Change data must be
transferred (see "Calculate Control Account Totals" on page 394) to Control Accounts. If the Estimate at Completion is changed then the
Account Totals will have to be calculated (see "Calculate Control Account Totals" on page 394) and the time phased data spread (see "Spread
Time Phased Data" on page 400).
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Step 10 - Generate Analysis Reports

Cost Management Project Reports (see "Cost Management Reports" on page 738) are generated and provided to the various project
stakeholders of who may include the project manager, executive management, and the client. Cost reports compare Actuals with
Commitments, the Budget, and the Forecast. Performance reports provide Earned Value performance data for your project. Executive
Summary reports consolidate the entire project or major portions of the project into a single-page explanation.
Step 11 - Close Reporting Period

At the end of each Reporting Period, and prior to performing monitoring and analysis Activities for the next period, the current reporting
period is closed. This function performs several operations which includes removing the current period actuals data and entering it into the
actuals history.
Percent Complete Method Calculations

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PRISM provides several Percent Complete Methods that meet the EVMS requirements for Earned Value Methodology (on page 52). In
addition, there are also non-standard methods. The algorithms associated with each method are described below. These algorithms calculate
the Control Account's Percent Complete, and the current period's Earned Value and Control Earned Value when the Account Totals (see
"Calculate Control Account Totals" on page 394) calculation is run.
Unless noted, the Earned Value for the current period is calculated by multiplying the Approved Budget by the Percent Complete for each
Control Element and subtracting it from the previous periods Earned Value. The Control Earned Value is calculated in the same manner except
the Control Budget and Control Earned Value data is used.
Note that for Quantity Based Calculations the Quantity Weight is used in the calculations when multiple Quantity Elements are assigned to a
Control Account.
Manual and No Calculation Methods

Method Calculation Description
This method allows you to manually enter a Percent Complete.
MAN Manual Entry Percent Complete The Earned Value (EV) for the current period is calculated by multiplying the Approved Budget by the
Percent Complete and subtracting the previous periods Earned Value. The Control Earned Value is calculated
in the same manner except the Control Budget and Control Earned Value data is used.
This is a non-standard method which can violate EVMS guidelines; use with caution. This method breaks the
relationship between the Percent Complete and the Earned Value.
No Calculations for Percent
NOC The user manually enters the Percent Complete in the Control Account data pane and manually enters or
Complete and Earned Value
imports the Earned Value and Control Earned Value in the Control Account-Time Phased Data subpanes
using the Import TPD feature.
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User Guide
Quantity Based Calculations

This is a preferred method for calculating performance for discrete work where quantities are tracked.
Quantity Actual to Date /
QAE The Percent Complete is calculated by dividing the Quantity Actual to Date (Quantity subpane) by the
Quantity Estimate at Completion
Quantity Estimate at Completion (Quantity subpane).
This method is similar to the QAE method except how the Earned Value and Control Earned Value are
calculated.
The Percent Complete is calculated by dividing the Quantity Actual to Date (Quantity subpane) by the
Total Quantity Actual To Date /
QTE Quantity Estimate at Completion (Quantity subpane).
The Earned Value for the current period is calculated by multiplying the Approved Budget by the Percent
Complete and subtracting the previous periods Earned Value. The Control Earned Value is calculated in
the same manner except the Control Budget and Control Earned Value data is used.
This method is used for Level-of-Effort work controlled by quantity. It causes the Earned Value to equal
Quantity Approved Budget To Date / the Budget to Date for Quantity Elements, therefore creating a zero schedule variance for Quantities.
QEB
Quantity Approved Budget The Percent Complete is calculated by dividing the Quantity Approved Budget to Date (Quantity subpane)
by the Quantity Approved Budget (Quantity subpane).
This method is similar to the QEB method except the Approved Budget is replaced with the Late Approved
Quantity Late Approved Budget To Budget. The QEB method is preferred over the QLB method because it will signal a variance sooner.
QLB
Date / Quantity Approved Budget The Percent Complete is calculated by dividing the Quantity Late Approved Budget to Date (summarized
from the Time Phased Quantity subpane) by the Quantity Approved Budget (Quantity subpane).
This method is similar to the QEB method except the Approved Budget is replaced with the Control
Quantity Control Budget To Date / Budget.
QCB
Quantity Control Budget The Percent Complete is calculated by dividing the Quantity Control Budget to Date (Quantity subpane) by
the Quantity Control Budget (Quantity subpane).
G2
This method is used when earned value data is calculated outside of PRISM and user wants both sets of
data to be exactly synchronized.
Quantity Earned Budget To Date /
QEV The Quantity Earned Value To Date values are imported into the Quantity TP subpane using the Import
Quantity Approved Budget
TPD feature. Then the Percent Complete is calculated by dividing the Quantity Earned Budget To Date by
the Quantity Approved Budget. However, the Earned Value is calculated for Hours and Cost.
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Hours Based Calculations

This is used when quantities of items produced are not trackable and hours expended are important to the
Hours Actual To Date / completion of work.
HAE
Hours Estimate at Completion The Percent Complete is calculated by dividing the Hours Actual to Date (Hours subpane) by the Hours
Estimate at Completion (Hours subpane).
This method is similar to the HAE method except how the Earned Value and Control Earned Value are
calculated.
The Percent Complete is calculated by dividing the Hours Actual to Date (Hours subpane) by the Hours
Total Hours Actual To Date /
HTE Estimate at Completion (Hours subpane).
Hours Estimate at Completion
Complete and subtracting the previous periods Earned Value. The Control Earned Value is calculated in the
same manner except the Control Budget and Control Earned Value data is used.
This method is used for Level-of-Effort work controlled by hours. It causes the Earned Value to equal the
Hours Approved Budget To Date / Budget to Date for Hours Elements, therefore creating a zero schedule variance for hours.
HEB
Hours Approved Budget The Percent Complete is calculated by dividing the Hours Approved Budget to Date (Hours subpane) by the
Hours Approved Budget (Hours subpane).
This method is similar to the HEB method except the Approved Budget is replaced with the Late Approved
Hours Late Approved Budget To Budget. The HEB method is preferred over the HLB method because it will signal a variance sooner.
HLB
Date / Hours Approved Budget The Percent Complete is calculated by dividing the Hours Late Approved Budget to Date (summarized from
the Time Phased Hours subpane) by the Hours Approved Budget (Hours subpane).
This method is similar to the HEB method except the Approved Budget is replaced with the Control Budget.
Hours Control Budget To Date /
HCB The Percent Complete is calculated by dividing the Hours Control Budget to Date (Hours subpane) by the
Hours Control Budget
Hours Control Budget (Hours subpane).
G2
This method is used when earned value data is calculated outside of PRISM and the user wants both sets
of data to be exactly synchronized.
Hours Earned Budget To Date /
HEV The Hours Earned Value To Date values are imported into the Hours TP subpane using the Import TPD
Hours Approved Budget
feature. Then the Percent Complete is calculated by dividing the Hours Earned Budget To Date by the Hours
Approved Budget. However, the Earned Value is calculated for Quantity and Cost.
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User Guide
Cost Based Calculations

This is used when quantities of items produced are not trackable and costs expended are important to the
Cost Actual To Date / completion of work.
CAE
Cost Estimate at Completion The Percent Complete is calculated by dividing the Cost Actual to Date (Cost subpane) by the Cost Estimate at
Completion (Cost subpane).
This method is similar to the CAE method except how the Earned Value and Control Earned Value are
calculated.
The Percent Complete is calculated by dividing the Cost Actual to Date (Cost subpane) by the Cost Estimate at
Total Cost Actual To Date /
CTE Completion (Cost subpane).
Cost Estimate at Completion
Complete and subtracting the previous periods Earned Value. The Control Earned Value is calculated in the
same manner except the Control Budget and Control Earned Value data is used.
This method is used for Level-of-Effort work controlled by costs. It causes the Earned Value to equal the
Budget to Date for Cost Elements, therefore creating a zero schedule variance for cost. This is the best
Cost Approved Budget To Date / method for Level of Effort work because schedule variances in performance reports are typically viewed in
CEB terms of cost.
Cost Approved Budget
The Percent Complete is calculated by dividing the Cost Approved Budget to Date (Cost subpane) by the Cost
Approved Budget (Cost subpane).
This method is similar to the CEB method except the Approved Budget is replaced with the Late Approved
Cost Late Approved Budget To Date / Budget. The CEB method is preferred over the CLB method because it will signal a variance sooner.
CLB
Cost Approved Budget The Percent Complete is calculated by dividing the Cost Late Approved Budget to Date (summarized from the
Time Phased Cost subpane) by the Cost Approved Budget (Cost subpane).
This method is similar to the CEB method except the Approved Budget is replaced with the Control Budget.
Cost Control Budget To Date /
CCB The Percent Complete is calculated by dividing the Cost Control Budget to Date (Cost subpane) by the Cost
Cost Control Budget
Control Budget (Cost subpane).
This is for Level-of-Effort (LOE) work. It causes the Earned Value to equal the Budget to Date for all Control
LOE Budget to Date / Total Elements, therefore creating a zero schedule variance. Typically used for support efforts, where deliverables
are not being produced, such as an Engineering Manager or Document Control Specialist.
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G2
This method is used when earned value data is calculated outside of PRISM and user wants both sets of
data to be exactly synchronized.
Cost Earned Budget To Date /
CEV The Cost Earned Value To Date values are imported into the Cost TP subpane using the Import TPD feature.
Cost Approved Budget
Then the Percent Complete is calculated by dividing the Cost Earned Budget To Date by the Cost Approved
Budget. However, the Earned Value is calculated for Quantity and Hours.
Linked Calculations
Progress is calculated as the weighted average of the composite percent complete of Activities that are linked
Composite Schedule Activities to Control Accounts. The weighting precedence first looks at weighting in the Control Account-Activity
SCH
Percent Complete Cross-reference subpane. If no weighting is assigned to Activities in this subpane, then the weighting entered
on the Activity data pane is used.
Composite Progress Tasks Percent Progress Tasks are a set of milestones or steps that are statused each reporting period. PRG method is used to
PRG
Complete calculate Percent Complete as the weighted average of the quantity installed versus the quantity forecasted.
Progress is calculated as the weighted average of the composite percent complete of Engineering Accounts
that are linked to Control Accounts. The Engineering Account's Approved Budget is used as weighting to
Composite Engineering Accounts G2
ENG calculate the weighted average of each percent complete applied to the Engineering Accounts. PRISM only
Percent Complete
recalculates the ENG progress if the current Reporting Period for both the Cost Management package and the
Engineering package are equal.
Engineering Accounts Earned Value
Progress is calculated by dividing the composite Earned Value To-Date Hours of Engineering Accounts linked to
EEV / Control Accounts Approved
the Control Accounts by the Control Accounts' Approved Budget Hours.
Budget Hours
Progress is calculated as the weighted average of the composite percent complete of Purchase Order Line
Items that are linked to Control Accounts. Each Purchase Order's total Approved Cost is used as the weighting
Composite Purchase Order Line to calculate the weighted average of each percent complete calculated on each Purchase Order. To calculate a
PRO
Items Percent Complete Purchase Order's percent complete, the Approved Cost of each Line Item is multiplied by the Line Item's
percent complete to derive the Line Item's weighted percent complete. The sum of the weighted percent
complete is divided by the sum of the Approved Cost to calculate a Purchase Order percent complete.
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User Guide
Progress is calculated as the weighted average of the composite percent complete of Contract Pay Items that
are linked to Control Accounts. Each Contract's total Approved Cost is used as the weighting to calculate the
Composite Contract Pay Items weighted average of each percent complete calculated on each Contract. To calculate a Contract's percent
CON
Percent Complete complete, the Approved Cost of each Pay Item is multiplied by the Pay Item's percent complete to derive the
Pay Item's weighted percent complete. The sum of the weighted percent complete is divided by the sum of the
Approved Cost to calculate a Contract percent complete.
Progress is calculated as the weighted average of the composite percent complete of Prime Contract Pay Items
that are linked to Control Accounts. Each Prime Contract's total Approved Cost is used as the weighting to
Composite Prime Contract Pay calculate the weighted average of each percent complete calculated on each Prime Contract. To calculate a
PRC
Items Percent Complete Prime Contract's percent complete, the Approved Cost of each Pay Item is multiplied by the Pay Item's percent
complete to derive the Pay Item's weighted percent complete. The sum of the weighted percent complete is
divided by the sum of the Approved Cost to calculate a Prime Contract percent complete.
Progress is calculated as the weighted average of the composite percent complete of Progress Accounts that
are linked to Control Accounts. The Progress Account's Approved Budget Hours is used as weighting to
Composite Progress Accounts G2
CPA calculate the weighted average of each percent complete applied to the Progress Accounts. PRISM only
Percent Complete
recalculates the CPA progress if the current Reporting Period for both the Cost Management package and the
Field Management package are equal.
Progress Accounts Earned Value /
Progress is calculated by dividing the composite Earned Value To-Date Hours of Progress Accounts linked to the
FEV Control Accounts Approved Budget
Control Accounts by the Control Accounts' Approved Budget Hours.
Hours
100% Complete Calculations

Progress is set at 100% if the Control Account's current early start date is earlier than the start date of the
TCS 100% at Current Schedule Start
current Reporting Period.
Progress is set at 100% if the Control Account's current early finish date is earlier than the finish date of the
TCF 100% at Current Schedule Finish current Reporting Period. This is used for Control Accounts where the 0-100% Rule is useful, usually only one to
two months duration.
Used when work associated with a Control Account is completed. Sets progress to 100% but allows actual costs
FIN 100% Complete
to continue to be entered.
Used when work associated with a Control Account is completed and you expect there will be no more actual
CLS 100% Complete and Closed
costs. Sets progress to 100% and causes the EAC and Committed to Date to equal the Actual To Date. Warning,
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when using this setting, changes to the EAC and Committed to Date are not reversible.
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User Guide
Schedule Activities Percent Complete

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PRISM provides several Percent Complete Methods that meet the EVMS requirements for Earned Value Methodology (on page 52). In
addition, there are a few non-standard methods. The algorithms associated with each method are described below. These algorithms
calculate the Schedule Activities' Percent Complete, and the current period's Earned Value and Control Earned Value when the Account Totals
(see "Calculate Control Account Totals" on page 394) calculation is run.
Note that to assign an alternate Percent Complete Method to Schedule Activities imported for an external scheduling application,
G2 G2
a special PRISM license is required. For more information with regards to licensing, contact PRISM Support (see "Technical
Support" on page 828).
This method uses the percent complete method that was assigned to the Schedule Activity imported from an
IMP Imported Percent Complete
external scheduling application.
Percent Complete and subtracting the previous periods Earned Value. The Control Earned Value is calculated
in the same manner except the Control Budget and Control Earned Value data is used.
Progress is set to zero if the Schedule Activity Start Date is after the Current Start Date. Progress is set to
0/50/100 Percent Complete Within 50% if the Schedule Activity has started (Start Date is before the Current Date and the Finish Date is after the
50P
Current Dates Current Date). Progress is set at 100% if the Schedule Activity has been completed (the Finish Date is before
the Current Date).
0/100 Percent Complete Within Progress is set at 100% if the Schedule Activity Finish Date is after the Current Finish Date. Progress is set to
100
Current Dates zero if the Schedule Activity has not started (Current Finish Date is after the Schedule Finish Date).
This method is used to calculate Progress using the Schedule Activity's Early Approved Dates.
Data Date Within Early Approved
AED The Percent Complete is calculated as ((Data Date - the Early Approved Start Date) / Early Approved Finish
Dates
Date - Early Approved Start Date)) x 100.
This method is used to calculate Progress using the Schedule Activity's Late Approved Dates.
Data Date Within Late Approved
ALD The Percent Complete is calculated as ((Data Date - the Late Approved Start Date) / Late Approved Finish
Dates
Date - Late Approved Start Date)) x 100.
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This method is used to calculate Progress using the Schedule Activity's Early Control Dates.
Data Date Within Early Control
CED The Percent Complete is calculated as ((Data Date - the Early Control Start Date) / Early Control Finish Date -
Dates
Early Control Start Date)) x 100.
This method is used to calculate Progress using the Schedule Activity's Current Late Control Dates.
Data Date Within Late Control
CLD The Percent Complete is calculated as ((Data Date - the Late Control Start Date) / Late Control Finish Date -
Dates
Late Control Start Date)) x 100.
This method is used to calculate Progress using the Schedule Activity's Early Current Dates.
Data Date Within Early Current
EED The Percent Complete is calculated as ((Data Date - the Early Current Start Date) / Early Current Finish Date -
Dates
Early Current Start Date)) x 100.
This method is used to calculate Progress using the Schedule Activity's Late Current Dates.
Data Date Within Late Current
ELD The Percent Complete is calculated as ((Data Date - the Late Current Start Date) / Late Current Finish Date -
Dates
Late Current Start Date)) x 100.
FIN 100 Percent Completed Used when work associated with a Schedule Activity is completed.
Specialized Cost Processes

There are some specialized processes specific to the Cost Management package. These include performing resource planning, introducing
changes to the budget and forecast, escalating the estimate, and tracking funding for the project, and adding additional user-defined data.
Change Management
Change Management is a process where cost and schedule Changes to the project's baseline and forecast are applied.
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PRISM provides a means for communicating potential changes called Trends. In addition, Risks to the project can be identified and the
associated Risk Mitigations for the mitigating Risks are entered. It is important to note that Trends or Risks are designed to be communication
tools; you are not required to add Trends and Risks in order to enter Changes, these functions can be bypassed.
The Budget/EAC Changes is the vehicle for changing the Approved Budget, the Control Budget, the Financial Budget, and the Estimate at
Completion. Trends and Risk Control details can be assigned to Budget/EAC Changes, eliminating redundant data. Changes to the Control
G2
Schedule, the Approved Schedule, and the Current Schedule can be imported into PRISM from an external scheduling application, as well.
G2
Change Management, applied appropriately in PRISM , provides a complete and auditable system for tracking changes to the baseline and
forecast.
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User Guide
Step 1 - Define Change Status Codes, Change Events Template, and Change Varieties
Change Status (on page 273) codes are defined. These codes determine how a Change impacts a Control Account’s Approved Budget, Control
Budget, Financial Budget, or Estimate at Completion. For instance, the Notice to Proceed status code is set to only affect the Estimate at
Completion, whereas the Approved status code is set to affect the Control Budget, Approved Budget, and the Estimate at Completion.
Change Events are a series of processing and approval steps. You can define a set of Change Events, called a Change Events Template (on
page 284), for each type of Change. When a Change is entered, a template of Change Events can be copied to the change, quickly setting the
approval process.
Change Varieties are used to categorize various types of changes. You can define a set of Change Varieties (on page 275) for the enterprise
which is then assigned to each Trend or Change.
Step 2 - Enter Trends

If the Trending system is used, Trends (on page 377) that could potentially affect the project are identified, including how a Control Account's
costs, hours, and quantities could be affected. Trend documents are cross-referenced.
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Step 3 - Enter Risks and Risk Mitigation

If the Risk/Risk Mitigation system is used, enter Risks (on page 381) that could affect the project and potentially impact the cost and schedule.
Enter the cost and hours to perform Risk Mitigation Activities.
Step 4 - Enter and Status Budget/EAC Changes / Cross-reference Trends and Risks
Budget/EAC Changes (see "Change Management (Cost Management)" on page 358) are entered and an initial Change Status is assigned to
the Change. If the Trending or Risk Control systems are used, Trend Details and Risk Controls are cross-referenced (see "Control Accounts
Breakdown (Budget/EAC Changes)" on page 361) to Budget/EAC Changes. A description of the impact to the schedule is entered and Change
documents are cross-referenced.
The cost of the Change can be estimated (see "Budget Details" on page 385) and estimate data can be cross-referenced (see "Calculate
Control Account Totals" on page 394) to the Budget/EAC Change. If the Change requires its own change-specific time phasing, link the Change
to Schedule Activities and assign Distribution Curves. The Schedule Dates will have to be copied (see "Copy Schedule Dates" on page 695)
from the Schedule Activities to the Budget/EAC Change.
Step 5 - Transfer Budget/EAC Changes to Control Accounts

Change data is transferred (see "Calculate Control Account Totals" on page 394) to Control Accounts. The Change Status, in concert with the
transfer calculation options, affects how Changes affect the Control Budget, Approved Budget, and EAC.
Step 6 - Modify Schedules

Changes may also affect the Approved Schedule, the Control Schedule, or the Current or Forecast Schedule. If necessary, modify the schedules
using an external scheduling application.
Step 7 - Import Schedules

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Import each modified schedule (see "Schedule (Import/Export)" on page 656), one at a time, into PRISM .
Step 8 - Time Phase Changed Data

Time phase (see "Spread Time Phased Data" on page 400) the changes to the budgets and forecast. If modified schedules were imported,
then transfer the schedule dates from Activities to Control Accounts at the same time.
Step 9 - Status Budget/EAC Changes and Change Events

The status of each Budget/EAC Change can change in time. For instance, a Change might be set to Pending when first created, then Notice to
Proceed when the client gives initial approval, and then Approved when the client gives final approval. Steps 6 through 9 may have to be
repeated as a Change's Status is modified.
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The Change Events, which are basically approval steps, are statused as steps are completed.
Step 10 - Generate Change Management Reports

Several Change Management reports (see "Cost Management Reports" on page 738) are available which indicate how Changes have affected
the budgets and forecast. These are useful for performing audits on changes to the baseline.
Advanced Change Management

Advanced Change Management is a feature provides several options to enhance the default Change Management process. When using
Advanced Change Management you will need to determine if Trends and Budget/EAC Changes will be managed at the Project level or the
Enterprise level.
A Change Impact (see "Change Impact (Advanced Change Management)" on page 274) is defined that allows you to assign separate change
values for the Approved Budget, Control Budget, Financial Budget, and Estimate at Completion to be entered on Budget/EAC Changes and
Trends.
There are also several other definitions and options that can be enabled to perform the following:
 A Review and Approval (on page 76) process that defines how and who reviews and approves Budget/EAC Changes.
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 Email Notifications (on page 79) to generate and send emails to PRISM Users to request action on Budget/EAC Changes.
 Automatic ID generation of Trend and Change IDs.
 Assignment of Budget/EAC Change values applied to a future Reporting Period.
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When Advanced Change Management feature options are implemented in PRISM , it provides an enhanced way for managing changes to
Projects. There are some common steps and settings that need to be defined during the Advanced Change Management setup process. There
are also additional settings and options that can be defined and enabled depending on how the feature is being utilized.
This feature should be used with caution due to its complexity and number of features, options, and settings that need to be
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defined. It is recommended when using this feature; it should be implemented on all PRISM projects. If this process is enabled
on only a few select Projects several features, settings, and options will be unhidden across all Projects and could affect the
default Change Management process.
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Step 1 - Enable Advanced Change Management

There are several features and subpanes that are unhidden when using the Advanced Change Management feature. These items are hidden
until the Advance Change Management option is enabled in the Project Settings (on page 202) form.
Step 2 - Define Change Impact

A Change Impact (see "Change Impact (Advanced Change Management)" on page 274) is used to define which budget will be affected by the
Budget/EAC Change. A Change Impact is assigned to a Budget/EAC Change to determine which budget or forecast can be applied to a Control
Account.
Step 3 - Defining Where Budget/EAC Changes Will Be Entered

Advanced Change Management allows Changes to be entered at either the Project level or the Enterprise level. This will determine where
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certain Advanced Change Management features are located in the PRISM interface. If the Enterprise level is selected, then options are set in
the Enterprise Settings form (see "Enterprise Settings" on page 304), while options for the Project are set in the Project Settings form (see
"Project Settings" on page 202). If Advanced Change Management is being performed at the Enterprise level, the Budget/EAC Change and
Trends icons will appear in the Cost Ribbon group on the Enterprise tab. Risks are not entered and tracked when Changes are made at the
Enterprise level.
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Step 4 - Define Advanced Change Management Options

There are several different options that can be enabled and used when the Advanced Change Management feature is enabled in the Project
and Enterprise Settings forms. These options are the same whether Changes are being entered and tracked at the Project or Enterprise level.
Some of these options work independently, whereas some of the options work in combination with other options, for the functionality to
work.
Review and Approval Process

A Review and Approval (on page 76) process can be implemented as a way to assign Users or Teams to review and approve Budget/EAC
Changes before it can be added to the budget, forecast, or funding. There are several different methods for reviewing and approving
Budget/EAC Changes which determine the order in which Users/Teams review and approve the Change. A Project's Budget/EAC Changes can
be assigned different Review and Approve Methods.
When the Review and Approval option is enabled, there are several settings that need to be defined. There are also additional data panes,
subpanes, and features enabled and displayed.
Enable Email Notifications

Emails can be generated and sent to Change Owners and Users or Teams assigned as Reviewers and Approvers on Changes. This option works
in conjunction with the Review and Approval option to notify Users that they have been assigned as a Reviewer or Approver. The email will
indicate actions that must be taken before the Budget/EAC Change can be marked as Final and the budgets and forecast added to the Control
Account.
Auto-Generation of Change and Trend IDs

Change and Trend IDs can be automatically generated when new Trends and Budget/EAC Changes are created. These can be user or
system-defined.
Reporting Periods for New Changes to be Applied

New Budget/EAC Changes created at the Project or Enterprise level can be assigned to a future Reporting Period as a way to forecast changes.
Change values are not applied to a Control Account until the future period assigned matches the current period.
Review and Approval

The Review and Approval process is a specialized option that can be implemented as part of the Advanced Change Management process at
the Project or Enterprise level. This is a role-based process that requires Users/Teams, who are defined as Reviewers and Approvers, to
review and approve a Budget/EAC Change before it can be added to the budget, forecast, or funding. This process ensures that the Change
has been reviewed and approved by proper project personnel before modifying and updating budgets and schedules.
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Reviewers and Approvers for a Budget/EAC Change are defined by the User/Teams' permissions by the PRISM System Administrator. Each
User/Team is assigned an Approval Authority (see "Approval Authority (Advanced Change Management)" on page 282) that defines as the
maximum dollar amount of a Change a User can approve. This helps define their role in the process based on a Budget/EAC Change amount.
Each Budget/EAC Change record is assigned a Review and Approval method, which determines the sequence in which Users/Teams review
and approve the Change.
The Review and Approval process can also use Email Notifications (on page 79) that are generated and sent to the Reviewers and Approvers
assigned to a Change. This alerts the Reviewers and Approvers of the Change and their role in the Review and Approve process.
To help manage and track Changes on a project, the Change Summary data pane allows Users/Teams to view and filter Changes that have
been initiated on a Project. The Change Summary also allows Users/Teams to Review and Approve Changes without having to open each
individual Change record.
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User Guide
Step 1 - Enable Review and Approval Option

The Budget/EAC Change Review and Approvals option enables the Review and Approve process to be used to review and approve
Budget/EAC Changes. This process is enabled in the Project Settings (on page 202) or Enterprise Settings form (see "Enterprise Settings" on
page 304) depending on where Budget/EAC Changes are being managed as part of the Advanced Change Management feature.
There are several features, options, and subpanes that are specific to this process. These items are hidden or disabled until this option is
enabled. Icons in the Ribbon tab are re-arranged depending if this option is enabled at the Project or Enterprise level.
Step 2 - Define Review and Approval Settings
There are several default settings that can be set in the Project/Enterprise Settings forms. Review and Approve can be defined for Budget/EAC
Change records to determine the order in which Users/Teams review and approve the Change. Some specific definitions can be set for
Reviewers who are assigned to the Budget/EAC Change based on the Change Amount and their Approval Authority.
There is also a feature that can be enabled to let specific Users override the Review and Approval process.
Step 3 - Define Approval Authority

An Approval Authority is assigned to a User/Team to define the maximum Change amount on a Budget/EAC Change that they can approve.
Approval Authorities should be assigned to Users/Teams based on their role within the company or on a project, which helps define their role
in the Review and Approval process.
An Approval Authority can be defined at the Enterprise level to create a standard list, which can be used at the Project level as well.
Step 4 - Assign User/Team Permissions

Several permissions need to be set and defined by the System Administrator in order for Users/Teams to take part in the Review and Approval
process. A User can be given specific Change Management permissions to create and edit Budget/EAC Change records. This permission is
specific to the Advanced Change Management feature.
In order for Users/Teams to be assigned as a Reviewer and/or Approver on a Change, they must be made Available in the Users/Teams form.
This does not define their role in the process, but enables them to be available to the process. Their role in the process is defined by Approval
Authority and the Change amount.
A User can also be given override capabilities to create changes on projects and to circumvent Review and Approval process. These additional
capabilities work in conjunction with the User permissions.
Step 5 - Assign Users/Teams to Projects and Control Accounts

Users/Teams need to be assigned to Projects in which the Review and Approval process is being implemented. More specifically, they also
need to be assigned to individual Control Accounts on the Project in the Control Accounts-Change Approvers subpane.
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Step 6 - Define Review and Approval Methods

There are several types of Review and Approval methods that can be assigned to a Budget/EAC Change. These methods, in conjunction with
the Approval Authority and the Change amount, will determine a User/Team's role in the process. The default methods assigned in the Project
and Enterprise Settings are copied to each Budget/EAC Change record and can be modified, if necessary.
The Review and Approval method determines the order in which Users/Teams review and approve the Change.
Step 7 - Generate Reviewers and Approvers List

A list of Users can be generated and assigned to the Budget/EAC Change after a Change amount has been assigned to a Control Account. This
list is generated from the Users/Teams who were assigned to the Project's Control Account. Depending on the Change amount, and the
Users/Teams' Approval Authority, the Users' role on the change is defined.
Note that the Reviewer's settings in the Project or Enterprise Settings form also define a Users/Teams role as a Reviewer and
Approver.
Step 8 - Initiate the Review and Approval Process

Once the list has been generated, the Review and Approval process begins by using the Submit feature on the Budget/EAC Change-Approvals
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subpane. Users/Teams who have been assigned as a Reviewer/Approver to the Budget/EAC Change must log-in to PRISM and perform the
required action; review or approve.
The System Administrator or the Change Record Owner will need to notify Users if they have been assigned as a Reviewer or Approver. If the
Email Notification process is being used, emails are sent to Users/Teams when the process is initiated. This email will prompt Users to take
action on the Change.
If the Email Notifications option has been enabled, the list of Users will receive emails notifying them of the change and the required action
they must perform in the review and approval process.
Email Notifications
The Email Notification option can be used to generate and send emails to Budget/EAC Change Owners as well as Users who have been
assigned to take place in the Review and Approval process as part of the Advanced Change Management feature. Emails can be generated and
sent automatically or can be generated and modified before sending. The subject and contents of the email can be automatically generated
from data entered in the corresponding fields on the Budget/EAC Change record.
These emails alert Users they must act on a Budget/EAC Change record before it can be marked as Final. The requested action the User must
perform is defined in the Budget/EAC Changes-Approvals subpane on in the Change Summary (see "Change Summary (Advanced Change
Management)" on page 383).
In order for emails to be generated and sent, there are several settings and definitions that need to be set.
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Note that this feature can only be used if the Review and Approval process option is enabled.
Step 1 - Enable Change Management Email Notifications

The Email Notifications option is enabled in the Project or Enterprise Settings form depending on where Trends and Budget/EAC Changes are
being managed as part of the Advanced Change Management feature. By enabling this option, emails can be generated and sent to a
User-defined list of recipients.
Step 2 - Define Email Notification Settings

The Subject and Body of the email can be selected from information in the corresponding fields entered into a Budget/EAC Change record.
This email can then be sent directly to Change Owners and Reviewers and Approvers assigned to the Budget/EAC Change or can be modified
before it is sent.
The subject and content of emails can be defined in the Enterprise (see "Enterprise Settings" on page 304) or Project Settings form (see
"Project Settings" on page 202). A Default Sender Email address is entered if different from the current User and will appear as the sender in
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all emails generated by PRISM .
Step 3 - Define User/Team Email Addresses

In order for Users/Teams to receive emails, an email address must be entered for Users/Teams. It is recommended this information is entered
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when creating Users/Teams during the initial PRISM setup by the System Administrator.
Step 4 - Send Email Notifications

Email Notifications can be sent to Users/Teams who are identified as Primary and Secondary Change Owners as well as Reviewers and
Approvers in the Budget/EAC Changes-Approval subpane. These emails will provide User-defined Budget/EAC Change data and notify each
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User that they are required to log into PRISM and take action on a Budget/EAC Change before it can be marked as Final and added to the
budget and forecast.
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Approver Option
The Approver Option is a specialized option that allows Users to Review and Approve changes to the budget and forecast using the Advanced
Change Management Review and Approval option. This option provides System Administrators a method to assign Users specifically to the
Review and Approval process while granting limited access to the Cost Management package. Users are assigned Reviewer/Approval
permissions only to projects where they have been assigned as a Reviewer/Approver in the Budget/EAC Changes-Approvals subpane.
A User with this option can review and approve Project and Enterprise Budget/EAC Changes, while having read-only access to the Budget/EAC
Change record they are assigned as a Reviewer or Approver, as well as the Control Account record the change has been entered against.
Advanced Change Management is an advanced feature and is designed for projects creating several Budget/EAC Changes each Reporting
Period.
Using the Approver Options

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A User who has been given access to PRISM using the Approver option can review and approve Project and Enterprise Budget/EAC Changes,
while having read-only access to the Budget/EAC Change record they are assigned as a Reviewer or Approver, as well as the Control Account
record the change has been entered against. Because Advanced Change Management is an advanced feature and is designed for projects
creating several Budget/EAC Changes each Reporting Period, a User likely is assigned as a Reviewer/Approver to several Changes.
To navigate the records the User can use the Change Summary (see "Change Summary (Advanced Change Management)" on page 383)
feature, which enables the User to review and approve changes without having to access each individual record. The User can also open the
Budget/EAC Change forms to review changes. This can be done at the Project and Enterprise level depending on the type of Change the User
is assigned.
The Control Account form for which the change is entered is also available to the User as read-only.
Note that once the User is assigned in the Budget/EAC Change-Approvals subpane, they can access the Budget/EAC Change and
Control Account record. The Review and Approval process does not need to be initiated for this to occur.
The role for a User as Reviewer or Approver for a Budget/EAC Change is defined by the Change amount and the User's Approval Authority
(see "Approval Authority (Advanced Change Management)" on page 282), which is defined by the System Administrator.
To Review/Approve Changes using Budget/EAC Changes-Approval Subpane:

1) For Enterprise changes, select Enterprise > Change Management > Budget/EAC Changes. For Project changes, select Cost
Management > Change Management > Budget/EAC Changes.
2) Locate a Budget/EAC Change record.
3) Click the Approvals subpane tab.
4) Locate your User ID to determine your role as a Reviewer or Approver on the Change record as determined by the Change amount
and User's ID Approval Authority (see "Approval Authority (Advanced Change Management)" on page 282). If the User is a
Reviewer, the Reviewed checkbox is enabled. If the User is an Approver, the Approved and Reject checkboxes are enabled.
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5) Depending on the User's role, check the appropriate checkbox. For additional information about the Control Account the change is
being entered against, select Cost Management > Cost > Control Accounts.
Note that if the Budget/EAC Change record has not been Submitted to initiate the Review and Approval process, the User can
view the Change record, but all fields in the Budget/EAC Changes-Approval subpane will be read-only.
To Review/Approve Changes using Change Summary:

1) To use the Enterprise Change Summary, select Enterprise > Change Management > Change Summary. For the Project Change
Summary, select Cost Management > Change Management > Change Summary.
2) Click the Change ID Filter drop-down and select a method for filtering Budget/EAC Changes:
a. Review/Approve Budget/EAC Changes - Changes have been created; The Review and Approval process has been initiated.
b. View Completed Budget/EAC Changes - Changes that have been Reviewed/Approved and added to the budget and forecast.
c. View Incomplete Budget/EAC Changes - Changes that have been created; the Review and Approval process has not been
initiated.
d. View All Budget/EAC Changes - All Changes that have been created using the Advanced Change Management process.
3) Click the Group By drop-down and apply a Project or Enterprise Group filter, if necessary.
4) Check the Show Control Accounts Only if Reviewer/Approver checkbox to view the Control Accounts the Change is assigned where
the User has been assigned as a Reviewer and/or Approver.
5) Check the Include checkbox to include the Change record in the Change Summary form.
6) Click OK.
7) In the Change Summary form, the User can Review, Approve, or Reject the Change by checking the corresponding checkbox on the
Budget/EAC Change.
8) On the navigation toolbar several functions can be performed:
a. Expand All - displays the Project and the Control Account the Change is affecting, including the Change amount. The function can
also be performed by clicking the "+" on the left side of the Change record.
Note that the Show Control Accounts Only if Reviewer/Approver must be checked in order for this menu to expand and view
the Control Accounts linked to the Budget/EAC Change record.
b. Collapse All - collapses the Change Summary information to only display the Change record. This function can also be performed
by clicking the "-" on the left side of the Change record.
c. Mark All Reviewed - marks all Changes where the User is assigned as a Reviewer as Reviewed.
d. Marked All Approved - marks all Changes where the User is assigned as an Approver as Approved.
e. Marked as Rejected - marks all changes as rejected.
f. View Details - displays the Budget/EAC Change in a read-only format along with selected subpanes.
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9) When the User is done reviewing and approving Changes, click OK.
Variance Analysis
The process to Analyze Variances occurs each Reporting Period. Once the Actuals, Commitments, and Progress have been entered and the
Earned Value has been calculated then variances can be analyzed. The process begins by creating a Variance Threshold Specification, which is
similar to creating a Report Specification. The Variance Level is then assigned, which is either at the Control Account or a higher summary
level. The Actuals data type is defined to determine which data is being used to perform variance analysis. The Variance Thresholds are then
developed so that variances that exceed these thresholds can be quickly identified using a calculation. Once calculated, the Variances
exceeding the thresholds are analyzed so that a coherent explanation as to the cause of the variance, the impact of the variance, and the
actions taken to mitigate the variance are explained and Variance Explanation reports are generated.
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User Guide
Staffing Plans
The Staffing Plans process is used when developing Control Accounts budget and forecast plans by Categories (labor, other direct costs
[ODCs], subcontracts, or fees) or by Employees. Cost categories are entered as bare costs, whereas labor is entered using hours or full-time
equivalents (FTEs). Data is entered for each Employee or Category by Reporting Period. Cost data is calculated in Control Accounts by applying
Indirect Cost Multipliers to Bare Rates or by using Time and Material Rates.
Step 1 - Define Categories

Labor, subcontract, and other direct costs Categories (see "Enterprise Categories" on page 275) are defined. Bare Rates, Time and Material
Rates, and Indirect Cost Multipliers are assigned to each Category. This becomes the basis for calculating extended costs on Control Accounts
using Staffing Plans or Resource-loaded Schedule data.
Step 2 - Define Employees

A list of enterprise Employees (on page 261) is defined. Each Employee is assigned to a labor category. A Bare Labor Rate can be entered on
each employee if Cost Plus contracts are being used. These rates will supersede the Category's Bare Rates.
Step 3 - Assign Project Staff

Employees are assigned as Staff (on page 358) on the project. This helps to limit the personnel displayed in drop-down lists when adding Staff
members to the plans to just those employees who are assigned to the project.
Step 4 - Enter Plans

Plans (on page 354) are assigned to Control Accounts and the Plans Rate Type is defined as either Time and Materials or Cost Plus. This is
important because it determines how extended costs are calculated on the Control Account.
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The Plan Budget (see "Budget Plan and ETC Plan (Plans)" on page 355) is entered by selecting Employees and/or Categories and entering the
hours, FTEs, or bare costs by reporting period. The Plan ETC is then entered or it is copied from the Plan Budget.
Step 5 - Calculate Plan Totals and Time Phase Plan in Control Accounts
Plans do not affect Control Accounts until the plan data is transferred (see "Calculate Control Account Totals" on page 394) to the Control
Accounts. The Control Accounts are also simultaneously time phased as long as the Budget Curves and the ETC Curves are set to Plans.
Step 6 - Update Plans

Periodically, the Plans need to be updated. Updates to the plans are required for several reasons which include re-forecasting the staff plans,
changing the budget plans based on approved changes, and replacing planned categories with actual named employees. Repeat Steps 4 and 5
when updating plans.
Step 7 - Create Plan Reports

There are several Plan Reports (see "Cost Management Reports" on page 738) that will help you review your staffing plans and compare the
actuals and forecast to the budget.
Rates and Multipliers

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Rates and Multipliers are used in PRISM to develop direct and indirect costs from hours or bare costs planned and forecast. These are ONLY
used on Control Accounts where the planning and forecasting process uses the Staffing Plans (see "Plans" on page 354) feature or an
imported Resource-loaded Schedule. In addition, costs are developed using one or two Labor Rate Types, either Cost Plus or Time and
Materials. The Labor Rate Type used determines which definition tables need to be populated. In addition, the process for utilizing Rates and
Multipliers changes depending on which Labor Rate Type is selected.
Cost Plus Process

The Cost Plus method uses an Employee's planned or forecast hours multiplied by the Employee's Bare Cost Rate multiplied by one or more
Indirect Cost Multipliers to determine the Extended Cost. Sometimes when planning personnel, you cannot plan by Employee but rather by a
Labor Category. In this case, an average Bare Cost Rate is applied to the Labor Category as opposed to using an Employee's Bare Cost Rate.
Hours x Bare Cost Rate (cost/hr) x Indirect Cost Multiplier = Extended Cost
The Cost Plus method is also used on non-labor Bare Costs to determine the Extended Cost for non-labor items that are planned or forecast.
Bare Cost x Indirect Cost Multiplier = Extended Cost
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Indirect Costs can be calculated for items like Fringe, Overhead, or General and Administrative (G&A) costs. These costs, when included with
the Bare Costs, derive the Total Cost. In addition, you could also calculate Fee as an Indirect Cost. This would allow you to derive the Revenue
Cost of the project. All of these costs are combined into the Cost Elements where the Bare Costs are generated. However, you could choose to
place the Indirect Costs into separate Cost Elements, making it possible to report using a project's Bare Costs, Direct Costs, Total Costs, or
Revenue values.
Bare Cost Rates, either defined for Employees or Labor Categories, and Indirect Cost Multipliers are defined for the first Reporting Period of a
project. On projects that span several months or years, the Bare Cost Rates can change in later periods to account for inflation. Similarly, the
Multipliers can be altered in later periods to account for planned changes.
Step 1 - Select Enterprise/Reporting Periods for Planned Rate Changes

You must choose the Reporting Periods (on page 593) where you plan on defining changes to the Bare Cost Rates or Indirect Cost Multipliers.
This will provide a filter mechanism so that only those Reporting Periods selected will be available when adding Reporting Periods to the
Multipliers (on page 287) or Categories (see "Enterprise Categories" on page 275). If you choose not to select Reporting Periods, then all
Reporting Periods are available to be added. You will also need to do the same for Enterprise Periods (on page 264) so that you can enter Bare
Cost Rates by Enterprise Period for Employees (see "Rates By Enterprise/Reporting Period (Categories)" on page 276).
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Step 2 - Define Indirect Costs and the Calculation Basis

The typical Indirect Costs (on page 285) to be used by the Enterprise or by Project are defined. An Indirect record is created for each type of
Indirect Cost. A Calculation Basis is defined for each record. This is the equation, minus Multipliers, that describes how the costs are
calculated. When Indirect Costs are calculated, the cost is applied to each Control Account-Cost Element being affected. You can direct the
calculated Indirect Costs to be applied to a different Cost Element ID, if desired.
Step 3 - Define Multipliers and Multiplier Values by Reporting Period

The Indirect Costs Calculation Basis defines the equation as to how the Indirect Costs are calculated but this equation is without Multipliers.
Multipliers (on page 287) are developed in a different data pane for the Enterprise or project, allowing a set of Indirect Costs to be
accumulated into a single Multiplier record. The actual multiplier values are defined for each Indirect Cost assigned to a Multiplier record. You
will need to apply Multipliers values to the first period so that costs are calculated from the first period forward. You will then enter new
Multiplier values in the subsequent periods when the Multiplier value is forecast to or actually changes.
Step 4 - Define Categories and Bare Rates by Enterprise/Reporting Period

You will need to create Categories (see "Enterprise Categories" on page 275) for Labor and Non-labor Costs. For Labor Categories, you will
need to enter Bare Cost Rates, which are approximately the average rate of the Employees hourly rate that are pooled into a Category. The
Bare Cost Rates could also include additional costs to account for paid vacations or sick time. Bare Cost Rates are entered by Enterprise or
Reporting Periods to account for inflation. You will need to apply a rate to the first period so that costs are calculated from the first period
forward. You will then enter new Bare Cost Rates in the subsequent periods when the rate is forecast to or actually changes. You will also
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need to assign a Multiplier ID to each Category so that PRISM knows what Multipliers are used to calculate costs from the hours developed
in Staffing Plans or Schedule Resource Assignments.
Step 5 - Define Employees and Bare Rates by Enterprise Period

If you plan to generate Staffing Plans by selecting and planning the hours for individual Employees, then you will need to develop your list of
Employees (on page 261) for the project. Each Employee is assigned a Bare Cost Rate. This can be the Employee's hourly rate or an adjusted
rate to account for holidays, sick time, etc. If you choose not to enter Bare Cost Rates for the Employee, you will have to assign a Bare Cost
Rate to the Labor Category that the Employee is assigned. Bare Cost Rates are entered by Enterprise Period to account for inflation. You will
need to apply a rate to the first period so that costs are calculated from the first period forward. You will then enter new Bare Cost Rates in
the subsequent periods when the rate is forecast to or actually changes.
Step 6 - Develop Staffing Plans or Import Resource-loaded Schedule

You must enter plans and/or forecast data using Staffing Plan (see "Plans" on page 354) or import a Resource-loaded Schedule.
For Staff Planning, Employees assigned as Staff (on page 358) to a project will need to be assigned to a Category. You can plan by Employees
and/or Labor Categories by applying FTEs or Hours by Reporting Period. You can also plan non-labor Bare Costs by Reporting Period.
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For Resource-loaded Schedules, you will need to assign a Category to the Resources (see "Resource Assignments (Schedule Activities)" on
page 390).
Step 7 - Assign Cost Plus Labor Rate Type to Plans

For the Control Accounts where you plan to use Staffing Plan or Schedule Resources to calculate the cost data, you must set the Labor Rate
Type to Cost Plus.
Step 8 - Calculate Plan Totals in Control Accounts

If you are using Staff Planning to calculate the cost data, the Calculate Control Account Totals (on page 394) form is used to run this
calculation. You must select the Staffing Plan option to affect any of the budgets; Baseline Budget, Approved Budget, or Control Budget, or
the Estimate at Completion. If you are using Schedule Resources to calculate the cost data, the Calculate Budget/EAC from Resources form is
used to run this calculation. In both cases, the hours and cost are calculated for the Control Account totals data (Control Accounts-Control
Elements subpanes) and the time phased data (Control Accounts-Time Phased Data subpanes).

There are several Cost Management Reports (on page 738) that will help you review the total and time phased cost and hours that were
calculated.
Time and Materials Process

The Time and Materials method uses a Category's planned or forecast hours multiplied by the Category's Time and Materials Rate to
determine the Extended Cost. This rate usually takes into account all the indirect costs and profit to apply to an hourly labor rate to generate a
billing rate.
Hours x Time and Materials Rate (cost/hr) = Extended Cost
Typically, the Time and Materials method is only used for Labor Costs. The Cost Plus method is used for generating extended costs for
non-labor items.
Time and Material Rates are defined for the first Reporting Period of a project. On projects that span several months or years, the Time and
Material Rates can change in later periods to account for inflation.
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There is a standard Time and Materials Rate that is created for each Category. Up to five different alternate Time and Materials Rates can be
defined for each Category, as well. For example, you may use an alternate Time and Materials Rate to define overtime rates. When calculating
the extended costs, you can choose which Time and Materials Rates to use.
Step 1 - Select Enterprise/Reporting Periods for Planned Rate Changes

You must choose the Reporting Periods (on page 593) where you plan on defining changes to the Time and Material Rates. This will provide a
filter mechanism so that only those Reporting Periods selected will be available when adding Reporting Periods to Categories (see "Enterprise
Categories" on page 275). If you choose not to select Reporting Periods, then all Reporting Periods are available to be added. You will also
need to do the same for Enterprise Periods (on page 264) so that you can enter Time and Material Rates by Enterprise Period for Enterprise
Categories (on page 275).
Step 2 - Define Alternative Time and Material Rate Labels

You will need to define the Alternative Time and Material Rate Labels in the Enterprise Settings (on page 304) form if you need to use more
than one set of Time and Material Rates on a project. These alternative rate labels will show up as columns in Categories (see "Enterprise
Categories" on page 275).
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Step 3 - Define Categories and Time and Material Rates by Enterprise/Reporting Period
You will need to create Labor Categories (see "Enterprise Categories" on page 275) and enter standard and, if needed, alternative Time and
Material Rates for each Category. Time and Material Rates are entered by Enterprise or Reporting Periods to account for inflation or
contracted rate changes. You will need to apply a rate to the first period so that costs are calculated from the first period forward. You will
then enter new Time and Material Rates in the subsequent periods when the rate is forecast to or actually changes.
Step 4 - Develop Staffing Plans or Import Resource-loaded Schedule

You must enter plans and/or forecast data using Staffing Plans (see "Plans" on page 354) or import a Resource-loaded Schedule.
For Staff Planning, Employees assigned as Staff (on page 358) to a project will need to be assigned to a Category. You can plan by Employees
and/or Labor Categories by applying FTEs or Hours by Reporting Period. If you are planning using Employees, be sure to have assigned
Categories to the project's Staff (on page 358). You can also plan non-labor Bare Costs by Reporting Period.
For Resource-loaded Schedules, you will need to assign a Category to the Resources (see "Resource Assignments (Schedule Activities)" on
page 390).
Step 5 - Assign Time and Materials Rate Type to Control Accounts

For the Control Accounts where you plan to use Staffing Plans (on page 354) or Schedule Resources (see "Resource Assignments (Schedule
Activities)" on page 390) to calculate the cost data, you must set the Labor Rate Type to Time and Materials.
Step 6 - Calculate Plan Totals in Control Accounts

If you are using Staff Planning to calculate the cost data, the Calculate Control Account Totals (on page 394) form is used to run this
calculation. You must select the Staffing Plan option to affect any of the budgets; Baseline Budget, Approved Budget, or Control Budget, or
the Estimate at Completion. If you are using Schedule Resources to calculate the cost data, the Calculate Budget/EAC from Resources (see
"Budget/EAC From Resources" on page 404) form is used to run this calculation. The hours and costs are calculated for the Control Account
totals data (Control Accounts-Control Elements subpanes) and the time phased data (Control Accounts-Time Phased Data subpanes).

There are several Cost Management Reports (on page 738) that will help you review the total and time phased cost and hours that were
calculated.
User-defined Amount
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User-defined Amounts are additional columns of data that can be enabled in Control Accounts. PRISM permits up to eight User-defined
Amount fields to be defined. These fields are used to track additional cost, hours, and quantity information. Data is entered in the Control
Elements and Time Phased Data subpanes and displayed in the Performance subpane. Some potential uses include:
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 Storing a previous or original baseline

 Tracking obligated or authorized amounts
 Storing an independent or secondary forecast for comparison
Step 1 - Assign User-defined Amount Labels

User-defined Amount fields are enabled by entering a title for the field in one of the eight User-defined Amount Labels (see "Cost
Management Settings" on page 414).
Step 2 - Enter User-defined Amounts

Data is then entered in the User-defined Amounts fields of which there are three methods.
METHOD 1 - Enter amounts in the Control Accounts-Control Elements subpanes (see "Control Elements (Control Accounts)" on page 323).
This is the simplest method and is usually suited to storing amounts that do not change over time. An example would be storing the Original
Baseline when the project is re-baselined. Probably the easiest way to populate this table is to use the Copy Amounts (on page 703) utility. For
instance, the Baseline Budgets totals and time phased data can be copied to a User-defined Amount field called Original Budget.
METHOD 2 - Enter amounts, by Post Date; in the Control Accounts-Amount Transactions subpane (see "Amount Transactions (Control
Accounts)" on page 340). This method is used if you need to enter changes to the amounts over time. An example of this is when you need to
track Authorized Amounts. The User-defined Amounts entered in the Amount Transactions subpane are not shown in the Control Elements
subpanes or the Performance subpane until the Calculate Control Account Totals (on page 394) calculation is run. In this calculation, you
select which User-defined Amounts to calculate.
METHOD 3 - Enter User-defined Amount Calculations in the Cost Management Settings form. Calculations are usually based on data already
entered on a Control Account. An example would be multiplying the Estimate at Completion by a factor to generate a secondary Estimate at
Completion.
Note that Method 3 takes precedence over Method 2 and Method 2 takes precedence over Method 1. Any data entered using
Method 1 will be replaced when the Calculate Control Account Totals calculation is run.
Step 3 - Time Phased User-defined Amounts

If necessary, User-defined Amounts can be time phased (see "Spread Time Phased Data" on page 400). You can choose to time phase data
based on the Post Date of each Transaction, or you can spread the data based on one of the four distribution curves associated with the
individual Control Account.
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User Guide
Note that if Method 1 is used, time phased data can be copied using the Copy Amounts (on page 703) utility.
Step 4 - Generate Reports with User-defined Amounts

The Time Phased Data report and the Time Phased Data graph include the option to select User-defined Amount data to be included as part of
the reports. You can choose other fields as well, allowing you to compare data. For instance, a project may be re-baselined. You can copy the
Baseline Budget into a User-defined Amounts field called Original Budget. You can then create a new Baseline Budget. The Baseline Budget
can be compared to the Original Budget within a Report by selecting each of these fields. Another example would be to compare Authorized
Amounts to the Forecast.
Funding
Funding is a process where the funds to execute the work on a project are incrementally provided to the Contractor. This is usually performed
on government contracts because government budgets are allocated on an annual basis. They, in turn, can only fund projects when they have
the budget to do so. Funding is different than a project's budget, which is the total planned amount to execute the project.
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Funding can come from many different sources and PRISM allows you to independently track each one. Tracking funding on a project allows
you to compare the total funding amount to the forecast. This allows you to determine when current funding will run out so you can request
additional funds well in advance.
Step 1 - Define Funding Sources

The various Funding Sources (on page 625) are defined, either for the Enterprise or the Project. For instance, you may have a Funding Source
for Capital Costs (major acquisition funding that spans multiple years) and another for Expenses Costs (funding that is for on-going work which
spans only one year and must be renewed yearly).
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Step 2 - Define Funding Cost Elements

Funding Amounts are entered on Cost Elements (see "Control Elements (Control Accounts)" on page 323) of Control Accounts. Generally, just
one Funding Cost Element is defined to simplify data entry.
Step 3 - Set Default Funding Cost Element ID

A Default Funding Cost Element ID is defined (see "Cost Management Settings" on page 414). This ensures that every time a new Funding
Amount is entered, the most common Cost Element ID for Funding is automatically selected.
Step 4 - Create Funding Accounts

Typically, Funding is provided to the entire project or a major portion of a project. For this reason, the funding would probably affect many
Control Accounts. However, trying to apportion the Funding to each and every Control Account on the project is not necessary. Rather, it is
suggested that a Control Account is generated for each Funding Source; this can be considered a Funding Account. As funds are authorized,
they are assigned to that Funding Account.
Step 5 - Enter Funding Amounts

Every time new Funding is provided, the incremental Funding Amounts (see "Account Breakdown (Funding Sources)" on page 625) are
entered against the Funding Accounts. A Post Date is applied, indicating when the Funding Amount was allocated to the project. This is
important data which is used to time phase the Funding.
Step 6 - Time Phase Funding

The Funding Amounts are spread (see "Spread Time Phased Data" on page 400) in the Control Accounts-Time Phased Data subpane. The
Funding Amounts are assigned to Reporting Periods based on the Post Dates entered.
Step 7 - Generate Funding Reports

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PRISM provides a number of reports (see "Cost Management Reports" on page 738) that are useful for reviewing Funding.
Escalation
The total costs of a project are estimated during the planning stage in order to develop the project's Baseline Budget. Typically, costs are
estimated in current or today's dollars. If the project is less than a year in duration and begins right away, the estimated costs should be
adequate as the project's budget. However, on longer duration projects, inflation will affect the costs. For example, the average labor rate for
a resource may be $50/hour today, but in two years it may be $57/hour.
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Inflation must be accounted for when budgeting your project. If your project's cost estimate has not been escalated prior to being imported
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into PRISM , you can apply Escalation after the fact. You can choose to escalate the following data types: Baseline Budget, Approved Budget,
Control Budget, Financial Budget, or the Estimate to Complete.
Once escalation is calculated using this method, the records in the Control Accounts-Cost Elements and Control Accounts-Time Phased Cost
subpanes that were escalated are tagged with an identifier, indicating which data types were escalated. You can Import Time Phased Data
(see "Import/Export Time Phased Data" on page 649) that has already been escalated. In addition, you can run the Calculate Control Account
Totals (on page 394) calculation on escalated data. In both cases, the tag used to indicate which data types are escalated on each record is
affected.
It is important to note that this is not a reversible process. You may want to copy the unescalated Baseline Budget to a
User-defined Amount field in order to revert back, if necessary.
Step 1 - Enable Escalation

There are some data panes, subpane fields, and calculations that are used to escalate costs. These items are hidden until the Escalation option
in the Cost Management Settings is enabled.
Step 2 - Select Reporting Periods

You must choose the Reporting Periods (on page 593) where you plan on defining changes to the Escalation Percentage. This will provide a
filter mechanism so that only those Reporting Periods selected will be available when adding Reporting Periods to the Escalations-Percentages
By Reporting Period subpane. If you choose not to select Reporting Periods, then all Reporting Periods are available to be added to the
Escalations-Percentages By Reporting Period subpane.
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Step 3 - Define Escalation Percentage by Reporting Period

One or more types of Escalations (on page 631) are defined for the project. For instance, Labor costs may be escalated at a different rate than
material costs. Each Escalation record defines the Escalation Percentage as it changes by Reporting Period.
Step 4 - Assign Escalation IDs to Cost Elements

Once Escalation records are defined, the Escalation IDs are assigned to one or more Cost Elements (see "Control Elements" on page 600). This
indicates which Escalation Percentages are used for calculating the Escalation on the various Cost Elements.
Step 5 - Apply Escalation

The Apply Escalation (on page 411) calculation is used to escalate the Baseline Budget, Approved Budget, Control Budget, Financial Budget,
and the Estimate to Complete cost values in the Control Accounts-Cost Elements subpane, and the Control Accounts-Time Phased Cost
subpane. The Escalation Percentages entered by Reporting Period are compounded to escalate the budget.
Cash Flow
Cash Flow is a process where the actual movement of money in and out of a project is tracked. Cash Flow is distributed during specific
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durations, typically Reporting Periods, throughout the course of a project. Tracking and monitoring Cash Flow in PRISM can help forecast
payment amounts to Contractors who are working on the project. This helps forecast the amount of Cash that needed to meet contractual
obligations.
Cash Flow can be defined several different ways and can vary from project-to-project depending on the terms of a Contract. One project
might provide an advanced payment to a Contractor, while the other might put a lag on a payment after the work has been completed.
Step 1 - Enable Cast Flow Option

There are some settings, columns, and calculations that are used to define and track Cash Flow. These items are hidden until the Cash Flow
option is enabled in the Cost Management Settings.
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Step 2 - Define Cash Flow Settings

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There are several Cash Flow Settings that effect how PRISM operates and calculates the Cash Flow on a Control Account. Many of these
settings are defined prior to baselining the project. These settings define if there will be any advanced payments and the retention and
percentage that will be paid prior to project initiation and what will be withheld until after the work has been completed and approved.
Step 3 - Define Cash Flow Cost Elements

Once the Cash Flow settings are defined, Cash Flow is assigned to one or more Cost Elements. This indicates which Cost Elements use the Cash
Flow settings. If a Cost Element is not marked, it will directly use the Incurred/ETC data for Cash Flow results.
Step 4 - Time Phase Cash Flow

The Cash Flow Amounts are spread in the Control Accounts-Time Phased Cost subpane. The Cash Flow amounts are assigned to Reporting
Periods based on the defined Settings. Depending on the Settings, some Cash Flow may be paid in advance of the first Reporting Period and
retained until after the last Reporting Period.
Step 5 - Generate Cash Flow Reports

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PRISM provides a number of time phased data reports where Cash Flows can be viewed.
Engineering Processes
The Engineering package utilizes a sequential process for entering, statusing, and progressing Engineering Documents and Engineering
Accounts. The processes associated with the Engineering package are built around the lifecycle of a project which is performed in two main
phases:
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The Baseline Development phase is when the Engineering project is defined and setup in PRISM . It includes the integration of the technical
scope of work with its Engineering project budget and Engineering project schedule within a Performance Measurement Baseline. During the
Baselining phase, there are several settings, options, and definitions that are set before data is entered. Engineering Documents are then
created and baseline Budget Hours are entered. Engineering Accounts are generated and groups of Engineering Documents are linked to each
Account. Alternatively, Engineering Accounts are used for assigning Engineering Tasks; corresponding baseline Budget Hours are entered on
each Task. Approved Schedule Dates and Distribution Curves are assigned to each Account in order to generate a time phased Performance
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Measurement Baseline. Documents are linked to records in the Engineering package or in other PRISM packages.
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Each Reporting Period, Engineering Documents, and Engineering Accounts are statused. This includes entering Actual Hours worked and
forecasting the Estimate to Complete Hours and the Current Dates. Engineering Changes that affect the Approved Budget, Control Budget,
and the Forecast are entered. Progress is calculated, Budget Hours are time phased, reports are generated, and the Reporting Period is closed.
Reports are issued to management to highlight the main issues and corresponding corrective actions. Monitoring and Analysis continues until
the project is complete.
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Engineering Baseline Development

The Baseline Development Process should be initiated prior to executing the Engineering project. There are a series of steps that must occur
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in order to develop a Performance Measurement Baseline. These steps take place after the project data is gathered and the new PRISM
project is created.
The Engineering project is first setup, which is graphically displayed in the process flow chart below.
Note that some of these steps may be performed by other project personnel. For instance, the Cost Control professional might
setup the project for their purposes, prior to Engineering doing their setup work.



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Step 5 - Define Engineering Definitions

There are a number of definitions, listed below, that should generally be defined prior to baselining and executing the project. These are
described in later chapters:
 Document Types (on page 270)
 Document Status (on page 290)
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 Engineering Classes (on page 291)

 Time Phased Data Curves (on page 271)
Step 6 - Define Engineering Settings

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There are several Engineering Settings (on page 454) and options that affect how PRISM operates. Many of those settings need to be
defined prior to baselining an Engineering project.
Step 7 - Develop Baseline

The Baseline Development process for managing engineering deliverables starts with creating a list of engineering documents that are
planned to be developed for the project. If budgeting is performed at the document level, then the baseline budget hours for each document
are entered. Engineering Accounts are created and Engineering Documents are cross-referenced to each Account. Calculations are used to
summarize the total Baseline Budget Hours for each Engineering Account from the Hours assigned to the Engineering Documents.
In some cases, Engineering Accounts are created to track engineering tasks, such as meetings, walk-downs, reviews, etc. In these cases, there
are no Engineering Documents associated with the Account, therefore baseline budget hours are applied directly to the Engineering Account.
The Engineering Account's Baseline Budget Hours can be distributed across time to generate a Performance Measurement Baseline for
Engineering. Schedule dates can come from Engineering Documents linked to the Engineering Account or can be copied from Schedule
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Activities imported into PRISM 's Cost Management package and cross-referenced to the Engineering Account. Distribution curves are
assigned to the Engineering Accounts, providing an algorithm for spreading the Hours across time. A calculation is then run which spreads the
Baseline Budget Hours.
The following process flow diagram indicates the various steps taken during the Baseline Development process. This chapter focuses on
developing a list of Engineering Documents. The next chapter focuses on generating Engineering Accounts in order to create the Performance
Measurement Baseline, which is the bulk of the items in the process flow diagram.
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Engineering Reports used as a basis for approving the Performance Measurement Baseline are generated.
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Engineering Monitoring and Analysis

The Monitoring and Analysis process starts at the beginning of project execution and is repeated every Reporting Period until the project is
completed. It begins with statusing Engineering Documents which include assigning completion dates to milestones. Next, the Actual Hours
collected from a financial system are entered or imported. Any changes to the budget or schedule dates are then entered. The Approved
Budget is calculated based on those changes. A Percent Complete Method is assigned to Engineering Documents and Engineering Accounts.
The Engineering Account totals are calculated in order to update the Actual totals, the Percent Complete, and the Earned Value. The Earned
Value data is used to help determine changes to the Forecast, which are then entered. Finally, reports are generated and provided to the
project stakeholders and the Reporting Period is closed.
The following process flow diagram indicates the various steps taken during the Baseline Development process.
Step 1 - Status Engineering Documents

Each Engineering Document is reviewed and updated with the current Document Status code, Revision Number and Date, and the Estimate to
Complete Hours. Other schedule dates such as Issue for Approval, Construction, and for Bid are re-forecast. And finally, the Actual Finish Date
of each Document's completed Milestones is entered.
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Step 2 - Enter Actuals

Actual Hours are entered against Engineering Documents or Engineering Accounts each Reporting Period. This data is necessary for analyzing
engineering performance. Actual Hours are applied manually or imported from a file.

Engineering Changes to the baseline or forecast that occurred during the current reporting period are entered. The Change Management
system is used to formally track approved scope changes, budget shifts, contingency draw-downs, and Estimate At Completion modifications
on Engineering Accounts.
The current schedule and the baseline schedule are modified using an external scheduling application. They are separately imported into
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PRISM 's Cost Management package and then used to update schedule dates and time phased data for each Engineering Account.

Engineering Accounts and Engineering Documents are assigned Percent Complete Methods which are algorithms used to calculate progress
and are indicated as a percent complete on Accounts and Documents. Once set, the Percent Complete Method should not be changed from
one reporting period to another. If the Percent Complete Method is set to Manual then the Percent Complete will have to be entered each
reporting period.
Step 5 - Calculate Approved Budget, Actuals, and Earned Value

After Engineering Changes are entered and Percent Complete Methods are assigned, the Engineering Account Totals calculation must be run.
This function calculates the Approved Budget Hours for each Engineering Account and it adjusts the Estimate to Complete based on Actuals to
Date. It also calculates the Percent Complete for each Engineering Account and Engineering Document. Then it uses all this data to calculate
the Earned Value data in the Engineering Accounts.

Periodically you should forecast the remaining effort to complete the Engineering Documents and other Engineering related tasks. Estimate
to Complete Hours can be entered against each Engineering Document. However, if this is too time consuming, the Estimate at Completion
Hours can be entered directly in Engineering Accounts. In addition, the Engineering Change process can be used to enter and track
modifications to the Estimate at Completion in order to maintain an audit trail of EAC changes.
Step 7 - Time Phase Budget and Forecast

Changes to budget and forecast totals are spread (see "Spread Time Phased Data" on page 400) across time and are reflected in the Time
Phased Data subpanes (see "Time Phased Data (Control Accounts)" on page 327).
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Step 8 - Generate Monitoring and Analysis Reports

Engineering Reports are generated and provided to the various project stakeholders of who may include the project manager, engineering
manager, executive management, and the client. Engineering Document reports provide document status, schedule, and forecast
information. Engineering Performance reports provide budget comparison data as well as Earned Value progress, performance, and
productivity data for your project.

At the end of each Reporting Period, and prior to performing monitoring and analysis activities for the next period, the current reporting
period is closed. This function performs several operations which include removing the current period actuals data and entering it into the
actuals to date.
Engineering Percent Complete Methods

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PRISM provides several Percent Complete Methods that meet the EVMS requirements for Earned Value Methodology. In addition, there are
a few non-standard methods. The algorithms associated with each method are described below. These algorithms calculate the Engineering
Documents' and Engineering Accounts' Percent Complete, and the current period Earned Value when the Engineering Account Totals
calculation is run.
Unless noted, the Earned Value for the current period is calculated by multiplying the Approved Budget by the Percent Complete
and subtracting it from the previous period's Earned Value.
Percent Complete Methods for Engineering Accounts:

Composite Weighted Progress is calculated as the weighted average of the composite percent complete of Engineering Documents that
DOC Engineering Documents are linked to Engineering Accounts. The weighting is based on the Approved Budget Hours assigned to each
Percent Complete Engineering Document.
Engineering Accounts are assigned Percent Complete Milestones which have a progressively increasing percent
Milestone Percent
MIL complete for each successive milestone. Each milestone is statused with an Actual Finish Date. The percent
Complete
complete associated with the last finished milestone is applied to the Engineering Account.
This method is similar to the MIL method except the Engineering Account's percent complete can be manually
Milestone - Manual Percent
MME modified. The range of percentage values is limited from the percent complete of the last finished milestone to the
Complete
percent complete associated with the next highest milestone.
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Hours Actual to Date / The Percent Complete is calculated by dividing the Hours Actual to Date by the Hours Estimate at Completion both
HAE Hours Estimate at found on the Engineering Account data pane. One possible use of this method is on a task that tracks site visits and
Completion meetings.
This is for Level-of-Effort (LOE) work and is typically used for support efforts, where deliverables are not being
Hours Budget to Date / produced. It causes the Earned Value to equal the Budget to Date, therefore creating a zero schedule variance.
HEB
Hours Approved Budget The Percent Complete is calculated by dividing the Hours Approved Budget to Date by the Hours Approved Budget
both found on the Engineering Account data pane.
Hours Control Budget To This method is similar to the HEB method except the Approved Budget is replaced with the Control Budget.
HCB Date / The Percent Complete is calculated by dividing the Hours Control Budget to Date by the Hours Control Budget both
Hours Control Budget found on the Engineering Account data pane.
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This method is used when earned value data is calculated outside of PRISM and the user wants both sets of data
Hours Earned Value / to be exactly synchronized.
HEV
Hours Approved Budget The Earned Value To Date values are imported into the Hours Time Phased Hours subpane. Then the Percent
Complete is calculated by dividing the Hours Earned Budget To Date by the Hours Approved Budget.
The Percent Complete assigned to the Control Account is assigned to each Engineering Account that is linked to the
Control Account Percent
CAP Control Account. This method is not recommended since the progress is not based on the Engineering Account's
Complete
percent complete.
Progress is calculated as the weighted average of the composite percent complete of Activities in the Cost
Composite Weighted
Management package that are linked to Engineering Accounts. The weighting precedence first looks at weighting in
SCH Schedule Activities Percent
the Engineering Accounts-Schedule Activity Cross-references subpane. If no weighting is assigned to schedule
Complete
activities in this subpane, then the weighting entered on the Activity data pane is used.
Used when work associated with an Engineering Account is completed. Sets progress to 100%. Actual hours can
FIN 100 Percent Complete
continue to be entered.
Used when work associated with an Engineering Account is completed and you no longer want to accept actual
100 Percent Complete and
CLS hours. Sets progress to 100% and causes the Estimate at Completion to equal the Actual To Date. Warning, when
Closed
using this setting, changes are not reversible once the Calculate Engineering Account Totals calculation is run.
Percent Complete Methods for Engineering Documents:

Engineering Documents are assigned Percent Complete Milestones which have a progressively increasing percent
Milestone Percent
MIL complete for each successive milestone. Each milestone is statused with an Actual Finish Date. The percent
Complete
complete associated with the last finished milestone is applied to the Engineering Document.
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This method is similar to the MIL method except the Engineering Document's percent complete can be manually
Milestone - Manual Percent
MME modified. The range of percentage values is limited from the percent complete of the last finished milestone to the
Complete
percent complete associated with the next highest milestone.
Actual To Date / (Actual To The Actual To Date hours worked on a document is divided by the Actual Hours To Date plus the hours Estimated to
ACT
Date + ETC) Complete the work. Use this method if entering Actual Hours at the Document level to track performance.
(Baseline Budget - ETC) / The hours expended on work to date is divided by the hours Estimated to Complete (ETC) the work. Use this
ETC
Baseline Budget method if hours expended is important to the completion of the work.
The percent complete assigned to a Master Document is automatically assigned to each Engineering Document
Master Document Percent
MST linked to the Master document. An example for using this method is when multiple disciplines are providing input
Complete
into a single document, such as a specification or 3-D models which generate several 2-D drawings.
Composite Weighted
Progress is calculated as the weighted average of all linked Engineering Document to the Master Document. This
Engineering Documents
DOC method is applied to the Master Document. The individual Engineering Documents linked to the Master Document
Percent Complete for
will use any other percent complete method.
Master Documents
The Percent Complete assigned to the Engineering Account is assigned to each Engineering Document that is linked
Engineering Account
ACC to the Engineering Account. This method is not recommended since the progress is not based on the Engineering
Percent Complete
Document's percent complete.
100 Percent Complete and Used when work associated with an Engineering Document is completed. Sets progress to 100% and the Estimate to
CLS
Closed Complete hours to zero.
Calculating Engineering Costs

Typically, when data from the Engineering package are used in conjunction with the Cost Management package, Engineering Accounts are
linked to Control Accounts to transfer engineering progress, budget, and forecast hours data.
However, using a specialized process, Cost data can be generated from the Engineering package to estimate the cost of Engineering Accounts
that are linked to Control Accounts. This data is derived from Labor Category IDs assigned to an Engineering Account. The Bare Cost Rates or
the Time and Materials Rate defined for the Category, depending on the Labor Type assigned to the Control Account, is used and multiplied by
the Approved Budget Hours to calculate the Engineering Costs.
The following process describes the various steps taken to calculate Control Account cost data from the Engineering package. Much of the
setup may be performed during the Engineering baselining process. However, in order to calculate costs from Engineering Hours, the
following steps must be initiated before and during the baselining process.
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Step 1 - Define Categories

Labor Categories (see "Enterprise Categories" on page 275) are defined. Bare Rates, Time and Material Rates, and Indirect Cost Multipliers
(see "Multipliers" on page 287) can be assigned to each Category. This becomes the basis for calculating costs on Control Accounts using
Engineering Hours data.
Step 2 - Assign Control Elements to Engineering Accounts

Default Control Element IDs are assigned to Engineering Accounts in the Engineering Settings form to enable the transfer of Hours and Cost
data to the Cost Management package. If these Element IDs are not assigned in the Engineering Settings form, data will not be transferred to
the Control Accounts-Control Element Hours and Control Accounts-Control Elements Cost subpanes.
Note that only one Hours Element and one Cost Element can be assigned to the Engineering package. There is not an option to
define Control Elements on each individual Engineering Account.
Step 3 - Develop Engineering Baseline

The Baseline Development Process (see "Engineering Baseline Development" on page 98) should be initiated prior to executing the
Engineering project.
Step 4 - Assign a Labor Category ID to an Engineering Account

A Labor Category ID (see "Enterprise Categories" on page 275) is assigned to an Engineering Account. Since only one Labor Category can be
assigned to an Engineering Account, it should be the mean Category for the work being performed on the Account.
Note that because of this limitation of only being able to assign one Labor Category to an Engineering Account, the cost data is
more of a high-level Estimate.
Step 5 - Link Engineering Accounts to Control Accounts

By cross-referencing a Control Account to the Engineering Account, data can be transferred from the Engineering package to the Cost
Management package. This Control Account should be used strictly for Engineering Account hours and cost.
Step 6 - Calculate Control Accounts Baseline Using Engineering Data

Once the Control Elements and the Labor Category ID has been assigned to the Engineering Account and the Account is linked to a Control
Account, the Control Account Totals (see "Calculate Control Account Totals" on page 394) need to be calculated. This is done by selecting the
Use Engineering Hours option on the Calculate Control Accounts calculation.
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This calculation will use the Budget Hours for the Engineering Account. For Control Accounts with the Labor Rate Type defined as Cost Plus,
the calculation is Budget Hours x Bare Cost Rate. This calculation could include Multipliers (on page 287) if they are assigned to the Category
ID. For a Control Account with the Labor Rate Type defined as Time and Materials, the calculation is the Budget Hours x the Time and
Materials Rate.
The Hours and Cost data is displayed in the Control Account Totals group box in the data pane as well as the Control Elements and Time
Phased Data subpanes.
The Schedule Dates from the Engineering Accounts are also transferred into the Control Accounts. The linked Engineering Accounts' earliest
Schedule Start Dates and the latest Schedule Finish Dates are calculated as the Control Accounts' Early Start and Early Finish Dates.
When this calculation is run, the Time Phased Data Curves automatically default to ENGINEER for the Baseline, Approved, Control Budgets,
and Estimate To Complete.
Note that Engineering data cannot be transferred and calculated in the Cost Management package unless the Engineering data
has been time phased in the Engineering package.
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Procurement Processes
The Procurement package encompasses a sequential process for generating and tracking Requests for Quotation and Purchase Orders. Before
entering data into the Procurement package, there are several settings, options, and definitions that need to be identified. Once Purchasing
receives an Engineering Requisition, then a Request for Quotation is generated along with its Procurement Schedule. The Request for
Quotation documents are sent to a selected group of Bidders who then submit their bids. Each bid received is compared and analyzed and a
winning Bidder is selected. The Purchase Order is awarded and committed, and Letters of Regret are sent to the unselected Bidders. The
Purchase Order is divided into one or more Shipments and each Shipment is tracked with its own shipment schedule. At the completion of the
procurement, the Supplier's performance can be evaluated.
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Procurement Project Setup

The process for setting up the Procurement package begins with the gathering of project-specific data, which is used to create and define a
G2 G2
new project in PRISM . Much of the project setup may be performed during the setup of other PRISM packages, such as Cost Management.
G2
For instance, a new project may have already been created in PRISM and the Project Settings defined.



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Step 5 - Define Definitions

projects, however, you may choose to use currencies developed and maintained by the enterprise. Change Status (on page 273) codes, above
and beyond those developed for the enterprise, are defined.
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There are a number of Procurement Definitions that should generally be defined prior to baselining and executing the project. These are
 Delivery Addresses (on page 300)
 Attachments (see "Attachments (Contracts)" on page 520)
 Agreement Types (on page 277)
 Events (on page 293)
 Event Templates (on page 294)
 Payment Terms (on page 300)
 Delivery Terms (on page 300)
Step 6 - Define Suppliers List

A list of Suppliers is maintained at the Enterprise level. This list is used to assign bidders to a Request for Quotation and a winning bidder is
selected to award the Purchase Order.
Step 7 - Define Procurement Settings

G2
There are several Procurement Settings and options that affect how PRISM operates. Many of those settings need to be defined prior to
baselining a Procurement project.
Request for Quotation Generation

The Request for Quotation process is sequentially performed and begins once a Purchase Requisition is received (developed using the
Equipment/Materials package). The Request for Quotation is created, statused, and assigned Delivery Addresses, Line Items, and to Control
Accounts. A Procurement Schedule is set and Attachments and Engineering Documents are assigned. Bidders are selected and any
Bidder-specific letters are assigned. Finally, the Request for Quotation documents are printed and sent to the selected Bidders.
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Step 1 - Receive Requisitions and Create Request for Quotations

Purchase Requisitions (developed in the Equipment/Materials package) can be used to initiate the Procurement process. Once notified, a
Request for Quotation is created.
Step 2 - Assign Status and Delivery Addresses

The initial Status of the Request for Quotation is assigned and updated during the life of the Procurement. Delivery Addresses are assigned so
that the seller knows the contact information where communications, documentation, shipments, and invoices are sent.
Step 3 - Assign Line Items and Control Accounts

Line Items identifying the specific equipment, material, or other items to be procured are assigned to the Request for Quotation. The Request
for Quotation and/or the Line Items are linked to Control Accounts from the Cost Management package so that commitment data can be
transferred from the Procurement package to the Cost Management package.
Step 4 - Set Procurement Schedules

A Procurement Schedule is developed for the Request for Quotation that identifies the sequential events that are planned in order to track
the Request for Quotation/Purchase Order to completion.
Step 5 - Link Attachments and Engineering Documents

External boiler-plate documents are copied and linked to the Request for Quotation. If need be, the attached documents are revised to
account for the specific nature of the Request for Quotation. Engineering Documents defined in the Engineering package are linked to Request
for Quotations in order to determine when Engineering Documents are complete so that bid packages can be sent to Bidders.
Step 6 - Assign Bidders and Bidder Letters

Bidders from the Suppliers List are assigned to a Request for Quotation. Bidder Letters are assigned to the Request for Quotation if the Bidder
Letter Templates need to be overridden.
Step 7 - Print Request for Quotations and Send to Bidders

The Request for Quotation documents, the Bidder Letters, and any external documents to be added to the bid package, are printed and sent
to each Bidder.
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Bid Analysis and Purchase Order Award

The Bid Analysis and Purchase Order Award Process is sequentially performed and begins once bids are received from Suppliers. The receipt
of each bid is analyzed to select the winning Bidder. Once a Supplier's bid is selected, the Request for Quotation is converted to a Purchase
Order and the costs are committed. Additional information about the Supplier is entered, Line Items are updated with unit prices and other
data, and the Procurement Schedule is updated. The Purchase Order documents are then printed and sent to the winning Bidder along with
an Award Letter, while Letters of Regret are sent to the unselected Bidders.
Step 1 - Receive and Analyze Bids

As bids are completed and returned to the buyer, the receipt of those bids is tracked. Once all bids are returned, an analysis spreadsheet is
generated and linked to the Request for Quotation. The outcome of the analysis is to determine the bid that meets the Request for Quotation
requirements at the lowest price.
Step 2 - Award Purchase Order

The Purchase Order is awarded to the winning bidder. The Purchase Order is also committed so that Line Item cost data is transferred as
commitment data to the Cost Management package.
Step 3 - Enter Payment/Delivery Terms

The Payment Terms, Delivery Terms, and related contractual information are entered.
Step 4 - Update Line Items and Procurement Schedule

If the final purchase agreement modifies the pricing, quantities, etc., those changes are applied to the Purchase Order. Additional Line Item
information is entered as necessary. The forecast of the Procurement Schedule is updated. This includes entering the forecast of the delivery
dates.
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Step 5 - Progress Purchase Order

Over time, the items being procured are fabricated and delivered. The progress, in terms of percent complete, quantity delivered to date, and
hours worked for each Line Item can be tracked in order to calculate the Purchase Order's Percent Complete.
Step 6 - Print Purchase Order Documents and Send to Winning Bidder

The Purchase Order documents, the Award Letter, and any external documents to be included with the Purchase Order, are printed and sent
to the winning bidder.
Step 7 - Send Letters of Regret to Losing Bidders

The Letters of Regret are printed and sent to each of the bidders that were not selected.
Purchase Order Shipments

Managing Shipments is a straightforward process where one or more Shipments are developed for each Purchase Order. Line Items are
assigned to each Shipment and a Shipment Schedule is added and updated as the Shipment Events are completed. Shipment reports are
printed, as necessary.
Step 1 - Assign Shipments to a Purchase Order

Each Purchase Order is assigned one or more Shipments, each with its own ship point.
Step 2 - Add Line Items to Shipments

The Purchase Order's Line Items are assigned to and split among the various Shipments to ensure the entire quantity of items are accounted
for.
Step 3 - Add/Update Shipment Schedule

A Shipment Schedule is planned for each Shipment. During the life of a Shipment, the Shipment Schedule is tracked, and the forecast updated.
Step 4 - Print Shipment Reports

Shipment reports are printed to review the schedule and status of the various Shipments.
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Purchase Order Changes

Changes are initiated due to changes in Scope which impact Purchase Orders that have been awarded. Items may need to be added or
quantities may need to be changed. The Change Process includes creating a Change and adding Line Item Changes that are linked to the
Change. Addendums associated with the Change are linked to the Purchase Order, the Procurement and Shipment schedules are updated,
and Change reports are generated. Change reports can be sent to the Supplier to obtain their concurrence, if needed.
Step 1 - Create and Status Changes

When a Purchase Order is to be modified, a Change record is created and specific data entered to categorize and Status the Change. The
Status is updated to reflect the workflow and approval process.
Step 2 - Add Line Item Changes

Line Item Changes are assigned to a Purchase Order to purchase additional quantities of items, to add new items or to remove items. This
provides an audit trail, indicating how Purchase Orders are modified over time. Only Changes that are approved will affect the Approved Cost
of the Purchase Order.
Step 3 - Assign Addendums

External Addendum documents are linked to the Purchase Order. These documents can be used to thoroughly describe changes to a Purchase
Order.
Step 4 - Update Event Schedules

It is likely that Changes in items being purchased change the Procurement and the Shipment Schedules. In fact, it might require Shipments to
be modified or additional Shipments to be added.
Step 5 - Print Purchase Order Change Reports

The Purchase Order Change report is printed and sent to the seller to communicate the changes to the Purchase Order. Other Change reports
are printed in order to track the various Purchase Order Changes.
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Contracts Processes
The Contracts package encompasses a sequential process for generating and tracking Requests for Proposal and Contracts. Before entering
data into the Contracts package, there are several settings, options, and definitions that need to be identified. Requests for Proposal are
generated along with its Contract Schedule. The Request for Proposal documents are sent to a selected group of Bidders who then submit
their bids. Each bid received is compared and analyzed and a winning Bidder is selected. The Contract is awarded and committed, and Letters
of Regret are sent to the unselected Bidders. Toward the end of the project a punch list is generated and remaining items are tracked to
completion. At the completion of the contract, the Contractor's performance can be evaluated.
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User Guide
Contracts Project Setup

The process for setting up the Contracts package begins with the gathering of project-specific data, which is used to create and define a new
G2 G2
project in PRISM . Much of the project setup may be performed during the setup of other PRISM packages, such as Cost Management. For
G2
instance, a new project may have already been created in PRISM and the Project Settings defined.


118


G2
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Step 5 - Define Definitions

projects, however, you may choose to use currencies developed and maintained by the enterprise. Change Status (on page 273) codes, above
and beyond those developed for the enterprise, are defined.
There are a number of Contracts Definitions that should generally be defined prior to baselining and executing the Project. These are
 Delivery Addresses (on page 300)
 Attachments (see "Attachments (Contracts)" on page 520)
 Agreement Types (on page 277)
 Events (on page 293)
 Event Templates (on page 294)
Step 6 - Define Contractors List

A list of Contractors is maintained at the Enterprise level. This list is used to assign bidders to a Request for Proposal and a winning bidder is
selected to award the Contract.
Step 7 - Define Procurement Settings

G2
There are several Contracts Settings (on page 522) and options that affect how PRISM operates. Many of those settings need to be defined
prior to baselining a Request for Proposal.
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Request for Proposal Generation

The Request for Proposal process is sequentially performed and begins once the Scope of Work is received. The Request for Proposal is
created, statused, and assigned Delivery Addresses, Pay Items, and to Control Accounts. A Contract Schedule is set and Attachments and
Engineering Documents are assigned. Bidders are selected and any Bidder-specific letters are assigned. Finally, the Request for Proposal
documents are printed and sent to the selected Bidders.
This chapter describes the Request for Proposal process steps up to linking Attachments. The following chapter describes the remaining steps
in the Request for Proposal process.
Step 1 - Receive Scope of Work and Create Request for Proposals

The Scope of Work can be used to initiate the Contracts process. Once notified, a Request for Proposal is created.
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Step 2 - Assign Status and Delivery Addresses

The initial Status of the Request for Proposal is assigned and updated during the life of the Contract. Delivery Addresses are assigned so that
the seller knows the contact information where communications, documentation, shipments, and invoices are sent.
Step 3 - Assign Pay Items and Control Accounts

Pay Items identifying the specific services to be rendered are assigned to the Request for Proposal. The Request for Proposal and/or the Pay
Items are linked to Control Accounts from the Cost Management package so that commitment data can be transferred from the Contracts
package to the Cost Management package.
Step 4 - Set Contracts Schedules

A Contracts Schedule is developed for the Request for Proposal that identifies the sequential events that are planned in order to track the
Request for Proposal/Contract to completion.
Step 5 - Link Attachments and Engineering Documents

External boiler-plate documents are copied and linked to the Request for Proposal. If need be, the attached documents are revised to account
for the specific nature of the Request for Proposal. Engineering Documents defined in the Engineering package are linked to Request for
Proposals in order to determine when Engineering Documents are complete so that bid packages can be sent to Bidders.
Step 6 - Assign Bidders and Bidder Letters

Bidders from the Contractors List are assigned to a Request for Proposal. Bidder Letters are assigned to the Request for Proposal if the Bidder
Letter Templates need to be overridden.
Step 7 - Print Request for Proposal and Send to Bidders

The Request for Proposal documents, the Bidder Letters, and any external documents to be added to the bid package, are printed and sent to
each Bidder.
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Bid Analysis and Contract Award

The Bid Analysis and Contract Award Process is sequentially performed and begins once bids are received from Contractors. The receipt of
each bid is analyzed to select the winning Bidder. Once a Contractor's bid is selected, the Request for Proposal is converted to a Contract and
the costs are committed. Additional information about the Contractor is entered, Pay Items are updated with unit prices and other data, and
the Contract Schedule is updated. The Contract documents are then printed and sent to the winning Bidder along with an Award Letter, while
Letters of Regret are sent to the unselected Bidders.
Step 1 - Receive and Analyze Bids

As bids are completed and returned to the buyer, the receipt of those bids is tracked. Once all bids are returned, an analysis spreadsheet is
generated and linked to the Request for Proposal. The outcome of the analysis is to determine the bid that meets the Request for Proposal
requirements at the lowest price.
Step 2 - Award Contract

The Contract is awarded to the winning bidder. The Contract is also committed so that Pay Item cost data is transferred as commitment data
to the Cost Management package.
Step 3 - Enter Payment/Delivery Terms

The Payment Terms, Delivery Terms, and related contractual information are entered.
Step 4 - Update Pay Items and Contract Schedule

If the final contract agreement modifies the pricing, quantities, etc., those changes are applied to the Contract. Additional Pay Item
information is entered as necessary. The forecast of the Contract Schedule is updated. This includes entering the forecast of the delivery
dates.
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Step 5 - Progress Contract

Over time, the services being rendered are completed. The progress, in terms of percent complete, and hours worked for each Pay Item can
be tracked in order to calculate the Contract's Percent Complete.
Step 6 - Print Contract Documents and Send to Winning Bidder

The Contract documents, the Award Letter, and any external documents to be included with the Contract, are printed and sent to the winning
bidder.
Step 7 - Send Letters of Regret to Losing Bidders

The Letters of Regret are printed and sent to each of the Bidders that were not selected.
Contracts Changes
Changes are initiated due to changes in scope which impact Contracts that have been awarded. Pay Items may need to be added or quantities
may need to be changed. The Change Process includes creating a Change and adding Pay Item Changes that are linked to the Change.
Addendums associated with the Change are linked to the Contract, the Contract schedule is updated, and Change reports are generated.
Change reports can be sent to the Contractor to obtain their concurrence, if needed.
Step 1 - Create and Status Changes

When a Contract is to be modified, a Change record is created and specific data entered to categorize and Status the Change. The Status is
updated to reflect the workflow and approval process.
Step 2 - Add Line Item Changes

Pay Item Changes are assigned to a Contract to purchase additional services, to add new scope or to remove scope. This provides an audit
trail, indicating how Contracts are modified over time. Only Changes that are approved will affect the Approved Cost of the Contract.
Step 3 - Assign Addendums

External Addendum documents are linked to the Contract. These documents can be used to thoroughly describe changes to a Contract.
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Step 4 - Update Event Schedules

It is likely that Changes in services being rendered change the Contract Schedules.
Step 5 - Print Purchase Order Change Reports

The Contracts Change report is printed and sent to the seller to communicate the changes to the Contract. Other Change reports are printed
in order to track the various Contract Changes.
Field Management Processes

The Field Management package utilizes a sequential process for entering, statusing, and progressing Progress Accounts and Progress Items.
The processes associated with the Field Management package are built around the lifecycle of a project which is performed in two main
phases:
G2
The Baseline Development phase is when the Field Management project is defined and setup in PRISM . It includes the integration of the
technical scope of work with the project budget and schedule within the Performance Measurement Baseline. During the Baselining phase,
there are several settings, options, and definitions that are set before data is entered. Progress Items can be created to track and progress
quantities and hours at a lower level and can be linked to Progress Accounts to define the Account's baseline. If progress is being tracked at a
higher level, quantities and hours can be entered and tracked at the Progress Account level. Progress Accounts can be used for grouping
Progress Items or the Field Management project's baseline can be developed at the Account level. Baseline Budget quantities and hours are
entered for Progress Accounts and Progress Items. Approved Schedule Dates and Distribution Curves are assigned to each Progress Account in
order to generate a time phased Performance Measurement Baseline.
Each Reporting Period, Progress Items and Progress Accounts are statused. This includes entering Quantities Installed and Actual Hours
worked and forecasting the Estimate at Completion quantities and hours and the Current Schedule Dates. Field Management Changes that
affect the Approved Budget, Control Budget, and Forecast are entered. Progress is calculated, Budget Quantities and Hours are time phased,
reports are generated, and the Reporting Period is closed. Reports are issued to management to highlight the main issues and corresponding
corrective actions. Monitoring and Analysis continues until the project is complete.
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User Guide
Field Management Baseline Development

The Baseline Development Process should be initiated prior to executing the Field Management project. There are a series of steps that must
be performed in order to develop the Performance Measurement Baseline. These steps take place after the project data is gathered and the
G2
new PRISM project is created.
The Field Management project is first setup, which is graphically displayed in the process flow diagram below.
Note that some of these steps may be performed by other project personnel. For instance, a Cost Control professional might
setup the project for their purposes, prior to Field Management doing their setup work.



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Step 4 - Define Field Management Definitions

There are a few definitions that should generally be defined prior to baselining and executing the Field Management project, and are listed
below:
 Rules of Credit (on page 301)
 Time Phased Data Curves
Step 5 - Define Field Management Settings

G2
There are several Field Management Settings (on page 589) and options that affect how PRISM operates. Many of those settings need to be
defined prior to baselining a project.
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User Guide
Step 6 - Develop a Baseline

The Baseline Development process for monitoring and tracking progress on a Field Management project begins with defining how progress
G2
will be measured. This ensures the project is progressing according to the schedule. To do this in PRISM , Progress Accounts are created,
defined, and budgeted based on how Field progress will be measured. Baseline quantities and hours are entered for each Progress Account.
The Progress Account's Baseline Budget Quantities and Hours can be distributed across time to generate a performance measurement
baseline for Field progressing. Schedule dates can be entered for Progress Accounts or can be copied from Schedule Activities imported into
G2
PRISM 's Cost Management package and cross-referenced to the Progress Account. Distribution curves are assigned to the Progress
Accounts, providing an algorithm for spreading the Quantities and Hours across time. A calculation is then run which spreads the Baseline
Budget data.
In some cases, Progress Items are created to monitor and track quantities and hours of the project at a lower level of detail. Progress Items
are cross-referenced to Progress Accounts. Calculations can then be used to summarize Baseline Budget data for each Progress Account from
the Quantities and Hours assigned to the Progress Items. Schedule Dates for a Progress Account can also come from the Progress Items linked
to the account.
The following process flow diagram indicates the various steps taken during the Baseline Development process. This chapter focuses on
developing Progress Accounts to develop a Performance Measurement Baseline. The next chapter focuses on generating Progress Items, and
they can be defined, if tracking progress and reporting is required at a lower level.
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Field Management reports used as a basis for approving the Performance Measurement Baseline are generated.
Field Management Monitoring and Analysis

The Monitoring and Analysis process starts at the beginning of project execution and is repeated every Reporting Period until the project is
completed. It begins with statusing Progress Accounts and/or Progress Items which include statusing quantities or Rules of Credit. Next, Actual
Data is collected from a financial system and either entered or imported. Any changes to the budget or schedule dates are then entered. The
Approved Budget is calculated based on those changes. A Percent Complete Method is assigned to Progress Accounts and Progress Items. The
Progress Account totals are calculated in order to update the Actual totals, the Percent Complete, and the Earned Value. The Earned Value
data is used to help determine changes to the Forecast, which are then entered. Finally, reports are generated and provided to the project
stakeholders and the Reporting Period is closed.
The following process flow diagram indicates the various steps taken during the Monitoring and Analysis process.
Step 1 - Status Progress Items/Progress Accounts

Each Progress Account/Item is reviewed and updated with the Estimate to Complete Quantities and Hours. If Rules of Credit are being used at
either the Account or Item level the Quantities Completed and Planned and Finish Dates need to be updated. Other schedule dates such as
Issue for Approved, are re-forecast.
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Step 2 - Enter Actuals

Actual Quantities and Hours are entered against Progress Accounts each Reporting Period. The data are necessary for analyzing performance.
Actual Quantities and Hours are applied to Progress Accounts manually or imported from a file to populate the Accounts.

Field Management Changes to the baseline or forecast that occurred during the current reporting period are entered. The Change
Management system is used to formally track approved scope changes, budget shifts, contingency draw-downs, and Estimate At Completion
modifications on Progress Accounts.
The current schedule and the baseline schedule are modified using an external scheduling application. They are separately imported into
G2
PRISM 's Cost Management package and then used to update schedule dates and time phased data for each Progress Account.

Progress Accounts and Progress Items are assigned Percent Complete Methods which are algorithms used to calculate progress and are
indicated as a percent complete on Accounts and Items. Once set, the Percent Complete Method should not be changed from one reporting
period to another. If the Percent Complete Method is set to Manual then the Percent Complete will have to be entered each Reporting Period.
Step 5 - Calculate Approved Budget, Actuals, and Earned Value

After Field Management Changes are entered and Percent Complete Methods are assigned, the Field Management Totals calculation must be
run. This function calculates the Approved Budget Quantities and Hours for each Progress Account and it adjusts the Estimate to Complete
based on Actuals to Date. It also calculates the Percent Complete for each Progress Account and Progress Item. Then it uses all this data to
calculate the Earned Value data in the Progress Accounts.

Periodically you should forecast the remaining effort to complete the Progress Accounts and Progress Items. Estimate to Complete Quantities
and Hours can be entered against each Progress Account and Progress Item. However, if this is too time consuming, the Estimate at
Completion Quantities Hours can be entered directly in Progress Accounts. In addition, the Field Management Change process can be used to
enter and track modifications to the Estimate at Completion in order to maintain an audit trail of EAC changes.
Step 7 - Time Phase Budget and Forecast

Changes to budget and forecast totals are spread across time and are reflected in the Time Phased Data subpane.
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Step 8 - Generate Monitoring and Analysis Reports

Field Management Reports are generated and provided to the various project stakeholders who may include the project manager,
construction manager, executive management, and the client. Progress Account reports provide status, schedule, and forecast information.
Field Management Performance reports provide budget comparison data as well as Earned Value progress, performance, and productivity
data for your project.

At the end of each Reporting Period, and prior to performing monitoring and analysis activities for the next period, the current Reporting
Period is closed. This function performs several operations which include removing the current period actuals data and entering it into the
actuals to date.
Field Management Percent Complete Methods

G2
PRISM provides several Percent Complete Methods that meet the EVMS requirements for Earned Value Methodology. In addition, there are
a few non-standard methods. The algorithms associated with each method are described below. These algorithms calculate the Progress
Items' and Progress Accounts' Percent Complete, and the current period Earned Value when the Field Management calculation is run.
Unless noted, the Earned Value for the current period is calculated by multiplying the Approved Budget by the Percent Complete
and subtracting it from the previous period's Earned Value.
Percent Complete Methods for Progress Accounts:

Percent Complete and subtracting the previous periods Earned Value. The Control Earned Value is
calculated in the same manner except the Control Budget and Control Earned Value data is used.
This is a preferred method for calculating performance for discrete work where quantities are tracked.
Quantity Actual to Date /
QAE The Percent Complete is calculated by dividing the Quantity Actual to Date by the Quantity Estimate at
Completion.
This method is used for Level-of-Effort work controlled by quantity. It causes the Earned Value to equal
Quantity Approved Budget To Date / the Budget to Date, therefore creating a zero schedule variance for Quantities.
QEB
Quantity Approved Budget The Percent Complete is calculated by dividing the Quantity Approved Budget to Date by the Quantity
Approved Budget.
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User Guide
This method is similar to the QEB method except the Approved Budget is replaced with the Control
Quantity Control Budget To Date / Budget.
QCB
Quantity Control Budget The Percent Complete is calculated by dividing the Quantity Control Budget to Date by the Quantity
Control Budget.
G2
This method is used when earned value data is calculated outside of PRISM and user wants both sets
of data to be exactly synchronized.
Quantity Earned Budget To Date /
QEV The Quantity Earned Value To Date values are imported into the Time Phased subpane using the Import
Quantity Approved Budget
TPD feature. Then the Percent Complete is calculated by dividing the Quantity Earned Budget To Date
by the Quantity Approved Budget. However, the Earned Value is calculated for Hours and Cost.
Progress Accounts are assigned Rules associated with the Rules of Credit, which have a defined weight
that total 100 percent. As quantities are completed they are statused and given a Rules of Credit
ROC Rules of Credit
Percent Complete based on their weight. The percent complete for the Progress Account is the total
Rules of Credit percent complete.
Hours Actual to Date / The Percent Complete is calculated by dividing the Hours Actual to Date by the Hours Estimate at
HAE Completion both found on the Progress Account data pane. One possible use of this method is on a task
Hours Estimate at Completion that tracks site visits and meetings.
This is for Level-of-Effort (LOE) work and is typically used for support efforts, where deliverables are not
Hours Budget to Date / being produced. It causes the Earned Value to equal the Budget to Date, therefore creating a zero
HEB
Hours Approved Budget schedule variance. The Percent Complete is calculated by dividing the Hours Approved Budget to Date
by the Hours Approved Budget both found on the Progress Account data pane.
This method is similar to the HEB method except the Approved Budget is replaced with the Control
Hours Control Budget To Date / Budget.
HCB
Hours Control Budget The Percent Complete is calculated by dividing the Hours Control Budget to Date by the Hours Control
Budget both found on the Progress Account data pane.
G2
This method is used when earned value data is calculated outside of PRISM and the user wants both
sets of data to be exactly synchronized.
Hours Earned Value /
HEV The Earned Value To Date values are imported into the Hours Time Phased Data subpane. Then the
Hours Approved Budget
Percent Complete is calculated by dividing the Hours Earned Budget To Date by the Hours Approved
Budget.
Progress is calculated as the weighted average of the composite percent complete of Progress Items
Composite Weighted Progress Items
CPI that are linked to Progress Accounts. The weighting is based on the Approved Budget Hours assigned to
Percent Complete
each Progress Item.
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Progress is calculated as the weighted average of the composite percent complete of Activities in the
Cost Management package that are linked to Progress Accounts. The weighting precedence first looks
Composite Weighted Schedule
SCH at weighting in the Progress Accounts-Schedule Activity Cross-references subpane. If no weighting is
Activities Percent Complete
assigned to schedule activities in this subpane, then the weighting entered on the Activity data pane is
used.
Used when work associated with a Progress Account is completed. Sets progress to 100%. Actual
FIN 100 Percent Complete
hours can continue to be entered.
Used when work associated with a Progress Account is completed and you no longer want to accept
actual hours. Sets progress to 100% and causes the Estimate at Completion to equal the Actual To
CLS 100 Percent Complete and Closed
Date. Warning, when using this setting, changes are not reversible once the Calculate Field
Management Totals calculation is run.
Percent Complete Methods for Progress Items:


Percent Complete and subtracting the previous periods Earned Value.
Progress Items are assigned Rules associated with the Rules of Credit, which have a defined weight that
total 100 percent. As quantities are completed they are statused and given a Rules of Credit Percent
ROC Rules of Credit
Complete based on their weight. The percent complete for the Progress Item is the total Rules of Credit
percent complete.
The Percent Complete is calculated by subtracting the Quantity Estimate to Complete from the
(Approved Quantity Budget - ETC) /
QTC Approved Quantity Budget. The difference is then divided by the Approved Quantity Budget, both
Approved Budget
found on the Progress Items data pane.
The Percent Complete is calculated by subtracting the Hours Estimate to Complete from the Approved
(Approved Hours Budget - ETC) /
HTC Hours Budget. The difference is then divided by the Approved Hours Budget, both found on the
Approved Budget
Progress Items data pane.
The Percent Complete assigned to the Progress Account is assigned to each Progress Item that is linked
ACC Progress Account Percent Complete to the Progress Account. This method is not recommended since the progress is not based on the
Progress Item's percent complete.
Used when work associated with a Progress Item is completed. Sets progress to 100% and the Estimate
CLS 100 Percent Complete and Closed
to Complete hours to zero.
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User Guide
Calculating Field Management Costs

Typically, when data from the Field Management package are used in conjunction with the Cost Management package, Progress Accounts are
linked to Control Accounts to transfer Field progress, budget, and forecast quantity and hours data. The data are used to track and monitor
the progress of the Progress Accounts linked to the Control Accounts.
However, using a specialized process, Cost data can be generated from the Field Management package to estimate the cost of a Progress
Accounts quantities and hours. A Labor Category ID is assigned to the Progress Account to generate a Cost Rate per hour. Since only a single
Labor Category ID can be assigned to a Progress Account, it should be the mean category estimated for the work to be completed. The Bare
Cost Rates or the Time and Materials Rate defined for the Category, depending on the Labor Type assigned to the Control Account, is used and
multiplied by the Approved Budget Hours to calculate the cost data for Field Hours.
A Cost Per Quantity is manually entered to calculate costs from quantity data entered for Progress Account. The Cost Per Quantity amount is
multiplied by the Approved Quantities and is then calculated as the Control Account’s quantity cost data.
The following process describes the various steps taken to calculate the cost data from a Progress Accounts quantities and hours data in the
Cost Management package.
Step 1 – Define Categories

Labor Categories are defined. Bare Rates, Time and Material Rates, and Indirect Cost Multipliers can be assigned to each Category. This
becomes the basis for calculating costs derived from Hours data on Progress Accounts. The Cost Rate Type assigned to the Control Account,
will determine which Category Rate is utilized.
Step 2 – Assign Control Elements to Progress Accounts

Default Control Element IDs are assigned to Progress Accounts in the Field Management Settings form. This enables the transfer of quantity
and hours data from the Field Management package to the Cost Management package. Control Elements are defined for both hours and
quantities. Cost elements can be defined for quantity cost data and hours cost data. This can be modified in the Progress Accounts-Cost Rates
subpane, if necessary.
Step 3 – Develop the Field Management Baseline

The Baseline Development Process (see "Field Management Baseline Development" on page 126) should be initiated prior to executing the
Field Management project.
Note that the quantities and hours data must be time phased in the Field Management package in order for the data to be
transferred to the Cost Management package.
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Step 4 – Assign a Labor Category ID to a Progress Account

A Labor Category ID is assigned to a Progress Account in the Progress Accounts-Cost Rates subpane. Since only one Labor Category can be
assigned to a Progress Account, it should be the mean Category for the work being performed on the Account.
Note that because of this limitation of being able to assign only a single Labor Category ID to a Progress Account the cost data
generated from the Progress Account hours is more of a high-level estimate.
Step 5 – Assign a Cost Rate Per Quantity

A Cost Per Quantity is assigned in the Progress Accounts-Cost Rates subpane. This is the estimated cost for each quantity to be
completed/installed.
Step 6 – Link Progress Accounts to Control Accounts

By cross-referencing a Control Account to the Progress Account, data can be transferred from the Field Management package to the Cost
Management package. The Control Account that is cross-referenced to a Progress Account should only be utilized for Field Management data.
Step 7 – Calculate Control Accounts Baseline Using Field Management Data

Once the Control Elements and the Labor Category ID have been assigned to the Progress Account and the Account is linked to a Control
Account, the Control Account Totals (see "Calculate Control Account Totals" on page 394) can be calculated. This is done by selecting the Use
Field Management Data option on the Calculate Account Totals.
This calculation will use the Budgeted Quantities and Hours from the Progress Account.
To calculate cost data from hours depends on the Labor Rate Type assigned to the Control Account. For a Cost Plus Control Account, the
calculation is Budget Quantities/Hours x Bare Cost Rate. This calculation could include Multipliers if they are assigned to the Labor Category ID.
For a Control Account with the Labor Rate Type defined as Time and Materials, the calculation is Budget Hours x Time and Materials Rate.
For Quantities, this calculation uses the Budgeted Quantities x the Cost Per Quantity.
The Quantities, Hours, and Cost data is displayed in the Control Accounts Control Elements and Time Phased Data subpanes.
The Schedule Dates from the Progress Accounts are also transferred to the Control Account. The linked Progress Accounts’ earliest Schedule
Start Dates and the latest Schedule Finish Dates are calculated as the Control Accounts’ Early Start and Early Finish Dates.
When this calculation is run, the Time Phased Data Curves automatically default to PAHOUR for the Baseline, Approved, and Control Budgets
as well Estimate to Complete.
Note that Field Management data cannot be transferred and calculated in the Cost Management package unless the Field
Management data has been time phased in the Field Management package.
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User Guide
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Chapter 5
Understanding the Interface
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To begin using PRISM you need to understand how the application is structured, how to identify and use the various PRISM Interface
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components, and how to customize the PRISM workspace to your advantage.
PRISM G2 Login
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You can access PRISM using a PRISM Shortcut found on your computer's Desktop or via the Microsoft Windows® Start button.
When selected, the Login form appears.
If User IDs and Passwords have not been setup by the System Administrator, then the initial User ID to enter is ADMINISTRATOR and the
password is ADMINISTRATOR, all in caps. If security is not important, you can leave the Administrator's User ID and Password as is. Then,
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when logging in to PRISM , if you right-click on the Login button, the User ID and Password are automatically entered and the application
opens.
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If the Operating System Authentication (on page 813) is enabled in PRISM , the system will automatically enter the User ID based on the
Username entered when accessing Microsoft Windows. All the User will need to do is enter their Password that they use when logging into
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Microsoft Windows. If the User wanting to login into PRISM is the Administrator, then they will have to use a feature to switch the User ID to
Administrator.
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User Guide
The Database browse icon enables you to connect to an existing database or create a new database connection. New database connections
are usually created by the Database or System Administrator. The Database drop-down gives you a list of previously created databases to
choose from.
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Chapter 5 Understanding the Interface
To Login to PRISMG2:
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1) Double-click the PRISM shortcut on your computer Desktop or click the Microsoft Windows Start button, click All Programs, search
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the list of programs, and click PRISM . After a few seconds the Login screen appears.
2) Click in the User ID box and enter the User ID that your System Administrator provided to you.
a. If Operating System Authentication is enabled then the User ID will be automatically set to the Username used with accessing
Microsoft Windows.
b. To login as the Administrator, click the User ID browse feature. This will automatically change the User ID to Administrator.
3) Click in the Password box and enter your Password. You may be provided an initial password by your System Administrator, which
you can modify in Password Options.
4) Click either the Database browse icon or the drop-down, and select the database.
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5) Press ENTER or click the Login button. The PRISM application opens.
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User Guide
PRISM G2 Interface
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The PRISM Interface consists of several components. Understanding the purpose of each component is critical to using PRISM in a
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productive manner. The following graphic indicates the various PRISM Interface components and how they are displayed on screen.
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Title Bar
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At the top of the PRISM application is a Title Bar. Contained in the Title Bar is the name of the software product, PRISM . In addition, if a
project is opened, the Title Bar contains the name of the opened project.
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User Guide
PRISM Button
The PRISM Button, also referred to as the Application Button, has several functions. To access these functions you simply click the PRISM
Button and the menu appears.
There are four main functions to this menu.
 PRISM Button Menu Items - Access the following list of commands, most of
which are project-specific.
 Open Project (on page 198)
 Close Project (on page 198)
 New Project (on page 199)
 Remove Project (on page 201)
 Project Settings (on page 202)
 Project Narratives (on page 212)
 Archive (on page 213)
 Restore (on page 215)
 Purge (on page 219)
 Refresh All Data (on page 195)
 Close All Panes (on page 166)
 Reset All Panes (on page 163)
 Recent Projects - This list indicates the last ten projects (see "Open Project" on
page 198) that were recently opened by the User. You can open any project in
the list by clicking the project title.
 PRISM Options Button - Click this button to access the PRISM Options form
where User preferences are defined.
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 Exit PRISM Button - Click this button to exit the PRISM application.
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PRISM Options
The PRISM Options form is where User preferences are defined. This form is split into two sections, the Categories (left side) and the Options
(right side). Once a category is selected the related options are displayed.
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User Guide
Display Options
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There are several options that affect how the PRISM Interface is displayed.
To Set Display Options:

1) Click the PRISM Button.
2) Click the PRISM Options button.
3) Click the Display category.
4) By default, the Skip Confirmation Question When Creating New Records checkbox is unchecked. When creating a new record you
are prompted whether you want to create a new record. You can answer Yes to create the new record or No to cancel the creation
process and delete the ID. Check this option if you do not want to be prompted when creating a new record.
5) By default, the Save Form Layouts By Project checkbox is unchecked. When this is checked, modifications made to the forms in
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PRISM are saved at the project level.
6) By default, the Enable Alternating Row Coloring checkbox is checked. Uncheck this option if you do not want alternating row colors
on grids.
7) By default, the Show ScreenTips on Ribbon checkbox is checked. Disable this feature if you do not want ScreenTips displayed when
you hover your cursor over a command in the Ribbon.
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8) By default, the Show PRISM G2 Background checkbox is checked. Uncheck this option if you do not want the PRISM background to
be displayed in the data frame.
9) Click the Color Scheme drop-down and select a Color Scheme which changes the color scheme displayed on forms, panes, data
frames, etc. The default color is Black.
10) Click the Language drop-down and select a Language Pack. The default Language is English. You can select a different Language Pack
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which changes every label on commands, menus, forms, panes, and reports within PRISM . The Help system is not affected.
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Additional Language Packs will be available in subsequent versions of PRISM . Please contact ARES Project Management LLC
(http://www.aresprism.com/support/contact/) about purchasing Language Packs that are not currently available.
11) Click the Docking Style drop-down and select either Layered or Layered with Help. This defines how the Docking Mechanism is
displayed.
12) Click OK.
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Save Options
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PRISM allows you to send data from the PRISM database to a file location on your local computer or network. There are four separate
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processes in PRISM for which a Default Folder Path can be pre-defined. Setting Default Folder Paths eliminates the need to select a file
location every time these processes are run:
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 Archive - copy project files from the PRISM database to a file location.
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 Import/Export - export data from the PRISM database to a file location; import data from a file location to the PRISM database.
 Export Report - export a report in a PDF format or other format to a file location.
 Report Temp - export temporary source (xml) files to this file location. This folder is typically used to increase performance when
processing larger reports.
To Set Save Options:

3) Click the Save category.
4) Click the Archive browse icon and select a file location.
5) Click the Import/Export browse icon and select a file location.
6) Click the Export Data browse icon and select a file location.
7) Click the Report Temp browse icon and select a file location.
8) Click OK.
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User Guide
Password Options
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As a PRISM User, you can change your PRISM password at any time. This is useful to maintain a secure environment for your PRISM data.
The System Administrator can also reset your password at any time.
To Change Your PRISMG2 Password:

3) Click the Password category.
4) Click in the Old Password box and enter your Old Password.
5) Click in the New Password box and enter your New Password.
6) Click in the Confirm New Password box and re-enter your New Password.
7) Click the Change Password button.
8) Click OK.
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Quick Access Toolbar

The Quick Access Toolbar contains a set of icons that represent commands. You can customize the Quick Access Toolbar by adding or deleting
almost any command. You can also move the Quick Access Toolbar from the default position above the Ribbon to below the Ribbon to make it
more convenient.
To Add a Command to the Quick Access Toolbar:

1) Right-click a Command on the ribbon tab or the PRISM Button.
2) Click Add to Quick Access Toolbar on the shortcut menu.
To Remove a Command from the Quick Access Toolbar:

1) Right-click a Command Icon in the Quick Access Toolbar.
2) Click Remove from Quick Access Toolbar on the shortcut menu.
To Move the Quick Access Toolbar:

1) Click the Customize Quick Access Toolbar drop-down button, which is to the right of the last icon in the toolbar.
2) If the Quick Access Toolbar is currently in the default position, click Show Below the Ribbon.
3) If the Quick Access Toolbar is currently located below the Ribbon, click Show Above the Ribbon.
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User Guide
Ribbon
The Ribbon is a menu system designed to help you quickly find the Commands that you need to complete a task. Each Ribbon menu is
accessed by selecting a Ribbon Tab. Ribbon Groups are used to logically organize commands together.
The following Ribbon Tabs are found on the Ribbon, depending on what packages are enabled and your security permission:
 Administration - access administrative functions such as setting database connections and assigning users and user permissions.
 Enterprise - define enterprise-level groups, periods, elements, currencies, and other definitions.
 Cost Management - enter, manage, and calculate cost, budget details, and schedule data.
 Engineering - enter and manage engineering documents and engineering work packages.
 Equipment/Materials - enter and manage equipment and materials lists and generate requisitions.
 Procurement - enter and manage purchase orders and request for quotations.
 Contracts - enter and manage contracts and requests for proposals.
 Prime Contracts - enter and manage prime contracts.
 Invoice Management - enter and manage invoices, payment requests, and payments to invoices.
 Field Management - enter and progress quantities to be installed and hours worked.
 Define - define project-specific groups, reporting periods, control elements, currencies, and other definitions.
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 Import/Export - import data into and export data out of the PRISM database.
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 Utilities - run utilities to manage and manipulate PRISM data.
 Reports - access project and enterprise reports and lists; create batches to print several reports at a time.
You have the option to minimize the Ribbon to make more space available on your screen.
To Minimize the Ribbon:

1) Click the Customize Quick Access Toolbar drop-down button.
2) Click Minimize the Ribbon.
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3) To use the Ribbon while it is minimized, click the Ribbon Tab you want to use and then click the option or command you want to use.
After you click the option or command you want, the Ribbon reverts to the minimized position.
To Restore the Ribbon:

1) Click the Customize Quick Access Toolbar drop-down button. Notice the Minimize the Ribbon selection is checked.
2) Click Minimize the Ribbon.
To Quickly Minimize or Restore the Ribbon:

1) Double-click a Ribbon Tab. This will either minimize or restore the Ribbon depending on its current state.
2) Alternatively, use the keyboard shortcut to minimize or restore the Ribbon. Press CTRL+F1.
Help Button
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The Help Button , found on the right-hand side of the Ribbon, is used to access the PRISM Help System. The Help System is also accessed
by pressing the F1 key.
Most people find it more satisfying to find their own answers and it is often quicker than other methods. Options for finding your own
answers are shown in the steps below. If you cannot find the answer quickly, do not hesitate to ask us for help
(prismg2support@aresprism.com).
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PRISM 's Help System contains most of the information you will need to successfully work with PRISM . If you prefer, print-out the User
Guide and use it as an alternative to the software Help system.
To Use the Help System:

1) Click the Help Button. The Help file opens to the Contents tab.
2) Find the information you need by selecting one of the tabs:
a. Contents tab - navigate and drill-down into the topic hierarchy by clicking the expand buttons. To view a topic, click on a
topic title.
b. Index tab - view the index which is listed alphabetically. To view a topic, click on a topic title.
c. Search tab - enter a word or words in the Search box and click Enter to view topics that contain the words input. To view a topic,
double-click on a topic title.
3) Utilize the Glossary in the Help system.
Note that a Tutorial may be supplied with the Help System, which can be used to illuminate and expand upon the Help System
documentation.
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User Guide
Online Users
There are times when you will need Exclusive Use (on page 197) of a project. To gain exclusivity for yourself, you may need to identify Users
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that are currently accessing the project so you can contact them and request they close the PRISM project. The Online Users form, accessed
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via the Information icon, lists all the current PRISM users, their contact information, and the project they are accessing.
If for some reason a user cannot be contacted and Exclusive Use is immediately needed, you can contact one of your Managers (system
administrators) who can remotely remove a user from accessing any project.
To View Online Users:

1) Click the Information icon and select Online Users.
To Remotely Remove Online Users:

1) Click the Information icon and select Online Users.
2) Uncheck the Online checkbox for any User listed in the form.
3) Click OK.
About PRISM G2
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The About PRISM form provides general product information that is useful primarily when requesting product support. The version and
build number, license information, and serial number are required information the technical support staff will request prior to providing
support. This form is accessed via the Information icon.
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Data Frame
The Data Frame is the area below the Ribbon where most data entry and data management occurs. By default, the navigation pane, data
pane, and subpanes fill the entire data frame.
The Docking Mechanism allows panes to be moved within or outside of the data frame. The Reset All Panes (on page 163) function is used to
set panes back to their default position within the data frame.
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User Guide
Navigation Toolbar
Most panes and some forms have a navigation toolbar located at the top of the pane or form. This is where several of the commands
associated with manipulating records and grids are found. The common commands are listed below.
 1 - Record Mode/List Mode (see "Navigation Pane" on page 152)  9 - Record Number
 2 - Add or Remove Columns (see "Column Chooser" on page 183)  10 - Next Record
 3 - Filter Data (see "Filter Columns" on page 186)  11 - Last Record
 4 - Export Data to Excel (see "Export Data to Microsoft Excel" on page  12 - Previously Selected Record
192)  13 - Add Record (on page 176)
 5 - Print Data (on page 192)  14 - Delete Record (on page 178)
 6 - Reset Pane Configuration (on page 164)  15 - Save Record (on page 178)
 7-12 - Navigate Records  16 - Undo Record (on page 179)
 7 - First Record  17 - Refresh Data (on page 179)
 8 - Previous Record
Navigation Pane
The Navigation Pane is a panel within the data frame which displays a table of records in a grid format. It is primarily used to locate, display,
and manipulate records in a table. There are a number of specific functions that can be performed which are accessed using the navigation
toolbar.
When a record is selected in the navigation pane it is also displayed in the data pane as a single record. The navigation pane and the data pane
are directly tied to one another and are inseparable.
The navigation pane is displayed in one of two modes, the Record Mode, which is the default method, or the List Mode. In Record Mode, only
two fields in the table are displayed, the ID and the Description. The data pane is displayed to the right of the navigation pane.
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In List Mode, the data pane is covered over by the navigation pane and all of the fields in the table are displayed.
Note that you can modify a list of fields displayed in list mode using the Add or Remove Columns (see "Column Chooser" on
page 183) function.
The navigation/data pane is opened within the data frame in a default position. However, you can use the Docking Mechanism to move the
panes to different locations within the data frame or to float panes outside of the data frame.
To Switch Between Record Mode and List Mode:

1) The navigation pane, by default, is displayed in Record Mode. You can determine this by the Mode icon in the left-hand corner of the
navigation toolbar. When in Record Mode the icon displayed is .
2) Click the Mode icon to switch from Record Mode to List Mode. When in List Mode the icon displayed is .
3) To switch back to Record Mode, click the Mode icon again.
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User Guide
Data Pane
The Data Pane is a panel within the window frame that displays one record from a table in a form format. It is primarily used to enter one
record at a time and to modify a single record. There are a number of specific functions that can be performed which are accessed using the
navigation toolbar.
When a record is displayed in the data pane it is also highlighted as the selected record in the navigation pane. The navigation pane and the
data pane are directly tied to one another and are inseparable.
When a data pane is opened a Data Pane Tab is displayed above the navigation/data pane. Multiple data panes can be opened at the same
time. A data pane tab is displayed for each opened data pane. You can quickly change the data pane being displayed in the data frame by
clicking any data pane tab. Data pane tabs are displayed in the sequence that each data pane was opened. You can re-sequence the tabs by
clicking a tab and dragging to another location in the tab menu.
The navigation/data pane is opened within the data frame in a default position. However, you can use the Docking Mechanism to move the
panes to different locations within the data frame or to float panes outside of the window frame.
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Subpane
The Subpane is a panel within the Data Frame that displays a table of records in a grid or form format. The records displayed are subordinate
to the record selected in the navigation/data pane. It is primarily used to locate, display, and manipulate records in a table. There are a
number of specific functions that can be performed which are accessed using the navigation toolbar.
A data pane can have multiple subpanes associated with it. When a data pane is opened each associated subpane can be accessed using the
Subpane Tab. These tabs are displayed below the subpane. You can quickly change the subpane being displayed in the data frame by clicking
any subpane tab.
The subpane is opened within the data frame in a default position. However, you can use the Docking Mechanism to move the panes to
different locations within the data frame or to float panes outside of the data frame.
Many subpanes that use a grid format will calculate the sum of data in one or more fields in the grid and display the total at the bottom of the
grid.
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User Guide
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Comments Subpane
The Comments subpane is a memo field used to enter additional comments about a record. This subpane is associated with several data
panes.
Comments are not displayed in reports.
To Enter Comments:
1) Open the desired Data Pane.
2) Locate a previously created Record.
3) Click the Comments subpane tab.
4) Click in the Comments subpane and enter any Comments associated with the record.
Notes Subpane
The Notes subpane is a memo field used to enter additional notes about a record. It is similar to the Comments subpane, except that notes
can be displayed in reports or hidden, if desired. The option to Show Notes is found on the Report Specification form.
To Enter Notes:
1) Open the desired Data Pane.
2) Locate a previously created Record.
3) Click the Notes subpane tab.
4) Click in the Notes subpane and enter any Notes associated with the record.
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User Guide
Forms
A Form is a floating window used for entering data, setting options, or running calculations and utilities. Forms are different from panes in
that they do not fit within a Data Frame.
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Picklists
Picklists are used to select and add data. They are generally activated when records are being added to a subpane. There are two types of
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picklists in PRISM .
One type of picklist is a single record selection where only one record can
be selected at a time. It is identified with the words Select a Record found
in the picklist title bar.
The other is a multi-record selection where one or more

records can be selected. It is identified with the words Select
Records found in the title bar. You can highlight several records
and select them all at the same time.
To Use a Single Record Picklist:

1) Once a single record picklist is activated, locate a Record from the picklist to select.
a. Use the Scroll Bar to look through the list.
b. Click the Column Header to sort columns either in ascending or descending order.
2) Click the Record and select OK or double-click the Record. The picklist disappears and the item selected is displayed in the pane or
form.
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User Guide
To Use a Multi-Record Picklist:

1) Once a multi-record picklist is activated, locate each Record from the picklist to select.
a. Use the Scroll Bar to look through the list.
b. Click the Column Header to sort columns either in ascending or descending mode.
2) To select a single record, check the Record checkbox, and click OK. The picklist disappears and the item selected is entered into the
pane or form.
3) To select multiple records, highlight each record that you want to select by clicking the record. All highlighted records are checked.
Click the checked box of one of the highlighted records to uncheck (deselect). Click OK. The picklist disappears and the items selected
are displayed in the pane or form.
a. To highlight a range of records, click the first record in the range, press SHIFT and select the last record in the range.
b. To highlight records randomly, click a record, and continue by selecting additional records.
ScreenTips
ScreenTips are pop-up boxes that display descriptive text and sometimes a link to a Help topic when the cursor hovers over a command or
control. They provide additional information about the command to aid in understanding the purpose of the command.
You can enable or disable ScreenTips from displaying using the ScreenTip Display Option.
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Mini-menus
Typically commands are accessed from the Quick Access Toolbar, the Ribbon, and the navigation toolbar. When you are working in panes and
forms, you can access the most popular commands by right-clicking within the pane or form. By doing so, a Mini-menu is opened which
includes a set of commands that are dependent upon the feature selected. For instance, if you right-click a single cell in a grid you will have
access to the Cut, Copy, and Paste commands. However, if you right-click a row in a grid, those three commands are not available but the Add
Record and Delete Record commands are accessible.
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User Guide
Calendar
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All date fields in PRISM allow you to enter dates using a Calendar. By using this feature you can quickly
scroll to a year and month. By selecting a date on the calendar, it is automatically added to the date field.
Note that you do not have to use the Calendar to enter dates. You can simply click in a Date field
and manually enter a date.
To Enter Dates Using the Calendar:

1) In any Date field, click the Calendar drop-down selector.
2) Click the Double Arrows on the far right and left side of the calendar header to move from year-to-year.
3) Click the Single Arrows on the right and left side of the calendar header to move from month-to-month.
4) Click a Date in the year and month selected. The date is automatically entered in the Date field.
Date Format Displayed

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The Date Format for dates displayed on forms and panes in PRISM is based on the settings applied to the Microsoft Windows operating
system. The specific setting is the Short Date Format which is assigned in the Regional and Language Settings form opened from the
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Microsoft Windows Control Panel. The table below indicates how the Short Date Format affects PRISM 's Date Format.
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Note that the Date Format for Reports is set within PRISM for Enterprise Reports and for Project Reports.
To Assign the Date Format:

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1) Close PRISM , if it is opened.
2) Open the Microsoft Windows Control Panel.
3) Select Regional and Language.
4) Click the Customize button.
5) Click the Short Date drop-down and select a Date Format.
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6) Click OK. When you open PRISM the date format is displayed in the manner you set.
Note that these instructions are for Microsoft Windows 7. Older versions of Microsoft Windows may be slightly different.
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Error Messages
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The Error Message form displays common errors that occur during normal use of PRISM . These errors may be due to a data entry error or
processing error. They may also indicate a bug within the application. Some error messages also provide a possible solution. Note that this
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feature will be added in a future release of PRISM .
When an error message is received that does not provide enough information for you to fully understand the error, you can access a list of
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Standard Error Messages on the PRISM On-line Help System (to be constructed at a later date). This may help you to determine the cause of
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the error. If you need additional help, you can access the PRISM Support Portal (http://www.aresprism.com/support/support-portal/),
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however, be sure to copy the error message so you can provide this information to the PRISM support personnel. The error message form
includes a Copy Details button to copy the error message to the clipboard, which can then be copied into the New Case Form on the PRISM
Support Portal website.
Customizing the Workspace

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The PRISM workspace is highly customizable, allowing you to move, re-size, dock or undock panes and forms, and to modifying grids. This
allows you to organize your workspace in a manner that best suits you. You can configure your workspace to make data entry efficient and to
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create a personalized visual appearance. It is important to note that the PRISM Interface works well on both single and dual monitor
configurations.
Default Pane Position

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Each pane and form has a pre-defined location in the PRISM Interface. This is called the Default Pane Position. You can customize your
workspace by moving and resizing panes, relocating forms, and modifying grids. Once you make these modifications, the panes and forms are
no longer in the default position. When you close a form, pane, or the application, the last positions and grid configurations are saved.
Reset All Panes

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Sometimes you may configure panes into a position that is difficult to read and reconfigure. PRISM provides a Reset All Panes feature that
allows you to reset any opened panes from their current positions back to the default positions.
To Reset All Panes:

2) Select Reset All Panes.
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User Guide
Reset Pane Configuration

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Sometimes you may configure a single data pane and its subpanes into a position that is difficult to read and reconfigure. PRISM provides a
Reset Pane Configuration feature that allows you to reset just the active pane from its current position back to its default position.
To Reset Pane Configuration:

1) Select any data pane.
2) On the navigation toolbar, click the Reset Pane Configuration icon.
Auto-Hide
By default, the navigation pane is displayed for panes and some utilities. However, you can set the navigation pane to Auto-Hide, meaning
that it will be hidden from view and that a navigation pane tab is displayed on the left-hand side of the data frame in its place.
To Enable Auto-Hide:
1) Click the Auto-Hide icon.
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To Disable the Auto-Hide Feature:

1) Hover over the Navigation Pane tab to open the navigation pane.
2) Click the Auto-Hide icon.
To Display the Navigation Pane when in Auto-Hide Mode:

1) Hover the cursor over the Navigation Pane tab.
2) To hide the pane again, move the cursor away from the Navigation Pane tab.
Resize Panes
When you open a view or utility that uses panes, the navigation pane, data pane, and subpane are positioned within the entire data frame
below the ribbon. You can Resize any of these panes by clicking and dragging the boundary line that separates any two panes.
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To Resize Panes:
1) Move the cursor over a Boundary Line separating two panes.
2) Click and drag the Boundary Line to the desired position.
Close All Panes

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As you work throughout the day in PRISM , you may end up with several data panes opened. You can easily determine which data panes are
opened by the Data Pane tabs that are displayed. You can close each data pane one at a time, however, this may be time consuming.
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PRISM includes a Close All Panes feature that closes all data panes at one time.
To Close All Panes:

2) Select Close All Panes. Every opened data pane is automatically closed.
Docking Mechanism
Each pane has a set location within the data frame. By default, the navigation pane is always on the upper left-hand side of the data frame.
The data pane is on the upper right-hand side of the data frame. Lastly, the subpane is located on the bottom of the data frame.
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PRISM includes a Docking Mechanism for moving any pane from its current position in the data frame to a different location. This location
can be within the data frame or it can be set to hover on top or outside of the data frame. For instance, you could move the subpane to the
right-hand side of the data pane.
Note that you can also choose from two different Docking Styles.
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User Guide
To Change Docking Locations:

1) Click a pane's Title Bar or Tab and drag and drop the pane to a location in the data frame. Notice an outline of the pane being moved
is displayed and indicates where the pane will be positioned once dropped. If a pane is dragged to a corner or side of any pane, the
pane being moved will indicate a docking position.
2) If you have set the Docking Mechanism options to show Helps, which are Docking Icons, then the icons are used as follows:
a. Center Docking Icon - the pane covers the entire top section of the data frame. The other panes in the top section are hidden
but a tab for each pane appears. By clicking one of these tabs, the selected pane is brought to the front.
b. Inside Docking Icons - the pane is placed in the top or bottom or on the right-hand or left-hand side of the top pane.
c. Outside Docking Icons - the pane is placed above or below the top pane or to the left or right of the top pane.
3) Alternatively, drag and drop the pane away from a corner or side of any pane. The pane is moved to floating position on top of the
data frame. This is useful especially if you are running a multiple monitor configuration.
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Tab Groups
The data frame typically has just one navigation pane, data pane, and subpane combination opened at a time. However, you open a second
data frame for any data pane and associated subpanes; either by vertically or horizontally splitting the data frame.
To Create Horizontal or Vertical Tab Group:

1) Right-click a Data Pane Tab.
2) Either click New Horizontal Tab Group or New Vertical Tab Group.
To Reset the Data Pane Tab:

1) Right-click a Data Pane Tab.
2) Click Move to Previous Tab Group.
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Floating Subpanes
Any subpane can be set to Float on top of the data frame without using the Docking Mechanism and just as easily reset back to its original
position.
To Make a Subpane Float:

1) Right-click a Subpane Tab and select Floating.
2) Alternatively, double-click the Subpane Tab.
To Reset the Subpane to Original Position:

1) Right-click the Subpane's Title Bar and select Floating.
2) Alternatively, double-click the Subpane Title Bar.
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Default Keyboard Shortcuts

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Some of the PRISM commands are pre-defined with Default Keyboard Shortcuts listed below:
Keyboard Shortcut Command
CTRL+A Select All

CTRL+X Cut
CTRL+C Copy
CTRL+V Paste
Function Keys
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The Function Keys provide a means of running standard Microsoft Windows-style commands as well as PRISM -specific commands. These
commands are listed in the following table:
Function
Command
Key
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F1 Opens the PRISM Help system.
F2 Not used.
F3 Not used.
F4 Not used.
F5 Not used.
F6 Not used.
F7 Not used.
F8 Not used.
F9 Not used.
Activates/deactivates the keyboard prompts. Use keyboard to access Ribbon Menus and run Commands. Alternatively, the ALT key will also
F10
activate/deactivate this feature.
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User Guide
Function
Command
Key
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Opens Microsoft Windows Explorer to the access text files that PRISM generates to track performance and application errors. PRISM Support
personnel may request these files to help resolve issues. The text file location is as follows:
F11
 Microsoft Windows 8 - C:\Users\<user name>\AppData\Local\ARES_Corporation\PRISM G2\<version>
 Microsoft Windows XP - C:\Documents and Settings\<user name>\Local Settings\Application Data\ARES_Corporation\PRISM G2\<version>
F12 Detects any changes to the database that have not been updated and prompts you to run the database scripts to update the database.
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Exit PRISM G2
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You can Exit or quit PRISM using one of two methods. When exiting PRISM , any data entered or modified in the current record is
automatically saved.
To Exit PRISMG2 Using the PRISM Button:

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2) Click the Exit PRISM button, located on the bottom right-hand side of the menu.
To Exit PRISMG2 Using the Close Icon:

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1) Click the Close icon in the upper right-hand corner of the PRISM window.
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Chapter 6
Managing Data
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In order to enter, modify, and manipulate data in PRISM you need to understand how to work with Records and use Grids.
Records
A Record is one item of information in a database that is composed of multiple fields. A set of records constitutes a file, which is sometimes
referred to as a table. For example, the project table might contain records that have three fields; project ID field, project title field, and
percent complete field.
Each record has a Field ID which is usually just the record's ID. For subpanes, the Field ID is typically two fields, the Field ID of the parent data
pane and the record ID for the subpane.
Note that when a Field ID is entered in a pane or form, any leading or trailing blank characters are removed from the ID.
However, any blank characters that are entered in between alphanumeric characters will remain.
You can add, delete, and save records. You can undo any changes to records before they are saved. You can search for a record in a table of
records and you can navigate through lists using a variety of navigation tools.
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Master Tables and Master Records

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PRISM has several tables, a few of which are considered Master Tables which contain Master Records. These are records of high importance
which are frequently accessed. The data pane for Master Tables includes a Groups subpane. Group IDs are assigned to Master Records to
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provide a way to categorize data in reports. The table below indicates the Master Tables and the Master Record IDs for the PRISM Ribbon
Tabs where data are entered:
Ribbon Tab Master Table Master Record ID
Control Accounts Account ID

Cost Management Budget Details Budget Detail ID
Activities Activity ID
Engineering Engineering Documents Engineering Document ID

Engineering Accounts Engineering Account ID
Installed Equipment Equipment ID
Equipment/Materials
Materials Material ID
Procurement Purchase Orders PO ID
Contracts Contracts Contract ID
Prime Contracts Prime Contracts Prime Contract ID
Progress Accounts Progress Accounts ID
Field Management
Progress Items Progress Items ID
Add Record
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There are multiple ways to Add Records in PRISM . Records are typically added within data panes, grids in the navigation pane and subpanes,
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and in forms. Records must be saved (see "Save Record" on page 178) in order for them to be added to the PRISM database.
To Add a Record in a Data Pane or Form (Method 1):

1) Click in the ID field of the data pane, enter the record's ID, and press ENTER.
2) If the ID entered is a new ID, meaning it does not exist in the table, then you will be prompted to create the new record.
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Chapter 6 Managing Data
a. Click Yes to create the new record.

b. Click No to stop the creation of a new record. The ID will be eliminated and the last record selected will be shown.
3) If the ID entered currently exists in the table, then the record is automatically displayed.
To Add Records in a Data Pane or Form (Method 2):

1) Click the Add Record icon on the navigation toolbar. The cursor is automatically moved to the ID field in the data pane.
2) Enter the record's ID, and press ENTER.
3) If the ID entered currently exists in the table, then a prompt indicates that you have entered a record that already exists.
a. Click Yes to navigate to the existing record.
b. Click No to stop the creation of a new record. The ID will be eliminated and the last record selected will be shown.
To Add Records in a Grid:

1) Click the Add Record icon on the navigation toolbar. A new line at the bottom of the grid is added.
2) If a lookup table opens, select a Record. In some cases, the lookup table may allow you to check multiple records. The selected record
is added to the ID field in the grid.
3) Otherwise, click in the ID field in the new grid line and enter the record's ID. Note that some grids do not include an ID field.
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User Guide
Delete Record
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Any record in the PRISM database can be deleted using the Delete Record icon on the navigation toolbar. PRISM does place some
restrictions on record deletion depending on how the record is tied to other records.
To Delete a Record:
1) Click on a Record in a form or grid.
2) Click the Delete Record icon on the navigation toolbar.
3) A prompt asks you if you want to delete the record:
a. Click Yes and the record is deleted
b. Click No and the deletion process is canceled.
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Note that some records may be tied to other data in the PRISM database. In those cases, PRISM may notify you about this
issue and deny deleting the record.
Save Record
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PRISM is developed similar to other database applications in which a new record or modifications to an existing record is automatically
saved once you move to a new record. If you want to save data entered on a record prior to moving off of that record, you can use the Save
Record icon.
To Save a Record:
1) After you add or modify a Record in a form or grid, perform one of the following actions:
a. Click the Save Record icon on the navigation toolbar.
b. Add a new Record.
c. Navigate to another Record.
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d. Exit the data pane or PRISM .
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Undo Record
Any data entered or modified in a record that has not been saved can be undone. When you Undo a record, the data that was entered is
removed and the data that was modified is reverted back to its original value.
Note that you do not have a choice to incrementally undo the data entered or modified. When you Undo a record, all of the data
entered or modified, prior to saving the record, is affected.
To Undo a Record:
1) Click the Undo Record icon found on the navigation toolbar. All unsaved modifications to the record are reverted back to the
state prior to modifying the record.
Refresh Data
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PRISM allows multiple users to access the same project and the same data panes at the same time. If this is how you intend to run your
project, then you will want to periodically Refresh Data. This process retrieves data in the database and updates the current record. This
ensures that changes others have made to the database are reflected in the current record.
There is a Refresh All Data command that allows you to refresh the data of every opened pane at one time.
To Refresh Data:
1) Click the Refresh Data icon found on the navigation toolbar. The record is updated with the most current data from the
database.
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User Guide
Navigate Records
You can move from record to record in panes and forms using various methods.
The typical method of navigating records in data panes is to use the navigation pane. The navigation pane allows you to scroll through the list
of records until you find and then select the record that interests you.
Additionally, the navigation pane/data pane, the subpane, and some forms include a navigation toolbar that includes the following navigation
icons:
First Record - navigates to the first record in the table.

Previous Record- navigates to the preceding record in the table.
Next Record - navigates to the subsequent record in the table.

Last Record - navigates to the last record in the table.
Previously Selected Record - navigates to the record in the table that was previously selected.
The navigation toolbar also indicates the number of records in the table and the number of the currently selected record. The record number
is based on the alphanumeric sequence of a table's record IDs.
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Grids
A Grid is a method for displaying a table of data in a spreadsheet style format. Each record corresponds to a row in the grid. Each field in a
table corresponds to a column in the grid. At the bottom of some grids numeric data are totaled.
The navigation pane, most subpanes, and some forms utilize a grid in order to locate, select, and enter data into records and tables. Grids are
extremely flexible, allowing you to organize the data in the way that is most convenient for you.
Besides locating, selecting, and entering data, you can perform the following actions to a grid:
 Choose which columns of data to display in the grid.
 Arrange the columns in any sequence in the grid.
 Sort records in the grid using data in one or multiple columns.
 Filter records in the grid from data in one or more columns.
 Group records in the grid from data in one or more columns - navigation pane only.
 Export the records displayed in the grid to Microsoft Excel
 Print the grid as displayed.
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User Guide
Collapse Columns
Each column in a grid has a default width. When a grid is opened for the first time, the columns are displayed using the default width. The
Collapse Columns icon, which is found in the upper left-hand corner of the grid next to the first column header label, is used to collapse the
columns to the smallest width possible, while still displaying all or much of the information in the grid. In most cases, when the columns are
collapsed, the maximum width of data in a column or in the column header label is used to size the column. The exception is when data are
over 50 characters in length, then this width is used to size that column. Column headers may wrap to adjust the column to the smallest width
possible.
This Collapse Column icon is a toggle. It will switch the column widths from the collapsed mode to the default width mode.
After choosing the mode you want, you can manually adjust width of any column to custom fit the width of the column as you like. Once you
close the grid, the settings are saved. When the grid is reopened, it is displayed in the format it was set to when it was closed.
To Toggle Between Collapse Columns and Default Column Width:

1) In a grid, click the Collapse Columns icon found in the upper left-hand corner of the grid.
a. Column widths are set to the smallest width possible while still displaying all the data in the column.
b. Column header labels may wrap, depending on the length of the column header label and in the data in column.
c. Maximum length using this method is 50 characters.
2) Click the Collapse Columns icon again to resize the column widths back to the default width.
To Manually Resize Column Width:

1) Hover the cursor over the right side of a column until the Resize icon appears.
2) Click and drag the column side to resize it to the desired width.
If the Collapse Columns icon is clicked after a column has been manually resized, the custom column width is lost and would have to be
resized.
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Column Chooser
By default, grids display every field in a table as a column of data. In some instances there are columns in a table that will never be utilized. At
other times, you may want to temporarily hide a column. In either case, you can use the Column Chooser feature to choose which columns
you want displayed. In addition, the Column Chooser allows you to change the sequence of columns by moving a column header label up or
down in the list. And finally, you can freeze the first column or a range of the first columns by Pinning those columns in place. The pinned
columns will always be displayed on the left hand side of the grid. The pinned columns are always displayed on the left-hand side of a grid,
even when scrolling across the grid.
To Add or Remove Columns:

1) Click the Column Chooser icon found on the navigation toolbar of a pane.
2) Check/uncheck a Column checkbox (the first column of checkboxes) on any Column Header Label to add/remove (display/hide) the
column in the grid.
3) Check a Column checkbox on any Column Header Label to add (display) the column in the grid.
4) To hide or display all columns at once, check/uncheck the Column checkbox in the header row. All columns are added/removed
(displayed/hidden) in the grid.
5) Click OK.
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User Guide
To Change the Sequence of Columns:

2) Select a Column Header Label in the list and drag and drop it in a new location in the list.
3) Click OK.
To Pin (Freeze) the First Range or Fields:

2) Check the Pin checkbox for the first column in the list.
a. Repeat this step for additional columns, from top towards the bottom.
b. If a column is Pinned and it has unpinned columns above it, the column is automatically moved up to the place just below the
last pinned column. This is to keep the pinned columns always to the furthermost left in the grid.
3) Click OK.
To Reset Columns to Default Positions:

2) Click OK.
Arrange Columns
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The sequence of columns in a grid for any table is pre-defined in PRISM . However, you can rearrange the columns in order to make data
entry more efficient or to display the data in a way that is easy for you to read.
To Arrange Columns:
1) Click and drag a Column Header Label of any column in a grid. Arrows indicate where the column will be placed.
2) Drop the Column Header Label on a different location in the column header.
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Sort Columns
When you first open a grid, the data are sorted by the table's Field ID in ascending order. You can change the sort order of the table using any
column or columns. The values can be sorted in either ascending or descending order.
To Sort a Single Column:

1) Click the Column Header of any column in the grid. Notice that an Up Triangle appears indicating the records in the column are
sorted in ascending order on the values in the selected column.
2) Click the same Column Header again. Notice that a Down Triangle appears indicating the records in the column are sorted in
descending order on the values in the selected column.
To Sort Multiple Columns:

1) Click the Column Header of any column in the grid.
2) Hold the SHIFT key and click another Column Header. Repeat as many times as necessary to add additional sorts.
3) To remove the multiple sort order, click any Column Header. The single column selected is sorted.
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User Guide
Filter Columns
You can apply a filter to one or multiple columns in a grid. The filter effectively reduces the records that are visible to you within the grid.
The Filter icon on the navigation toolbar must be selected to enable filtering on a grid. Once enabled, a filter row appears and filters can
be applied to any column or columns. In addition, the Filter icon is modified to indicate the filter is enabled. The Filter icon can be
selected again to turn off the filters and hide the filter row. The filter settings are retained so you can turn the filters on again.
Any field can be filtered by accessing the Filter Form. This form displays every value found in the field. You can select or deselect any value
found in this form, causing records in the table to be included or excluded from the grid. When dealing with dates, there is a little more
control over filtering by years, months, and exact dates.
You can clear any filter applied to a single field or you can globally clear all filters.
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The Filter Form also has specialized filters for text, numeric, and date fields. Depending on the type of data of the field being filtered, there is a
menu selection to access pre-defined Text Filters, Number Filters, or Date Filters. When selected, you are provided with a number of menu
options. By choosing any of these options, the Custom Filter form is displayed and is partially pre-defined, depending on the filtering option
selected.
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User Guide
You can also access the Custom Filter without any pre-definitions, allowing you to create completely unique custom filter with multiple filter
conditions.
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To Turn On/Off Filter:

1) Click the Filter icon on the navigation toolbar to enable filtering. The icon's appearance changes to indicate if the filter is turned on.
The Filter row appears beneath the Column Headers.
2) Click the Filter icon again to disable filtering. The icon's appearance changes to indicate if the filter is turned off. The Filter row
disappears, however, any filters that were applied are retained but are inactivate.
To Filter a Field:
1) Click the Filter icon on the navigation toolbar to enable the filter.
2) Click the Filter Access drop-down icon on the field where the filter is to be applied. The Filter Form appears.
3) Check/uncheck the All checkbox to automatically check/uncheck the (Blanks) checkbox and all of the field value checkboxes.
4) Check/uncheck the (Blanks) checkbox to include/exclude any record in the grid if the value in the record's field has no data.
5) Check/uncheck any Values checkbox to include/exclude any record in the grid if the value in the record's field equals the value in the
Filter form.
a. For date fields, there is a tree structure for selecting the Year, then the Month, and then the Date. If a Year is checked, then all of
the dates in that year are included in the grid, and so on.
6) Click OK.
To Apply a Pre-defined Special Filter:

3) Select the Text Filters, Number Filters, or Date Filters menu item. The menu selection depends on the type of data being filtered.
4) Select one of the pre-defined Special Filters such as Begins With, Between, or Last Quarter. If the Custom Filter form appears, it is
pre-defined with an Operator.
5) Click the Operand drop-down, which is the right-most cell in form, and select an Operand from the list below:
a. Blanks - a value with no data entered.
b. DB Null - a Null value in the database.
c. Empty Text - a text field with no text entered.
d. Other Columns - evaluates a record's value in the filtered column to another column.
e. Values - a specific value found in the filtered column; you can also type in a value not displayed in the list of values.
6) Click OK.
To Apply a Custom Filter:

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3) Select the Custom Filter menu item.

4) Click the Operator drop-down and select an Operator. In the list below, operators a through f are used on all data types. The
remaining filter operators are only available for text data.
a. Equals - column values that equal the operand are displayed.
b. Does Not Equal - column values that do not equal the operand are displayed.
c. Less Than - column values that are a lower value than the operand are displayed.
d. Less Than or Equal To - column values that are a lower value than or equal to the operand are displayed.
e. Greater Than - column values that are a higher value than the operand are displayed.
f. Greater Than or Equal To - column values that are a higher value than or equal to the operand are displayed.
g. Like - column values that equal a string value entered as the operand are displayed.
h. Matches Regular Expression - column values that equal a common expression format are displayed; selected from a
system-defined list.
i. Starts With - column values that start with the operand value are displayed.
j. Contains - column values that contain the operand value are displayed.
k. Ends With - column values that end with the operand value are displayed.
l. Does Not Start With - column values that do not start with the operand value are displayed.
m. Does Not Contain - column values that do not contain the operand value are displayed.
n. Does Not End With - column values that do not end with the operand value are displayed.
o. Does Not Match - column values that do not match a common expression format are displayed; selected from a system-defined
list.
p. Not Like - column values that are not equal to the string value entered as the operand are displayed.
5) Click the Operand drop-down and select an Operand from the list below:
a. Blanks - a value with no data entered.
b. DB Null - a Null value in the database.
c. Empty Text - a text field with no text entered.
d. Other Columns - evaluates a record's value in the filtered column to another column.
e. Values - a specific value found in the filtered column; you can also type in a value not displayed in the list of values.
6) If you need to add another condition, click the Add button and repeat Steps 4 and 5.
7) Every condition is related to the other by selecting one of the Conditions from the drop-down.
a. All - all conditions must be true.
b. Any - any of the conditions can be true.
8) To delete a filter condition, select the filter condition from the list and click Delete.
9) Once the filter is set, click OK.
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To Clear a Field Filter:

2) Click the Clear Filter icon located on the right-hand side of the Filter cell.
To Clear All Filters:

1) Click the Filter Icon on the navigation toolbar to enable the filter.
2) Click the Clear All Filters icon located on the far left-hand side of the Filter row.
Group by Columns
The records displayed in the navigation pane grid can be grouped together using any column in the grid. A column is selected as a Group by
Column. Each record, where the data in the Group by Column is equal, is grouped together in the grid. For instance, if a column with
quantities is used for grouping, then records with quantities of equal value are grouped together.
The Group by Columns feature is only available for the navigation pane when it is in List Mode. Up to three levels of grouping can be applied.
To Group by Columns:
1) Click the Mode button on the navigation toolbar to set the navigation pane to List Mode.
2) Click and drag a Column Header Label to the Group By area. The Group By area is above the column labels and is indicated with the
phrase Drag column here to group by.
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3) To add another level of grouping, click and drag another Column Label to the Group By area. Where you position the new group in
relation to other groups in the Group By area will define the hierarchy of grouping.
To Remove Grouping:
1) Click and drag each Group from the Group By area to the navigation pane's grid.
Export Data to Microsoft Excel

You can Export the contents of a grid to Microsoft Excel. The data are exported in the exact way the grid is organized. For instance, if you have
applied a filter to the grid, hidden and rearranged some columns, and sorted and grouped the data, the grid visually displays these changes on
screen. The data are exported to the spreadsheet in the same manner as seen on screen.
To Export Data to Excel:

1) Click the Export Data to Excel icon on the navigation toolbar. The Save As form appears.
2) Select a File Location, enter a File Name, and click Save. Note that you can define a Default File Location.
3) The Microsoft Excel file just created or updated is automatically opened.
Print Data
You can Print the contents of a grid in the exact way the grid is organized and displayed.
To Print Data in the Grid:
1) Click the Print Data icon on the navigation toolbar. The Print Preview form appears.
2) Use the Print Preview features to define the page setup.
3) Click the Print button.
4) Click the Close button to close the Print Preview form.
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Filter
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Filters are found in several places in PRISM . They are used to reduce a list of records to a subset of records that match the conditions
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applied in the filter. There are two types of filters in PRISM .
The first type of filter is used to Filter Columns (on page 186), which is a feature found in grids. The second type of filter, described in this
topic, is used in calculations, import and export routines, utilities, and when printing reports.
One or more filter conditions are entered in a filter. There is one filter condition per row. Selections are made in each field of the filter
condition to create the filter. Those field selections are described below.
The Row Connector (AND/OR) is only available when multiple filter conditions are set. The Row Connectors below are used to relate one filter
condition to another:
 AND - both filter conditions must be true.
 OR - either filter condition must be true.
Parentheses are used to group two or more filter conditions together so that the group can be evaluated against another filter condition
above or below the group. Up to four levels of Parentheses can be entered.
The Field Description is used to select the field being evaluated.
Boolean operators are selected using the Operator feature. The value entered in the Field is compared against the Compare Value using an
operator selected from the list below.
 Equal - specifies an exact value.
 Begins - specifies a partial match that the value begins with.
 Less Than Or Equal - includes if less than or equal to a specific value.
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 Less Than - specifies if less than a specific value.

 Greater Than or Equal - Includes if greater than or equal to a specific value.
 Greater Than - specifies if greater than a specific value.
 Not Equal - excludes an exact value.
 Contains - specifies values containing a string.
 Not Contains - excludes values containing a string.
The Value/Field Selector feature is used to select the type of compare value.
 Compare Value - compare the Field Description to a value in the picklist or enter a value; default option.
 Compare Field - compare the Field Description to another field in the picklist.
The Compare Value is used to enter or select the value the field is being compared against.
The Preview Filter feature is used to display the list of records to be affected based on the filter parameters.
The Clear Filter feature is used to clear the existing filter.
To Apply a Filter:
1) The Filter is either displayed on a form or in a subpane.
2) On the first row of the Filter, click the Field Description drop-down and select a Field Description.
3) Click the Operator drop-down and select an Operator.
4) Click in the Compare Value/Field cell and enter a Value or click the Compare Value/Field drop-down and select a Value.
a. Alternatively, you can compare the Field Description to another Field.
b. Click the Value/Field Selector Icon. Notice the icon changes from for Compare Value to for Compare Field.
5) If necessary, add another filter condition using Steps 1 through 4. Notice the Row Connector is automatically set to AND.
a. To change the Row Connector, click the Row Connector drop-down and select OR.
b. To group two or more filter conditions; in the first condition of the group, click in the ('s cell and enter a "(" left parenthesis. In
the last condition of the group, click the )'s cell and enter a ")" right parenthesis.
6) Click the Preview Filter icon.
7) Click the Return to Filter icon.
8) If you need to clear the existing filter, click the Clear Filter icon.
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Refresh All Data

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PRISM allows multiple users to access the same project and the same data panes at the same time. If this is how you intend to run your
project, then you will want to periodically Refresh All Data. This process retrieves data in the database and updates any opened data panes
and the corresponding subpanes. This ensures that changes others have made to the database are reflected in the opened data panes and
subpanes.
Note that you do not have to worry about panes that are closed. Once you open a data pane, the data are automatically updated.
Depending on the number of data panes opened, this process may take some time. There is a Refresh Data process that allows you to refresh
a single data pane and the corresponding subpanes. This feature is found on the navigation toolbar.
To Refresh All Data:

2) Select Refresh All Data.
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Chapter 7
Managing Projects
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PRISM is a project-centric application in that all data are entered and maintained within a project. To manage PRISM projects you must
understand how to open, close, create, delete, archive, and restore individual projects.
Exclusive Use
When opening a project, depending on your permission rights, you may be asked if you want Exclusive Use of the project. By clicking Yes, no
other user will be allowed to open this project while you maintain access. By clicking No, any other user can simultaneously access the project.
Note that only users assigned Exclusive Use permissions (see "Permission (Users)" on page 226) can acquire Exclusive Use,
which is necessary to Purge, Restore, Close Out Reporting Periods, and import historical time phased data using the
Import/Export or Import/Export Time Phased Data features.
When opening a project, if another user is already accessing the project without Exclusive Use, then the project will open without giving you
the opportunity to choose Exclusive Use. On the other hand, if another user did open the project with Exclusive Use, you will be prompted
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with a message indicating that you cannot access the project. In addition, the current user's PRISM login Name is displayed.
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You will not be prompted for Exclusive Use on standalone implementations of PRISM . By convention, a standalone configuration will only
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allow one User to access PRISM at a time.
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Open Project
You can open a project using the Open Project form or by selecting a project from the Recent Project list. Both of these are accessed from the
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PRISM Button. Once a project is opened the project's Title is displayed in the Title Bar of the PRISM window.
If a project is opened at the time you are opening a second project, the first project is automatically closed prior to opening the second.
To Open a Project Using the Open Project Form:

2) Select Open Project.
3) Click the desired Project and click Open or, double-click the desired Project.
To Open a Project Using the Recent Project List:

2) Click the desired Project from the Recent Projects list of projects. The last ten projects that were opened are displayed in this list.
Close Project
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You can Close a project at any time. In addition, you can close a project while simultaneously closing PRISM . When closing a project, the data
on the form or pane you are currently accessing is saved.
To Close a Project:
2) Select Close Project.
To Close a Project and PRISMG2 Simultaneously:

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1) Click the Close icon in the upper right-hand corner of the PRISM window and click OK to the prompt or,
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2) Click the PRISM Button and click the Exit PRISM button.
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Chapter 7 Managing Projects
New Project
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The New Project command is used for creating new projects in PRISM . Only Users with Run Process permissions to the Enterprise can access
this command.
A new project is identified by giving it a Project ID. The Project ID is restricted to using the following characters.
 Letters A-Z
 Numbers 0-9
 Blank space " "
 At symbol @
 Dollar sign $
 Plus sign +
 Equals =
 Dash -
 Underscore _
When creating a project, there are a few options that will affect which features are available to Users who are given access to the project:
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 PRISM Packages - select which packages will be used on the project. The packages available are dependent on which PRISM
packages are purchased and have a current license. When restoring an archived project into this new project, only the selected
packages will be populated with data from the archived project.
 Enterprise Project - determine if the project is included in enterprise reporting.
 Multi-Currency - determine if the project will need to enter costs in various currencies.
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 ERP Integration - enables PRISM data to be coded and transferred to an external ERP/Accounting System using the PRISM ERP
Integration feature.
If an existing project has been archived (see "Archive" on page 213), the data from the archived project can be copied to the new project at
the same time the new project is created. There are a few extra options available when a Restore File is selected:
 Include Default Group Data - includes the archived project's Default Group codes and settings.
 Include Field Progressing - includes the Field Progressing data that was archived from the Import Mobile App Data import feature.
This option is only included if Field Progressing was enabled on the project.
 Exclude Actuals History - excludes the archived project's historical actuals.
Once a new project is created, there are settings you can add or modify using the Projects (on page 255) data pane in the Enterprise tab. This
would include setting User Permissions and assigning Project Groups. You can also set projects to be hidden or closed, add additional
Packages, if they were not originally included when the project was created, and set project picklists to view enterprise data.
In order to create a new project you will need to close out of any project you currently have open.
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To Create New Projects:

2) Select New Project.
3) Click in the Project ID box and enter a Project ID.
4) Click in the Project Title box and enter the Project's Title.
5) If you want to restore a project archive into the new project, click the Restore File browse icon, select a File Name and Folder
Location, and click Open. Only the project data for the selected Packages is copied to the new project.
6) Check each Package checkbox that is to be included.
a. Cost Management
b. Engineering
c. Equipment/Materials
d. Procurement
e. Contracts
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f. Prime Contracts
g. Invoice Management
h. Field Management
Note that only the packages that are currently licensed are activated and available to be selected.
7) Check the Enterprise Project checkbox if the project is to be included in enterprise reporting.
8) Check the Multi-Currency checkbox if more than one currency will be used when entering costs on the project.
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9) Check the ERP Integration checkbox to enable the ERP Integration feature. This feature enables PRISM data to be transferred to an
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external ERP/Accounting System, as well as have ERP/Accounting System data imported into PRISM . When this feature is enabled,
specific ERP codes need to be entered on a Project. Note that this feature is controlled by a special license option.
10) If you are restoring a project archive into the new project, the following three options are enabled:
a. If you want to restore the Default Groups, check the Include Default Group Data checkbox.
b. If you want to exclude the historical Actuals, check the Exclude Actuals History checkbox.
11) Click OK.
Remove Project
The Remove Project command is used to permanently delete a project from the database. Only Users with Run Process permissions to the
Enterprise can access this command.
In order to remove a project you will need to close out of any project you currently have opened. If you want to retain a backup copy of a
project, you should archive the project (see "Archive" on page 213) prior to removing.
To Remove Projects:
2) Select Remove Project.
3) Click the desired Project, click Remove, and click Yes and OK to the prompts.
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Project Settings
After creating a project, information about the project is entered into the Project Settings form. This form is accessed from the PRISM Button
and includes general information about the project, the managing company, the client, and the scope of the project. In addition, there are
some Data, Reporting, and Feature options that are set.
You must have Run Processes permissions for the project to enter data in Project Settings.
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The following project information entered in this form is displayed in the report header of project reports:
 Project Title
 Job Number
 Company Name
 Client Name
 Base Currency
Note the checkboxes for Packages and Options are read-only on the Project Data tab.
To Enter Project Settings:

2) Select Project Settings.
3) Click the Project Data tab.
4) Click in the Project Title - Menu box and enter a Project Title. The Project Title is displayed in the Open Project form, in the Recent
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Project list, and on the Title Bar of the PRISM window. It is initially populated when the project is created.
5) Click in the Project Title - Report box and enter a Project Title. This is the title that shows up on Reports and can be different than the
title shown on the menu.
6) The Project ID is displayed as a read-only field and cannot be modified.
7) Click in the Job Number box and enter the Project's Job Number.
8) Click in the Project Manager box and enter the name of the Managing Company's Project Manager.
9) Click in the Project Scope Information and enter a statement to describe the Project Scope.
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10) The PRISM packages enabled on the project are displayed in a read-only format in the Packages group box. You can only add or
delete packages from the Projects (on page 255) data pane.
11) In the Options group box, you can see if a project has been defined as an Enterprise Project and/or the Multi-currency features have
been enabled. These options are displayed in a read-only format. You can only enable or disable these options in the Projects (on
page 255) data pane.
12) Click the Company/Client Data tab.
13) Click in the Company Name box and enter the Managing Company's Name.
14) Click in the Company Address box and enter the Managing Company's Address.
15) Click in the Client Name box and enter the Client Company's Name.
16) Click in the Client Contact box and enter the Client Company's Contact Name.
17) Click in the Client Address box and enter the Client Company's Address.
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The Data Options tab includes the following options:

 Base Currency ID - defines the projects Base Currency ID. The Base Currency ID is automatically set to equal the Enterprise Base
Currency ID when the project is created, however it can be changed.
 Currency Exchange Rate Decimal Places - sets the maximum number of decimal places displayed in Exchange Rate boxes and cells
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found in various forms in PRISM .
 Require IDs to be Selected from Pick List - by default, a value can be entered into an ID pick list field, which is not included in the pick
list. This option requires the User to select an ID from a pick list and will not allow IDs not found in the pick list to be added.
 Use of Enterprise Data - makes available to the project certain definition lists developed for the enterprise. Click one of the Use of
Enterprise Data radio buttons to define which Enterprise definitions will be available to the project:
a. None - no Enterprise definitions are available for use on projects
b. Groups Only - Enterprise groups are available for use on projects
c. All - Enterprise Groups and Enterprise definitions are available for use on projects
To Enter Data Options:

1) Click the Data Options tab.
2) Click the Base Currency ID drop-down and select a Base Currency for the project. By default, it is set to equal the Enterprise Base
Currency ID defined in Enterprise Settings (on page 304).
3) Click the Currency Exchange Rate Decimal Places box and enter a value from 1 to 13 to define the maximum number of decimal
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places that can be entered in an Exchange Rate entry box or cell within PRISM .
a. Exchange Rate boxes or cells are found on panes and forms in various packages including Cost Management, Procurement,
Contracts, and Invoice Management.
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4) Check the Required IDs to be Selected from Pick Lists checkbox if you want to limit the IDs to be only those found in the pick list. This
disables the ability to add a new ID not found in the pick list.
5) Select one of the three Use Of Enterprise Data radio buttons to determine which Enterprise data will be available for a project:
a. None - Enterprise definitions are not available for projects.
b. Groups Only - Enterprise Groups are available for projects.
c. All - Enterprise Groups and Enterprise definitions are available for projects. These definitions include Enterprise Periods,
Enterprise Elements, Change Status, etc.
Note that All is the default setting when new Projects are created.
6) Check the Allow Use of Enterprise Data checkbox if you want enterprise data to be available in pick lists that use both project and
enterprise data.
The Reporting Options tab is used to define report formatting options, including whether periods or commas are used when separating
numeric values in thousands or greater. There is also an option to define Date Formats on Project Reports.
To Enter Reporting Options:

1) Click the Reporting Options tab.
2) Check the Use Period to Separate 000's Instead of Comma checkbox if you want to use numeric values in reports that are in the
thousands or greater to use separators with periods. As an example, commas would be 1,000,000 and periods would be 1.000.000.
3) Click the Date Format for Project Reports drop-down and select a Date Format to be used in Project Reports.
a. The D/M/Y, M/D/Y, Y/M/D, and D.M.Y. display dates using numeric values. D for days, M for Month, and Y for Year.
b. The D-M-Y displays the day and year using numeric values but the month is displayed as text in an abbreviated format.
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4) Click the Estimate At Completion Variance Calculation drop-down and select one of the following calculations for how the EAC
Variance will be calculated on Cost and Comparison reports in the Cost Management, Engineering, and Field Management packages.
a. Current-Previous - The Estimate At Completion variance is calculated as the Current EAC minus the Previous EAC.
b. Previous-Current - The Estimate At Completion variance is calculated as the Previous EAC minus the Current EAC.
5) Click the Variance At Completion Calculation drop-down and select one of the following calculations for how the Variance at
Completion will be calculated on the Cost and Comparison reports in the Cost Management, Engineering, and Field Management
packages.
a. Budget-EAC - the Variance at Completion is calculated as the selected Budget minus the Estimate At Completion.
b. EAC-Budget - the Variance at Completion is calculated as the Estimate at Completion minus the selected Budget.
The Feature Options tab indicates several features which are by default, disabled or hidden. By checking a feature, it is enabled. This will
cause panes, forms, or fields associated with this selected feature, to be unhidden and available for use.
 Audit Log (on page 250) - tracks data modifications, deletions, additions, and calculations.
 Rebaseline Utility (see "Rebaseline" on page 698) - resets the baseline on a project when significant changes render performance
measurement meaningless.
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 ERP Integration - enables PRISM data to be coded and transferred to an external ERP/Accounting System using the PRISM ERP
Integration feature.
 Advanced Change Management - expands the Change Management functionality.
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 SmartPlant Import/Export (see "SmartPlant Materials" on page 678) - imports/exports PRISM data to a file to integrate with the
Intergraph SmartPlant Materials application.
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Note that only the Audit Log feature is used on all PRISM packages. The other features are only used in the Cost Management
package and a few in the Engineering package.
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To Enable Feature Options:

1) Click the Feature Options tab.
2) Check the Enable Audit Log checkbox if you want modifications to project data to be tracked in an audit trail file. This will enable the
Audit Log feature found on the Administration tab.
3) Check the Rebaseline Utility checkbox to enable the Rebaseline (on page 698) utility, which unhides the Rebaseline command found
on the Utility tab.
4) Check the Advanced Change Management checkbox to enable the advanced feature set for Change Management. This feature allows
separate change values for the Approved budget, Control Budget, and Estimate at Completion to be entered on Trend and
Budget/EAC Changes. This feature also provides the ability for Changes to be managed at the Project and Enterprise level. In addition,
this feature also has several other options that can be used to enhance the Change Management process as described below. When
this feature is enabled several data panes, subpanes, forms, and fields will be visible.
a. A Review and Approval process can be defined and implemented where a Change must be reviewed and approved by Users
before the Change amount can be added to the budget.
b. Email Notifications can be generated and sent.
c. Trend and Change IDs can be automatically generated when creating Trends and Budget/EAC Changes.
d. Budget/EAC Changes can be applied to future Reporting Periods.
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5) Check the ERP Integration checkbox to enable the ERP Integration feature. This feature enables PRISM data to be transferred to an
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external ERP/Accounting System, as well as have ERP/Accounting System data imported into PRISM . When this feature is enabled,
specific ERP codes need to be entered on a Project. Note that this feature is controlled by a special license option.
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6) Check the SmartPlant Import/Export checkbox to enable the SmartPlant Materials import/export features. This will unhide three
commands found on the Import/Export tab; Export SmartPlant Control Accounts, Export SmartPlant Schedule Activities, and Import
SmartPlant PO Commitments.
The Change Management tab is unhidden when the Advanced Change Management feature is enabled in the Feature Options tab. Advanced
Change Management can be used at the Enterprise or Project level. If the feature is being used at the Project level, several options can be
enabled and their settings need to be defined. If Advanced Change Management is being used at the Enterprise level, similar settings need to
be defined in the Enterprise Settings (on page 304) form.
The Advanced Change Management feature options include:
 Budget/EAC Change Data - Labels for Change and Trend IDs can be automatically generated; allows Users to define a future
Reporting Period in which new Budget/EAC Changes data will be applied.
 Budget/EAC Change Email Notifications - generate and send emails to Users identified as Reviewers and Approvers on a Budget/EAC
Change. This feature can only be used if the Review and Approval process is enabled.
 Budget/EAC Change Review and Approvals - implements a Review and Approval process for reviewing and approving Budget/EAC
Changes before Change amounts can be added to the budget.
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To Define Advanced Change Management Settings:

1) Click the Change Management tab.
2) Click the Manage Trends And Budget/EAC Changes At radio button to determine if Trends and Budget/EAC Changes will be managed
at the Project or Enterprise level. If Trends and Budget/EAC Changes are managed at the Enterprise level, the Advanced Change
Management settings and options will be defined in the Enterprise Settings (on page 304) form.
3) Click the New Changes Applied In Reporting Period drop-down and select a future Reporting Period that newly-created Budget/EAC
Changes will be applied to the budgets, forecast, and/or Estimate at Completion. When this option is used, the Change data will not
be applied to the budgets, forecast, and/or Estimate at Completion prior to the defined Reporting Period. How the Change data are
time phased is determined by how the data are calculated. When using this option, all newly-created Budget/EAC Change records will
have the Reporting Period automatically entered.
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4) Check the Enable Change Management Email Notifications checkbox to enable PRISM to automatically generate and send emails
to selected Users who have been assigned as Reviewers and Approvers in the Budget/EAC Changes-Approval subpane. This option has
no functionality unless used in conjunction with the Review and Approval option.
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5) Click the Subject drop-down and select field from the Budget/EAC Change record as the Subject of the email. The data entered in the
selected field on the Change record will appear as the Subject of the email. If the field is left blank on the Budget/EAC Change, the
Subject line of the email will also be blank.
6) Click the Fields button and select the fields from the Budget/EAC Change record to include in the Body of the email. Data entered in
the fields of the Budget/EAC Change record is inserted into the Body of the email.
 D = Description
 M = Detailed Description
 R = Alternate ID
 T = Due Date
 S = Source
 C = Company
 I = Schedule Impact
 J = Cost Impact
 $ = Currency
 A = Status
 L = Documents
 V = Change Value
7) Click in the Default Sender Email box and enter a default Sender's email address, if necessary. If this box is left blank, the emails will
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be sent from the email address of the User who is logged into PRISM at the time emails are generated and sent.
8) Check the Send Review and Approval Emails Directly checkbox to directly send emails to Users/Teams assigned as Reviewers and
Approvers on the Budget/EAC Change record. When this option is checked, emails cannot be previewed or modified. The Review and
Approval process must be enabled.
9) Check the Budget/EAC Changes Review and Approvals checkbox to enable the Review and Approval option for managing
Budget/EAC Changes.
10) Click the Default Review Method drop-down and select a Default Review Method. This Review method will appear in the
Budget/EAC data pane when a Budget/EAC is created, and can be overridden, if necessary.
 None - Reviewers are not automatically assigned in the Budget/EAC Changes-Approvals subpane, and the Change does not need
to be reviewed before it can be approved. This is the default method.
 Not Required - A list of Reviewers can be generated for the Budget/EAC Change, but the Change does not need to be reviewed
before it can be approved.
 Any User - A Change can be reviewed by any User/Team assigned as a Reviewer in the Budget/EAC Changes-Approvals subpane.
The Change must be reviewed by at least one Reviewer before the Budget/EAC Change can be Approved.
 All Users - A Change must be reviewed by all Reviewers assigned in the Budget/EAC Change-Approvals subpane before it can be
approved.
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 In Sequence - A Change must be reviewed in the sequence that the Reviewers are listed in the Budget/EAC Changes-Approvals
subpane. The order of Reviewers is determined by their Approval Authority, from least to greatest.
11) Click in the Default Approve Method drop-down and select a Default Approve Method. This Approval method will appear in the
Budget/EAC data pane when a Budget/EAC is created, and can be overridden, if necessary. It should be noted that the Change may
also need to be reviewed as well as approved before it can be marked as Approved depending on the Review Method selected and if
any Reviewers are assigned in the Budget/EAC Changes-Approvals subpane.
 None - Approvers are not automatically assigned in the Budget/EAC Change-Approvals subpane. The Change does not need to be
approved by a User other than the Change creator. This is the default setting.
 Not Required - A list of Approvers can be generated for the Budget/EAC Change, but the Change does not need to be approved
by a User in the Budget/EAC Changes-Approvals subpane. The Change can be approved by the Change creator.
 Any User - A Change can be Approved by any Approver assigned in the Budget/EAC Changes/Approvals subpane. The Change
must be approved by at least one Approver before the Budget/EAC Change can be approved.
 All Users - A Change must be Approved by all Approvers assigned in the Budget/EAC Changes-Approvals subpane. The Change
cannot be approved until all Approvers have approved and marked the Change as Approved.
 In Sequence - A Change must be approved in the sequence the Approvers are listed in the Budget/EAC Changes-Approvals
subpane. The order of Approvers is determined by their Approval Authority, from least to greatest.
 First User - A Change can be Approved by the first Approver listed in the Budget/EAC Changes-Approvals subpane. The first User
with sufficient Approval authority can Approve the Change.
12) Check the Users With Sufficient Approval Authority checkbox to filter the list of Reviewers who can review the Budget/EAC Change.
By checking this box, only Users, who are designated as Reviewers AND have an Approval Authority greater than the Change amount,
can be assigned as a Reviewer to the Budget/EAC Change.
13) Check the Users with Insufficient Approval Authority checkbox to filter the list of Reviewers who can review the Budget/EAC Change.
By checking this box, Users who have been assigned as a Reviewer BUT have an Approval Authority less than the Change amount can
be assigned as a Reviewer to the Budget/EAC Change.
Note that if both of these checkboxes are left unchecked, no Reviewers will be added to the Budget/EAC Changes-Approvals
subpane and the Change does not need to be Reviewed before it can be approved. If both boxes are checked, all Users who are
identified as Reviewers will be added to the Budget/EAC Changes-Approvals subpane.
14) The Administrator and the Primary and Secondary Change Owner can override the Review and Approval process. This is done by
checking one of the appropriate Allow Users To Override The Change Approval Process checkboxes. These Users must have at least
Change Management Read Access permissions to override the Review and Approval process.
Note that a User must have at least Change Management Read Access permissions to access Change Management forms
15) Click OK.
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Project Narratives
The Project Narratives form is used to maintain textual, image, and web site information about the project. You can enter text directly or you
can link to an external PDF document on your network to describe any of the following topics:
 Scope of Work
 Progress
 Forecast
 Safety
 Miscellaneous
 Excel
 HTML
 Image
 Web Site
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Note that this information is primarily used by the PRISM Dashboard application. There are currently no reports in PRISM
that display this information.
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To Enter Project Narratives:

1) Select PRISM Button > Project Narratives.
2) Click one of the Narrative Tabs.
a. Scope of Work
b. Progress
c. Forecast
d. Safety
e. Miscellaneous
f. Excel
g. HTML
h. Image
i. Web Site
3) Click the File Name and Path browse icon, locate the Folder Path and File Name of a PDF document that contains the narrative
information, and click Save.
4) Alternatively, click in the Text box and enter the Narrative Information.
5) Click the Images Tab, click the Folder Path browse icon, locate a Folder Path where image files are maintained for the project, and
click OK.
a. The file types that can be used for graphics are .bmp, .jpg, .jpeg, .tif, .tiff, and .png.
6) Click the Web Site Tab, click the Address box and enter the Web Address (URL) for the web site that contains project information.
a. Click the Open URL button to test the Web Address to ensure it opens.
Archive
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Archiving is the means for creating a copy or backup of the Administration data, Enterprise data, or the data from any PRISM project. This is
an essential process which should be run prior to performing a number of actions, including:
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 Upgrading or uninstalling the PRISM software.
 Importing Administration, Enterprise, or project data.
 Modifying data to perform a "What-if" scenario.
 Performing calculations, if the results are uncertain.
 Closing the reporting period.
 Creating and approving a Performance Measurement Baseline.
 Completing monthly progress and performance updates and generating monthly performance reports.
The File Name entered when creating archives must adhere to the following conventions:
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 Cannot contain special characters \ / : * ? " < > , ‘

 The File Name will be forced to uppercase.
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When archiving a project, a File Name is automatically created by combining the PRISM Project ID with the current year-month-day. In
addition, a special file extension of .PG2 is given to the file. For example, if the Project ID is ACME and the current dates is March 12, 2011,
then the archive's File Name is ACME_20110312.PG2. If necessary, you can modify the File Name prior executing the Archive function.
When defining a File Name and Path, the file path that is initially displayed is the Default File Location.
You must have Change Data permissions to archive a project or enterprise data. You will need Run Processes permissions to archive
Administration data.
To Archive a Project:
2) Select Archive Project.
3) Click the Project tab.
4) Click the File Name browse icon, select a Folder Path, enter a File Name, and click Save.
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5) Check each PRISM Package checkbox that you want to archive.
a. Cost Management
b. Engineering
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d. Procurement
e. Contracts
f. Prime Contracts
h. Field Management
6) If you want to include the Default Groups in the archived data, check the Include Default Group Data checkbox.
7) If you want to include Field Progressing data in the Import Mobile App Data import feature in the archived data, check the Include
Field Progressing checkbox. This option is only available for projects using the Field Progressing mobile application. If this box is
checked, all data that has been submitted during the current reporting period is archived.
8) If you want to exclude the historical Actuals in the archived data, check the Exclude Actuals History checkbox.
9) Click Archive.
To Archive Enterprise Data:

2) Select Archive.
3) Click the Enterprise tab.
5) Click Archive.
To Archive Administration Data:

2) Select Archive.
3) Click the Administration tab.
5) Click Archive.
Restore
You can Restore Administration data, Enterprise data, or project data, if the data was previously archived. Essentially this is a process where
the existing data are deleted and replaced with archive data. During the restore, you do have control over the deletion of certain data.
You may need to restore a project for the following reasons:
 To replace compromised data.
 To create a training project using existing project data.
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 To create a new project based on a template project archive.

When restoring Administration or Enterprise data, you have three choices.
 Delete Existing Data - data are deleted prior to archived data being restored.
 Update Existing Records and Restore New Data - records that are found in the archive file and the existing data are updated with any
changes from the archive file. Records contained in the archive file but not in the existing data are added.
 Restore New Data Only - existing records are not changed, only records contained in the archive file but not in the existing data are
added.
You need Run Processes permissions to restore data, but to restore a project you also need Exclusive Use permissions and to open the project
using Exclusive Use (on page 197).
When defining a File Name and Path, the file path that is initially displayed is the Default File Location.
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To Restore a Project:
2) Select Restore Project.
3) Click the Project tab.
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5) Check each PRISM Package checkbox that you want to archive.
a. Cost Management
b. Engineering
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d. Procurement
e. Contracts
f. Prime Contracts
h. Field Management
6) If you want to restore the Default Groups, check the Include Default Group Data checkbox.
7) If you want to restore Field Progressing data in the Import Mobile App Data import feature, check the Include Field Progressing
checkbox. This option is only included for projects using the Field Progressing mobile application.
8) If you want to exclude the historical Actuals, check the Exclude Actuals History checkbox.
9) Click Restore.
To Restore Enterprise Data:

2) Select Restore.
3) Click the Enterprise tab.
5) Click one of the three Options radio buttons:
a. Delete Existing Data
b. Update Existing Records and Restore New Data
c. Restore New Data Only
6) Click Restore.
To Restore Administration Data:

2) Select Restore.
3) Click the Administration tab.
5) Click one of the Options radio buttons:
a. Delete Existing Data
b. Update Existing Records and Restore New Data
c. Restore New Data Only
6) Click Restore.
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Purge
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Your PRISM data should be periodically maintained. PRISM makes use of a utility called Purge to perform maintenance, which includes
removing orphaned records, removing records that are not identified to an existing project, and re-indexing the database.
Orphan records, in database terms, are child records that do not have a parent record. Orphans are sometimes created when a record from a
data pane is deleted. Typically, these types of records will have child records which were created in subpanes. An example would be when a
Control Account is deleted; the Period Actual records associated with that Control Account are not automatically deleted. When the database
is purged, these orphaned records are permanently removed.
Although unusual, it is possible to have project records in the database that are not assigned to a project. This is invalid data that could clutter
the database and should be purged.
You must have Run Processes permissions to Purge data. If you are purging project data, you must have the project opened in Exclusive Use
(on page 197) to perform a Purge.
To Purge Project Data:

1) Open a Project.
3) Select Purge.
4) Click Yes to remove orphaned records from the current
project.
5) Click OK.
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To Purge Administration and Enterprise Data:

1) Close the Project, if one is opened.
3) Select Purge.
4) Check the Delete Invalid Project Data checkbox to delete any record that does not have a valid project identifier.
5) Check the Delete Administration/Enterprise Orphan Records checkbox to delete any orphaned records from the Administration or
Enterprise tables.
6) Click OK.
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Chapter 8
Administration
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The Administration tab is where the System Administrator can perform administrative actions such as managing the PRISM database,
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assigning Users and permission levels, and managing the Report Library. It is only accessible to PRISM Users who have Administration access.
Data (Administration)
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The Data ribbon group on the Administration tab is where commands for managing PRISM Users and User Permissions are found. It is also
where Roles for users are developed and assigned default permissions and where Users are assigned to Teams.
Users
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PRISM allows the System Administrator to add PRISM Users and assign permission levels to each User. This includes determining who in
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your company can access PRISM and what functions they can access. You can also assign Users to projects and define their permission levels
specific to each project.
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There are four component Permission options, each with a set of Permission Levels settings defined in PRISM . Each of these Permission
options is independent of each other:
 Administration - accesses the Administration tab. Typically the System Administrator has access to this tab.
 Enterprise - accesses the Enterprise tab.
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 All Projects - accesses all PRISM projects. If the User is not granted All Project access then the User must be assigned access to
specific projects and can only perform actions based on the project permission levels granted to the User.
 Change Management - accesses Change Management functionality and processes. A User must be assigned specific Change
Management permissions if the Advanced Change Management feature is enabled. If the Advanced Change Management feature is
not enabled, this permission setting has no functionality. If the feature is enabled and the Review and Approval option is being used,
several Users settings must also be defined (see "Users (Advanced Change Management)" on page 229).
Note that if a User is granted access to all projects, and is also assigned access to an individual project in the User-Permissions
subpane, the permission levels assigned in the subpane override the All Projects permission level set in the Users data pane.
There are seven different Permission Levels from which to choose. The lowest level is None, which denies access. Access progressively
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increases to the highest level, Run Processes, which allows complete access to specific PRISM functions. The permission levels are listed
below in successive order, from lowest to highest:
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Permission Level Description
None No access is allowed

View Reports Access to reports only
Read Data Open panes and forms in a read-only format
Change Data Modify any existing records
Add Records Add new records
Delete Records Delete existing records
Run Processes Run calculations and utilities
There are five other permission options that can be enabled for each User giving them extended capabilities:
 Import Data - import Administration, Enterprise, or Project data, as long as the component Permissions for Administration,
Enterprise, and/or All Projects (or a specific project) are set to Run Processes.
 Exclusive Use - access a Project exclusively, meaning no other User can access the project while that User is in the project. The
component permission for All Projects (or for a specific project) must be set to Run Processes in order for Exclusive Use to be
available.
 Report Writer - enables the Enterprise Report Writer and the Project Report Writer. The component permission for Enterprise and/or
for All Projects (or for a specific project) must be set to a minimum of View Reports. The ability to add or delete reports depends on
the component permissions assigned.
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 Field Progressing - if the PRISM licensing includes the Field Progressing Mobile application, then this checkbox is enabled, and must
be checked for the User to have access rights and be able to login to the Field Progressing Mobile application. If the User is granted
All Projects access, it will have access to all Field Management projects in Field Progressing and can perform actions based on the All
Projects permission level. If the User is not granted All Project access, then the User must be assigned access to specific Field
Management projects and can only perform actions based on the project permission levels granted to the User.
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 Dashboards - if the PRISM licensing includes the PRISM Dashboard application, then the Dashboard drop-down is used to enable
the User's access rights to the Dashboard application. There are three permission levels for the Dashboard:
 Standard - accesses the standard functions of the Dashboard; can create Dashboard collections, create User filters
 Advanced - accesses the Analysis Grid feature in addition to the Standard permissions
 Templates - accesses the ability to create Global Filters and create Dashboard templates that can be accessed by Users. This is in
addition to the Advanced Permissions.
Note that by checking the Snapshots Only checkbox, only Snapshot databases can be viewed by the User. If the checkbox is
unchecked, the User can choose to view either Live or Snapshot data when logging into the Dashboard application.
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Note that only a System Administrator that has Run Processes permission for Administration can modify a User's Component
Permission Level settings or revise these four options.
 Temporary Read Only User - restricts access temporarily so data cannot be entered. When this checkbox is enabled, this setting
overrides the User's permission levels and does not allow them to enter data. This feature is useful to ensure that no additional data
for the Reporting Period is entered until the Reporting Period is closed.
A User's Permission Levels are also assigned to each package. A user could be setup with Run Processes access on the Cost Management
package and set to not have access rights to the Procurement package.
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When PRISM is first installed, a single User ID, named ADMINISTRATOR, is created with the password ADMINISTRATOR. By definition, this
User is assigned Run Processes permissions to Administration, Enterprise, and All Projects and the Allow Data Import and Exclusive Use
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options are enabled. The password should be modified after installing PRISM . This User ID cannot be deleted, thus always providing you
with at least one Administrator that can access the system to assign Users and permissions. Additional Administrators can be added as
needed, which makes sense in case one Administrator is unavailable or an Administrator forgets their password.
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Additional Users can be added to PRISM . Each new User is required to have a User ID, which is the PRISM Login ID. Depending on how
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your company implements PRISM , a User may be required to have a Password or it can be left blank. Typically, when a new User is created,
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they are supplied an initial password. The User will then be asked to change their password when they first access PRISM .
If Operating System Authentication (on page 813) is enabled by the System Administrator, then the User ID used when adding new Users
must match a Username as defined in Active Directory. In this case, a Password is not assigned to the User. Instead, when a User logs into
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PRISM , the Active Directory system recognizes the Username and is looking for the User to enter the Password used when logging into
Microsoft Windows. If you have purchased a Named User (see "Named Users (Users)" on page 228) license, then Operating System
Authentication is required.
It is best to include the User’s name and phone number as these are identified in the Online Users (on page 150) form. Additional contact
information can be entered but is reference information only and therefore optional.
Each User who does not have All Project status is assigned to a Default Role which is the type of work a User normally performs (i.e., Project
Controls, Engineer, Project Manager). Default permission levels are pre-defined for each Role (see "Roles" on page 232). When a new project
is assigned to the User, the predefined permission levels are automatically assigned on the project.
To Add Users:
1) Select Administration > Data > Users.
2) Click the Add Record icon.
3) Click in the User ID box and enter a User ID. This is the User's login ID.
a. If Operating System Authentication for Login has been enabled in PRISM Options by the System Administrator, then the User ID
must match a Username in Active Directory (see "Operating System Authentication" on page 813).
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4) Click in the Name box and enter the User’s Full Name. Enter last name first and then first name if the list of Users needs to be sorted
in this manner.
5) If the User is not currently Active, click one of the two radio buttons to define a User's status; Inactive or Terminated.
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a. Inactive - the User cannot login to PRISM . An Inactive User can be re-Activated and added to projects, if necessary. An Inactive
User counts toward the Named Users max.
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b. Terminated - The User is permanently locked out of PRISM and cannot be re-Activated. A Terminated User does not count
toward the Named Users max. This User will remain in the Users form for historical references.
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Note that a Terminated User has its PRISM permissions revoked, which is different from an Employee who is terminated. A
terminated employee can no longer be assigned to Staffing Plans in the Cost Management package.
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6) Click in the Initials box and enter the User’s Initials. This is optional. However, certain PRISM features such as Task Approvals
require User's initials in order to select a User.
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7) Click in the Password box and enter an initial Password. This is optional but necessary to provide security to the PRISM application.
a. If Operating System Authentication for Login has been enabled in PRISM Options by the System Administrator, then the
Password is disabled. This is because the Active Directory Password is used instead.
8) If the User will not be assigned an All Projects permission level, click the Default Role ID drop-down and select a Role. This allows
pre-defined permission levels to be automatically set when a project is assigned to the User.
9) Click in the Office Phone box and enter the User’s Office Phone Number.
10) Click in the Cell Phone box and enter the User’s Cell Phone Number.
11) Click in the Email box and enter the User’s Email Address (optional).
12) Click in the Organization box and enter the User’s Organization (optional).
13) Click in the Location box and enter the User’s Location in the organization (optional).
14) Click in the Responsibility box and enter the User’s Responsibility in the organization (optional).
15) If the User is to access Administration data, click the Administration drop-down and select a Permission Level.
16) If the User is to access Enterprise data, click the Enterprise drop-down and select a Permission Level.
17) If the User is to access every project, click the All Projects drop-down and select a Permission Level.
18) If the User is to access the Advanced Change Management feature, click the Change Management drop-down and select a
Permission Level.
19) Check the Temporary Read Only User checkbox to restrict the User's ability to update data. This feature overrides the User's
permission levels and does not allow them to enter data if checked. This feature is useful to ensure that no additional data for the
Reporting Period is entered until the Reporting Period is closed.
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20) Click the Dashboards drop-down and select one of the three options if the PRISM Dashboard application is being used:
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a. None - the User cannot access the PRISM Dashboard application.
b. Standard - the User can access the Dashboard application but cannot access the Analysis Grid feature.
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c. Advanced - the User can access the Dashboard application including the Analysis Grid feature.
d. Template - the User can access the Dashboard application including creating Global Filters and Dashboard templates in addition
to accessing the Analysis Grid feature.
21) Check the Snapshots Only checkbox to allow Dashboard Users to only access Snapshot Databases. If the box is unchecked, the User
can access either Live or Snapshot data when logging into the Dashboard application.
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Note that the PRISM license file must include a license for the Dashboard application for this checkbox to be enabled.
22) If the User needs the ability to Import Administration, Enterprise, or Project Data, check the Allow Data Import checkbox.
a. The Run Processes component permission must also be selected as set in Steps 14, 15, or 16.
23) If the User needs the capability to access projects exclusively, check the Exclusive Use checkbox.
a. The Run Processes component permission must also be selected for All Projects as set in Step 16.
24) Click in the Change Management group box and defined the following User permissions and processes. These permissions are only
defined if the Advanced Change Management feature is enabled and the Review and Approved option is being implemented on
Budget/EAC Changes. If the Advanced Change Management feature is not being used, the following permissions have no functionality
and need to be disregarded.
25) To change the Default Change Reviewer status, click the Change Reviewer drop-down and select a Change Reviewer status.
a. No - User/Team is not available as a Reviewer.
b. Available - User/Team is available to Review changes, but must be added manually to Budget/EAC Changes. The User/Team
needs to be assigned to a Control Account in the Control Account-Change Approvers subpane. A User/Team can only be
assigned to a Control Account if they are assigned to the Project in the Project-User Change Approvers or Project-Team Change
Approvers subpane. Once assigned to the Control Account, Users/Teams can be copied to the Budget/EAC Changes-Approvals
subpane to take part in the Review and Approval process. Their role in the Review and Approval process is defined by their
Approval Authority (see "Approval Authority (Advanced Change Management)" on page 282), the Change amount, and the
Reviewer options in the Project Settings (on page 202) or Enterprise Settings (on page 304) forms.
c. Default - User/Team will automatically be assigned to any new Control Account and be listed in the Control Accounts-Change
Approvers subpane. They also must be assigned to the Project in the Project-User Change Approvers or Project-Team Change
Approvers subpane. The User/Team can then be copied to the Budget/EAC Change-Approvals subpane using the Generate icon.
Their role in the Review and Approval process is defined by their Approval Authority (see "Approval Authority (Advanced
Change Management)" on page 282), the Change amount, and the Reviewer options in the Project Settings or Enterprise
Settings forms.
It should be noted that based on the Change amount and a Users/Teams' Approval Authority, that a Reviewer assigned to the
Budget/EAC Change could also be an Approver and approve the Change.
26) To change the Default Change Approver status, click the Change Reviewer drop-down and select a Change Approver status.
a. No - User is not available as an Approver.
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b. Available - User is available to Approve changes, but must be added manually. The User needs to be assigned to a Control
Account in the Control Account-Change Approvers subpane. A User can only be assigned to a Control Account if they are
assigned to the Project in the Project-User Change Approvers subpane. Once assigned to the Control Account, they can be
copied to the Budget/EAC Changes-Approvals subpane to take part in the Review and Approval process. Their role in the Review
and Approval process is defined by their Approval Authority (see "Approval Authority (Advanced Change Management)" on
page 282).
c. Default - User will automatically be assigned to any new Control Account created in the Control Accounts-Change Approvers
subpane. They must first be assigned to the Project in the Project-User Change Approvers subpane. The User can then be copied
to the Budget/EAC Change-Approvals subpane using the Generate icon. Their role in the Review and Approval process is defined
by the Change amount and their Approval Authority.
It should be noted that a User who is assigned as an Approver, may not be able to Approve the change based on the Change
amount and their Approval Authority.
27) Check the Allow User to Create Changes For All Projects checkbox to allow Users to create Budget/EAC Changes for Control Accounts
for any Project regardless of the User's permissions.
28) Check the Allow User to Override The Change Approval Process to give the User permission to approve Budget/EAC Changes they
created.
29) Click the Default Approval Authority drop-down and select a default Approval Authority ID.
30) If the User needs the ability to generate or view reports using the Enterprise Report Writer or the Project Report Writer, check the
Report Writer checkbox.
a. The component permission selected and set in Steps 15 and 16 determines the access capabilities the User has with the Report
Writer.
Permission (Users)
Users can be added to any Project. When doing so, the Administrator must determine the Permission Levels (see "Permissions Matrix" on
page 24) for each package that they want to provide them access.
User Permission assigned to a project override the User's All Project's permission assigned in the User's data pane.
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There are two other permission options; Allow Data Import and Exclusive Use. The Allow Data Import option enables the ability to import
Project data in a Package where the Permission Level is set to Run Processes. The Exclusive Use option enables the ability access a Project
exclusively, meaning no other User can access the project while that User is in the project. The Run Processes permission must be assigned to
a Package in order for Exclusive Use to be available.
You must have Run Processes permissions assigned at the Administration Level in order to set these permissions.
Note that if the User has been assigned a Default Role, then permission levels are automatically set based on the Role's
predefined permissions. You can modify these for any project, if necessary.
To Assign User Permissions:

2) Locate a User.
3) Click the Permissions subpane tab.
4) Click the Add Record icon and select one or more Projects from the list. Note that Hidden Projects will not appear on this list.
5) Click OK. The Project ID and Title are automatically populated. If the User was assigned a Default Role, then the Role ID is also
populated along with the predefined User Permissions.
Note that you can change any of the predefined permission levels.
6) If the User needs the ability to Import Project Data, check the Allow Data Import checkbox.
a. The Run Processes component permission must also be selected for the packages where importing is to be allowed.
7) If the User needs the capability to access projects exclusively, check the Exclusive Use checkbox.
a. The Run Processes component permission must also be selected for the packages where Exclusive Use is to be allowed.
8) For each package, click the Package drop-down and select a Permission Level.
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a. Only the Packages that are enabled on the project are listed.
Teams (Users)
Once Teams (on page 233) are defined, Users can be assigned to one or more Teams. This is only necessary if you plan on assigning the same
group of Users to multiple projects. This process is typically used when a company has several small projects as opposed to a few large
projects.
To Assign Users to Teams:

2) Locate a User.
3) Click the Teams subpane tab.
4) Click the Add Record icon, select one or more Teams from the list, and click OK. The Team IDs and Descriptions are automatically
populated.
Named Users (Users)

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When Named User licenses are purchased, they are configured with a total number of Users who can access each individual PRISM package
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and the total number of Users who can access PRISM . Each User is assigned to one or more PRISM packages allowing them access to
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PRISM and to the PRISM package. The User Permissions (see "Permission (Users)" on page 226) still determine what packages they can
use on a project and what features they can use.
As packages are enabled for each User, the User Summary group box indicates the maximum number of Named Users who can be assigned
and the total for each package. It also indicates the total number of Named Users that have been assigned and the total number of Users
assigned for each package.
Note that if you have purchased a Named User license, then Operating System Authentication (on page 813) is required.
To Assign Named Users:

2) Click the Named Users subpane tab.
3) For each User, in the Enabled Packages group box, check one or more of the following packages; Cost Management, Engineering,
Procurement, Contracts, or Field Management.
a. This option enables the license for the packages selected so that the user can have access to the package on any project.
b. This option has nothing to do with permission levels.
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c. Note that the Equipment/Materials, Invoice Management, and Prime Contracts packages are NOT included. This is because these
packages are not sold as separate packages but are provided when certain packages are purchased.
The Approver option is only for Cost Management projects that are using the Review and Approval process as part of the
Advanced Change Management feature in the Cost Management package. This option should NOT be used in conjunction with
the Cost Management package. The Approver option will override the Cost Management functionality and limit Users to only
the forms available that pertain to the Review and Approval process. It should also be noted that if this option is checked, the
permissions defined for the User in the Permissions group box of the Users form, with the exception of the Administration
permissions, are not applicable.
4) As packages are enabled, the number of licenses Used for each package is displayed in the User Summary group box. In addition, the
total number of Licensed packages is also displayed. This allows you to determine how many licenses are remaining to be assigned to
a User.
Users (Advanced Change Management)

If the Review and Approval option is being implemented as part of the Advanced Change Management feature, specific definitions for each
User (see "Users" on page 221) need to be defined by the System Administrator. These settings and permission levels are independent of the
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traditional process of creating Users in PRISM . These are specialized settings and permissions that only pertain to Advanced Change
Management feature.
When the Review and Approval option is enabled, Users/Teams can be assigned the role of a Reviewer/Approver on a Budget/EAC Change.
When a User is assigned to participate in the Review and Approval process, they must be made available as either a Reviewer and/or
Approver.
If a User has been made available as a Reviewer and/or Approver, their role in the Review and Approval process is defined by the Budget/EAC
Change amount and their Approval Authority (see "Approval Authority (Advanced Change Management)" on page 282). A Users' Approval
Authority is the maximum Change amount that they can approve for cost changes to a project's baseline and forecast.
There are also options to allow a User to create Budget/EAC Changes for all of the projects they are assigned to, as well as overriding the
Review and Approval process to approve a change.
If the Review and Approval option for the Advanced Change Management feature is not enabled, the Change Management
permissions and options will not have any functionality and should be disregarded.
To Define Advanced Change Management User Settings:

2) In the Change Management group box, click the Default Change Reviewer drop-down and select a default Change Reviewer status.
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Settings forms.
3) Click the Default Change Approver drop-down and select a default Change Approver status.
page 282).
4) Check the Allow User to Create Changes For All Projects checkbox to allow the User to create Budget/EAC Changes for all projects.
The User must have at least Change Management Read Data permissions. This option only functions if the Changes are being made at
the Enterprise level.
5) Check the Allow User To Override The Change Approval Process to allow the User to Approve Budget/EAC Changes. The User must
have at least Change Management Read Data permissions to perform this function.
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6) Click the Default Approval Authority ID drop-down and select a default Approval Authority ID (see "Approval Authority (Advanced
Change Management)" on page 282).
Change Approvers (Users)

Users/Teams are assigned to Projects as Reviewers/Approvers when using the Review and Approval option as part of the Advanced Change
Management feature. This allows them to Review and/or Approve Budget/EAC Changes to a Project's budget, forecast, and funding.
An Approval Authority (see "Approval Authority (Advanced Change Management)" on page 282) can also be assigned in this subpane if
different from the default Approval Authority defined for the User/Team.
The User/Team's Review and Approval statuses can also be modified for an individual project, if necessary. User/Team's Review and Approval
statuses assigned to a Project override the User/Team's Review and Approval status assigned in the User and Teams data pane.
Note that this subpane will be disabled if the Advanced Change Management feature is disabled.
To Assign Reviewers/Approvers to Projects:

2) Locate a User.
3) Click the Change Approvers subpane tab.
4) Click the Add Record icon and select one or more Projects.
5) Click OK.
6) To change the Approval Authority ID, click the Authority ID drop-down and select an alternate Authority ID, if necessary.
7) To change the Change Reviewer status, click the Change Reviewer drop-down and select a Change Reviewer status.
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Settings forms.
8) To change the Change Approver status, click the Change Approver drop-down and select an alternate Change Approver status, if
necessary.
page 282).
Roles
Roles refer to the normal type of work or function a User performs in your company. As an example, you may have roles for Project Controls,
Engineering, and Project Management. Typically, Users performing the same Role are assigned the same permissions.
You can define a default set of Project Permissions for each Role. Project Permissions define the level of access a User has on a specific
project.
Once Roles are defined, a Role can then be assigned to a User. Whenever a User is added to a new project, the pre-defined Project
Permissions are automatically assigned to the User based on the User's Role.
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To Add Roles:
1) Select Administration > Data > Roles.
3) Click in the Default Role ID cell in the new row and enter a Role ID.
4) Click in the Description cell and enter a Role Description.
5) Check the Exclusive Use checkbox, if the User needs exclusive use of a project to perform certain functions.
6) Check the Import Data checkbox, if the User needs to import data into a project.
7) Click each Package Permission drop-down and select a Permission Level.
Note that the User Permissions (see "Permission (Users)" on page 226) topic describes these permission levels in further
details.
Teams
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Teams are used to identify groups of PRISM Users who normally work together from one project to another. Usually, this occurs when a
company has several small projects as opposed to a few large projects.
Once a Team is defined, Users can be assigned to a Team. Subsequently, a Team can be assigned to a new project. This causes the group of
Users to be automatically added to the project and eliminates the need to assign Users, one-by-one.
To Add Teams:
1) Select Administration > Data > Teams.
3) Click in the Team ID box and enter a Team ID.
4) Click in the Description box and enter a Team Description.
Users (Teams)
Users are assigned to a Team so that Teams can be assigned to projects as opposed to assigning individual Users one at a time.
To Assign Users to Teams:

2) Locate a Team.
3) In the Users subpane, click the Add Record icon, select one or more Users, and click OK. The User information is displayed in
read-only mode.
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Teams (Advanced Change Management)

If the Review and Approval option is being implemented as part of the Advanced Change Management feature, specific definitions for each
Team (see "Teams" on page 233) need to be defined by the System Administrator. These settings and permission levels are independent of
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the traditional process of creating Teams in PRISM . These are specialized settings and permissions that are only used if the Advanced
Change Management feature is being implemented for changes to a Project's budget, forecast, or funding.
When the Review and Approval option is enabled, Teams can be assigned the role of a Reviewer and/or Approver on a Budget/EAC Change.
When a Team is selected to participate in the Review and Approval process, they must be made available as either a Reviewer and/or
Approver.
If a Team has been made available as a Reviewer and/or Approver, their role in the Review and Approval process is defined by the Change
amount and their Approval Authority (see "Approval Authority (Advanced Change Management)" on page 282). A Team's Approval
Authority is the maximum Change amount that they can approve for cost changes to a project's baseline and forecast.
If the Review and Approval option for the Advanced Change Management feature is not enabled, the Change Management
permissions and options will not have any functionality and should be disregarded.
To Add Teams:
3) Click in the Team ID box and enter a Team ID.
4) Click in the Description box and enter a Team Description.
5) Click the Default Change Reviewer drop-down and select a default Change Reviewer status.
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Settings forms.
6) Click the Default Change Approver drop-down and select a default Change Approver status.
page 282).
7) Click the Default Approval Authority ID drop-down and select a default Approval Authority ID (see "Approval Authority (Advanced
Change Management)" on page 282).
Change Approvers (Teams)

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To Assign Reviewers/Approvers to Projects:

2) Locate a User.
3) Click the Change Approvers subpane tab.
4) Click the Add Record icon and select one or more projects from the list.
5) Click OK.
6) To change the Approval Authority ID, click the Authority ID drop-down and select an Authority ID.
7) To change the Change Reviewer status, click the Change Reviewer drop-down and select a Change Reviewer status.
Settings forms.
8) To change the Change Approver status, click the Change Approver drop-down and select a Change Approver status.
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page 282).
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Database
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PRISM supports Microsoft SQL Server versions 2008, 2008 R2, 2012, and Oracle 11g or higher as back-end databases. An enterprise should
maintain a single Database instance or schema for each deployment environment.
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Client Workstations running PRISM must have the capability to connect to whichever database engine is selected. If Oracle is used as a
back-end database, then the Oracle Instant Client utilities must be installed. If Microsoft SQL Server is selected, then nothing additional is
required.
Supported Databases Limitations Remarks

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Microsoft SQL Server 2008 Express 4 GB Free product provided with PRISM ; good for standalone installations and evaluation copies
Microsoft SQL Server 2008 Core Edition None Purchased separately; good for larger number of concurrent users and network distributions
Microsoft SQL Server 2008 R2 None Purchased separately; good for larger number of concurrent users and network distributions
Microsoft SQL Server 2008 R2 Express 10 GB Available to download from Microsoft (http://www.microsoft.com/)
Microsoft SQL Server 2012 None Purchased separately; good for larger number of concurrent users and network distributions
Compatible with Windows 7 and newer; Available to download from Microsoft
Microsoft SQL Server 2012 Express 10 GB
(http://www.microsoft.com/)
Microsoft SQL Sever 2014 Express 10 GB Available do download from Microsoft
Oracle 11g or higher None Purchased separately; good for larger number of concurrent users and network distributions
Oracle Database 11g Express Edition 4 GB Available to download from Oracle.
Connect
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A PRISM Database contains the project data for every project in the database, all data for the enterprise, and the administration data
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including the list of PRISM Users identified in the database. PRISM includes a Connect form that is used to:
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 Setup a PRISM database
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 Establish a connection between PRISM and the database
 Test the database connection
 Upgrade or repair the database
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 Load the PRISM license file to the proper file location
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Note that much of this is performed at the time when PRISM is first installed.
To Run the Database Setup Utility:

1) Select Administration > Database > Connect.
2) Click the Database Setup Utility icon found on the navigation toolbar.
Note that this utility can also be accessed by locating and running the file DBSetup.exe found in the root directory of the
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PRISM setup program files. The PRISM Database Setup Utility is displayed.
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1) Click a Database Type radio button:

a. MSSQL - to setup a Microsoft SQL Server database.
b. Oracle - to setup an Oracle database.
2) If MSSQL is selected as the Database Type:
a. Check the Create Tables in Existing Database checkbox to create the new tables inside the existing database. Otherwise a new
database is created. The Snapshot purpose option is automatically selected and cannot be change.
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b. Click in the Host Computer box and enter the SQL Server Host String that the PRISM database will exist within. The Host string
name is composed of the following: <machine name or IP address>\<SQL instance name>
c. Click in the Database Name box and enter the new or existing Database Name.
d. Check the Use Integrated Windows Authentication checkbox if you want to use your Windows User Name and Password. This
requires the current user to have administrative rights to connect to Microsoft SQL and create objects.
e. If the Use Integrated Windows Authentication is left unchecked:
 Click in the User Name box and enter a SQL Server User Name that has the rights to connect to Microsoft SQL and create
database objects.
 Click in the Password box and enter the SQL Server User's Password.
3) If Oracle is selected as the Database Type (The Snapshot purpose option is automatically selected and cannot be changed.):
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a. Click in the SID box and enter a unique Service Identifier which is the Oracle database name.
b. Click in the Host Computer box and enter the Oracle Host String which is the Machine Name or the IP Address.
c. Click in the Schema box and enter an existing Schema Name that will host the database objects.
Note that during the initial setup the Snapshot Oracle schema must be given DBA rights. This is required in order to grant
appropriate table permissions which enabled communication between the application schema and snapshot schema. This can
be revoked after the initial snapshot has been set up.
d. Click in the Password box and enter the Schema User's Password.
4) Click Next and then click Done once the setup is completed.
To Establish the Connection Between PRISMG2 and the Database:

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1) Note that you will need to run Database scripts prior to establishing a new connection, as detailed in the PRISM Installation and
Deployment guide.
3) Click the Connection Name found in the Database Connections tree on the left-hand side of the form. The default connection name is
MSSQL - LOCAL DB.
4) Click the Database/Connection Type drop-down and select either an Oracle database or a Microsoft SQL database.
5) Click in the Connection Name box and modify the Connection Name. This is the name that will be listed in the Database Connections
list on the left-hand side of the form.
6) Click in the Host Computer box and enter the Host Computer's Name or IP Address.
7) Click in the Database Name box and enter a Database Name. This is a user-defined name that is established in the database when it
is created.
8) Click the Authentication Type drop-down and select either Database or Operating System.
a. If Database is selected, then Users will have to enter a User Name and Password during Login. The User Name and Password is
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established in the PRISM database.
b. If Operating System is selected, and if the User has logged into the Microsoft Windows operating system, they will not have to
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enter a User Name and Password to Login to PRISM . The PRISM Login screen is bypassed.
9) Click in the Schema Name box and enter a Schema Name. This is a user-defined name that is established in the database when it is
created.
10) Click in the User Name box and enter the User Name of the Database Administrator, Database owner, or Schema user.
11) Click in the Password box and enter the Password of the User.
12) Click the Test Connection button to ensure the Database Connection requirements are entered correctly.
a. A prompt will indicate if the connection was successful or it will identify the issues that need to be resolved.
13) The Upgrade/Fix Database button is used to update the database to the latest specifications and to potential database problems are
repaired.
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a. Upgrades to the database are automatically done when installing application updates.
b. There should be no reason to use this feature unless PRISM Support requests that you run the upgrade.
14) Click OK.
To Load a License File:

2) If you need to load a new license file, click the Load License icon on the navigation toolbar, use the browse feature to locate the
License File, and click OK.
3) Click OK.
Snapshots
Project data is generally in a live or incomplete state while a project is being statused. Once statusing is updated for the month, there is a
short period of time when data is complete. The Project Snapshot feature is used to generate a copy of any project’s data in its complete
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state. A snapshot of a project's data can be viewed using Enterprise Reports or Project Reports or through the PRISM Dashboard application.
A Snapshot Database must first be created by the System Administrator from the Application Server before Project Snapshots can be included
in the Database. Typically, a Snapshot Database is created for each Reporting Period.
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To Create a Snapshot Database:

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If the live PRISM database ues Microsoft SQL Server Express:
1) Select Administration > Database > Snapshots.
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3) Click in the Snapshot Name box and enter a Name for the snapshot. The Snapshot Name is appended to the name of the live PRISM
Database to define the Snapshot Database Name.
4) Click OK.
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If the live PRISM database uses Microsoft SQL Server or Oracle:
Note that the System Administrator must run this utility from the Application Server. The process cannot be completed if the
System Administrator rights are not used, and result in an error message.
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database objects.
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To Test Database Connection and Upgrade a Database:

3) The Upgrade/Fix Database button is used to update the database to the latest specifications and to repair potential database
problems.
Upgrades to any Snapshot Database that is not completely populated will have to be performed after the application has been
updated. Snapshot Database that you do not plan on updating will not need to be upgraded.
To Delete a Snapshot Database:

1) Select Enterprise > Tools > Project Snapshot.
2) Select a Snapshot Database in the Snapshot Database Connections menu.
3) Click the Delete Record button. The Snapshot Database files, tables, and all associated Snapshots are removed.
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Reports Library
The Reports Library is used to add custom reports, delete or hide reports, and to reorder the Reports menu. It comes pre-loaded with all of
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the standard PRISM reports. You can use the Report Writer to create your own customized reports and then add them to the Reports
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Library, making them available to PRISM Users through the Project or Enterprise Reports panes.
Some companies may have the need for highly customized reports. ARES Project Management LLC can create those custom reports with
minimal costs, while adding the options and flexibility found in our standard reports. When adding a custom report developed by ARES Project
Management LLC, you are provided instructions to aid the installation process. They define how to configure the new Reports Library record
you are required to create.
When creating a new Report you must define several items. The Report Title is the title that appears in the Report Header. It is also used as
the title in the Reports menu if the Menu Prompt is left blank. The sequence of how the reports are displayed in the Reports menu is
determined by an alphanumeric sort of the Report ID. If you would like to change the sequence, you can apply a Sort Code to each record in
the Reports Library. Reports are either available to all projects or can be restricted to one project only. Specific reports can be Hidden so that
no one has access to them. This is a way to reduce the reports on the Report menu to just those reports your company has standardized.
There are certain reports that only make sense for Enterprise reporting and certain reports that only make sense for project reporting. There
is an option to make reports available for use only for the Enterprise, only for Projects, or for both.
WARNING: Please use caution when adding or modifying records in the Reports Library. Erroneous entries may inactivate key
reporting features.
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To Add the Reports Library:

1) Select Administration > Database > Reports Library.
3) Click in the Report ID box and enter a Report ID.
a. The Report ID must match the name specified in the underlying report program for custom reports supplied by ARES Project
Management LLC.
b. Report ID can be whatever you choose when adding a report developed using the Report Writer.
c. Report IDs of standard reports cannot be deleted.
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4) If you are using a standard report supplied with PRISM , then the Report Type drop-down menu is disabled and set to Standard
Report. If you are adding a custom reports, click the Report Type drop-down and select one of the three Custom Report Types;
Custom Chart, Custom Report, or Custom Report Writer.
a. If you contracted ARES Project Management LLC to create a custom report or chart, then you will be instruction to select either
Custom Chart or Custom Report.
b. If you created a report using the Report Writer, you will select Custom Report Writer, and then select the Report Writer
Specification in the Standard Report Writer drop-down.
5) Click in the Report Title box and enter a Report Title.
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a. This can be modified for standard reports.

6) Click in the Menu Prompt box and enter the Report Menu Prompt.
a. Leave blank if the Report Title is intended to be the same as the Menu Prompt.
b. This can be modified for standard reports.
7) Click in the Sort Code box and enter an alphanumeric Sort Code.
a. Leave blank to sort by the reports Report ID.
b. This can be modified for standard reports.
8) When adding a Custom Chart or Custom Report, click one of the three Availability radio buttons:
a. Both Enterprise and Project - allows the report to be available for both the Enterprise reports menu and Project reports menu.
b. Enterprise Only - the reports are available for only the Enterprise reports menu.
c. Project Only - the reports are available for only the Project reports menu.
d. When adding a Custom Report Writer report, the selections are disabled.
9) Click the Menu Section drop-down and select the Menu Section where the report is found in the Reports Menu of the Project or
Enterprise Reports panes.
10) Check the Hide checkbox to hide the report from the Reports Menu.
11) For custom reports, set the following options to match the requirements provided by ARES Project Management LLC.
a. Click the Filter 1 drop-down and select the report's Primary Filter.
b. Click the Filter 2 drop-down and select the report's Secondary Filter, if necessary.
c. Click the Filter 3 drop-down and select the report's Tertiary Table, if necessary.
d. Click in the Settings box and enter one or more Alpha Characters corresponding to available reporting Options.
 Click the Legend button to display the list of Options.
 The Report program and layout must support the selected options.
e. Click in the External Program box and enter the Program Name of the Custom Report's program. Leave blank for standard
reports.
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Note that the External Program provided with the Custom Report must be placed into PRISM 's Custom folder.
f. Click in the Custom Form box and enter the Custom Form's Name.
g. To restrict the report to only one project, click the Project ID drop-down and select a Project. If it is set to and then it is available
to all projects.
12) Click the Standard Report Writer drop-down and select a Report Writer Specification developed in the Project or Enterprise Report
Writer.
a. This is only enabled if the Report Type is set to Custom Report Writer.
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P6 Connection
The information necessary to connect to a Primavera P6 database can be assigned at the Administration level as opposed to a project User
entering this data in the Import Primavera P6 form. This information is entered at the Administration level because your company may want
to keep this database connection data confidential. Therefore, the P6 Connection feature ensures the connection information is secure and
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inaccessible to the Enterprise and Project Users, while still allowing them to import P6 data to PRISM .
To Connect to a Primavera P6 Database:

1) Select Administration > Database > P6 Connection.
2) Click in the User Name box and enter the User Name, as it is applied in Primavera P6.
3) Click in the Password box and enter the Password, as it is applied in Primavera P6.
4) Click one of the three DB Product radio buttons.
a. Oracle - if Primavera is configured to utilize Oracle for its database.
b. Microsoft SQL Server - if Primavera is configured to utilize Microsoft SQL Server for its database.
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c. Web Service - if Primavera is configured to utilize P6 API with the PRISM Web Service.
5) If Oracle or Microsoft SQL Server has been selected, click in the Server box and enter the Server Name, which is the network location
where Primavera is located. This information should be provided by your Database Administrator.
6) If Oracle or Microsoft SQL Server has been selected, click in the Database box and enter the Database Name. This information should
be provided by your Database Administrator.
7) If Web Service has been selected, click in the URL box and enter the URL address for the webserver. This information should be
provided by your Database Administrator.
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Click the Test button to ensure the connection data entered is correct and that PRISM can connect to the Primavera P6 database.
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MS Project Connection
The URL address to connect to the Microsoft Project web service can be assigned at the Administration level as opposed to a project User
entering this data in the Import MS Project Server import. This ensures the connection has been tested and cannot be altered on the project.
When a URL address is entered and has been tested, the list of projects available in the web service can be viewed.
Note that the MS Project Server uses Microsoft Integrated Security for controlling access to projects to import.
To Connect to an MS Project Web Service:

1) Select Administration > Database > MS Project Connection.
2) Click in the URL box and enter the URL address for the web server. This information should be provided by your Database
Administrator.
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3) Click the Test button to ensure the connection data entered is correct and that PRISM can connect to the Microsoft Project web
service.
Audit Log
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As changes are being made to the PRISM data, each change can be logged. The Audit Log feature provides a mechanism for determining the
following information on each change:
 What project, and specifically, what table and field was affected
 What action was performed
 How was the data changed
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 Who performed the change

 When did the change occur
This data can be useful for various reasons, but it is usually useful for discovering Users who are making common errors or accessing and
inappropriately changing data.
Note that currently, the Audit Log does not keep track of the use of Utilities or Calculations.
The Audit Log system is only accessible to Users with Administration access. In addition, it is not operable until at least one project has been
enabled to use the Audit Log. This option is found in the Project Settings (on page 202) form.
There are a number of settings that are used to filter and define how Audit Log records are displayed. The Start and End Dates allow users to
filter the record set on a particular period of time. Administration and Enterprise data can be displayed or not displayed using the Include
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Enterprise option. By default, the Audit Log records displayed are those pertaining to the User who opened the session of PRISM . However,
there is the Include All Users option that is used to display all Audit Log records no matter which User generated the record. In addition, you
can choose to summarize or group the Audit Log records by the Table Name and/or by the Field Name. The Summary by Table and Summary
by Field options allow Audit Log records to be either consolidated into a few groups or into several groups, depending on the selections
chosen.
As these settings are defined, a list of Audit Log Groups is displayed in the Selection grid. Once one or more of these Audit Log Groups are
chosen, then the underlying Audit Log records can be displayed.
The Audit Log records are displayed in a preview screen. This screen indicates the date and time of the change, the project that was affected,
the User who made the change, the table and field that was affected, the specific action that was taken, and the specific data that was
changed, such as the ID of a record that was updated or inserted. The data in this preview screen can be filtered, sorted, group, printed, and
exported in order to quickly locate specific log records.
To Enable the Audit Log:

1) Open a project.
2) Select PRISM Button > Project Settings.
3) Click the Feature Options tab.
4) Check the Audit Log checkbox if you want modifications to project data to be tracked in an audit trail file. This will enable the Audit
Log (on page 250) feature found on the Administration tab.
5) Click OK.
To Review the Audit Log:

1) Select Administration > Database > Audit Log.
2) Click the Start Date drop-down and select the Date of the oldest audit record to be displayed.
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3) Click the End Date drop-down and select the Date of the newest audit record to be displayed.
4) Check the Include Enterprise checkbox to display log records affecting Administration and Enterprise data.
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5) Check the Include All Users checkbox to display log records from every PRISM User. By default, this is unchecked, which only
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displays log records for the User that is logged into PRISM .
6) Check the Summary by Table checkbox to group Audit Log records by the various Tables in the selection grid. When disabled, the log
records are grouped by Project and User only, unless the Summary by Field option is enabled.
7) Check the Summary by Field checkbox to log group records by the various Field Names. When disabled, the log records are grouped
by Project and User only, unless the Summary by Table option is enabled.
8) Once Items 4 through 7 are set, a list of Audit Log Groups is displayed. Check the Select checkbox for one or more Audit Log Groups to
be displayed.
9) Click OK. The Audit Log Preview form displays the audit log records.
Tools (Administration)
The Tools ribbon group in the Administration tab is where options and settings are defined that affect forms and processes associated with
Administration.
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Administration Settings
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In the About PRISM form, there is a default email address that is displayed for contacting PRISM Support through ARES Project
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Management LLC. The Administrator may want PRISM Users to contact them or another entity within their company first, rather than
directly contacting ARES Project Management LLC. The default email address can be changed by entering an Alternate Support Email address.
There is an option that is available to the Administrator only, which enables the Operating System Authentication (on page 813). This option
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causes the Login system to use the Username and Password entered into Active Directory to be used when logging into PRISM . The
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Administrator can also enable an option that allows a User to login into PRISM without having to enter their Username and Password. An
additional option lets Users login as different user if the Username and Password fails. If this option is enabled the different User only has
access to the Administration features.
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When the PRISM application is open, it will automatically shut down after a pre-defined duration. The Administrator can change the
Inactivity Timeout duration from 15 minutes up to 4 hours by selecting a system-defined duration. They can also disable this feature by
selecting the Never option.
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There is also an option available for the Administrator to require Users to enter a Complex Password when logging into PRISM as a means
for further security for each User.
To Define Administration Settings:

1) Select Administration > Tools > Settings.
2) Click in the Require Complex Passwords checkbox, to enable Users to use Complex Passwords.
a. A Complex Password must consist of a minimum of six characters and must contain at least three of the four following options:
 Upper Case
 Lower Case
 Digits
 Special Characters (!, #, $, etc.)
3) Check the Use OS Authentication for Login checkbox. The following three settings will be disabled if this checkbox is unchecked.
a. Click in the Active Directory Path box and enter the LDAP or Active Directory Path as supplied by your Network Administrator.
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b. Check the Single Sign On For Login checkbox to allow Users to login to PRISM with having to enter their Username and
Password.
c. Check the Allow Single Sign On Override checkbox to allow Users to login with a different Username and Password if the login
attempt fails. If a User is logging in as a different User, only the Administration features based on the User's permissions will be
enabled.
4) Click the Inactivity Timeout drop-down and select one of the system-defined Durations. Select Never to disable the Timeout feature.
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5) Click in the Alternative Support Email box and enter an Email Address to replace the default Support Email Address for PRISM that
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is displayed in the About PRISM form.
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6) Check the Prevent Emails From Sending Attachments checkbox to not allow auto-generated emails by PRISM to send Attachments.
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7) Click one of the Dashboard Version radio buttons, and select the Dashboard version that you currently using for your PRISM
instance.
8) Click OK.
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Enterprise
The Enterprise tab is where an Enterprise User defines definitions and standards for the enterprise, creates new projects, and maintains the
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lists of employees and cost categories. It is only accessible to PRISM Users who have Enterprise access.
Data (Enterprise)
The Data ribbon group on the Enterprise tab is where commands for managing projects and defining user permissions on individual projects
are found. In addition, you can find commands for developing Category and Employee lists used in resource planning.
Projects
The Projects data pane is used to view the current project options and redefine them as necessary.
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 PRISM Packages - select which packages will be used on the project. The packages available are dependent on which PRISM
packages are purchased and if the product license is current.
 Hide - the project is hidden to Users who do not have Enterprise access. A hidden project will not be displayed in the Open Projects
form or the Recent Projects list on the PRISM Button menu.
 Closed - the project is accessible but only in a read-only format. Typically, this is done when the project is complete and you do not
plan on adding or modifying the project data.
 Enterprise Project - the project is included in enterprise reporting.
 Multi-Currency - project costs can be entered using various currencies on the project.
To Define Project Options:

1) Select the Enterprise > Data > Projects.
2) Locate a Project.
3) The Project ID is displayed in read-only format. By default, the Projects are sorted by the alphanumeric order of the Project ID.
4) To change a Project Title, click in the Project Title box and enter a new Project Title.
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5) Click in the ERP Project box and enter an ERP Project ID, if necessary. By entering an ERP Project ID, PRISM projects can be
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cross-referenced to projects created in external applications that are imported into PRISM .
6) Click in the Sort Code box and enter an alphanumeric Sort Code if you want to change the sort order of the Projects. This will affect
the sort order in the PRISM Button-Recent Projects list and in the Open Project and Remove Project forms.
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7) To include an additional PRISM Packages, check any of the Package checkboxes.
a. Cost Management
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b. Engineering
d. Procurement
e. Contracts
f. Prime Contracts
h. Field Management
8) Check the Hide checkbox so Users cannot open or report the project.
9) Check the Closed checkbox if the project is complete or final and project data should not be changed.
10) Check the Enterprise Project checkbox to allow the project to be included in enterprise reports.
11) Check the Multi-Currency checkbox to enable Multi-currency features for the project.
Project Groups (Projects)

The Project Groups subpane is where the Project Group ID's for each Project Group are assigned. The title of every Project Group defined in
the Project Groups (on page 279) form is displayed. These codes are useful when generating Enterprise reports, allowing you to group, sort,
summarize, and filter data from multiple projects.
To Assign Project Group Codes:

1) Select Enterprise > Data > Projects.
3) Click the Project Groups subpane tab.
4) Click any Group ID drop-down and select a Group ID. The Group ID and Description are displayed.
5) If a Group ID does not exist in the picklist, you can create a new Group ID on the fly.
a. Click in the Group ID box and enter a Project Group ID.
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b. When prompted, enter a Project Group Description. The Group ID and Description are automatically added to the Project Group
table.
User Permissions (Projects)

Users who do not have All Projects access must be assigned to a project. In addition, the Permission Levels must be set for each package. You
must have Run Processes permission at the Enterprise level in order to add Users to a project and assign their permissions.
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You can independently add Users to the project or you can assign a predefined Team of Users to the project.
To Add User and Set Permission Levels:

1) Select the Enterprise > Data > Projects.
3) Click the Projects-User Permissions subpane tab.
4) To add a Team of Users, click the Add Team icon on the navigation toolbar, select a Team, and click OK.
5) To add individual Users, click the Add Record icon, click one or more Users, and click OK.
6) The User ID and Name for each User added is displayed in read-only format.
7) The Default Role ID assigned to the User is automatically assigned and Permission Levels associated with that Role ID are also
assigned. To change a User's Role ID, click the Default Role ID drop-down and select a different Role ID. The Permissions Levels are
modified based on the Role ID selected.
8) The Exclusive Use checkbox and the Import Data checkbox can be modified by checking or unchecking the option.
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9) The Permission Level for each Package can be modified, click any of the Package's Permission Level drop-down and select a
Permission Level.
Note that the User Permissions (see "Permission (Users)" on page 226) topic describes these permission levels in further details.
User Change Approvers (Projects)

To Assign User Change Approvers to Projects:

3) Click the Users Change Approvers subpane tab.
4) Click the Add Record icon and select one or more Users.
5) Click OK.
6) To change the Approval Authority ID, click the Authority ID drop-down and select and alternate Authority ID, if necessary.
7) To change the Change Reviewer status, click the Change Reviewer drop-down and select an alternate Change Reviewer status, if
necessary.
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Settings forms.
To change the Change Approver status, click the Change Approver drop-down and select an alternate Change Approver status, if necessary.
page 282).
Team Change Approvers (Projects)

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To Assign Team Change Approvers to Projects:

3) Click the Team Change Approvers subpane tab.
4) Click the Add Record icon and select one or more Users.
5) Click OK.
6) To change the Approval Authority ID, click the Authority ID drop-down and select an alternate Authority ID, if necessary.
7) To change the Change Reviewer status, click the Change Reviewer drop-down and select an alternate Change Reviewer status, if
necessary.
Settings forms.
8) To change the Change Approver status, click the Change Approver drop-down and select an alternate Change Approver status, if
necessary.
page 282).
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Employees
The Employees data pane is used to define a list of employees for the enterprise. The list is used for Staffing Plans and for assigning
employees to Period Actuals records. Subcontractor employees can be included in this list.
Besides entering contact information, employees are also assigned to a Labor Category defined in the Categories (see "Enterprise Categories"
on page 275) data pane. If Cost Plus contracts are used for planning purposes, then Bare Cost Rates are also applied to each Employee in the
Rates by Reporting Period subpane.
Note that Bare Cost Rates do not have to be the employee's bare cost. They could include some or all of the indirect multipliers.
Whichever rate is used, it must be consistent with the Indirect Cost Multiplier assigned to the Labor Category.
If an employee is no longer employed with the company, an option to indicate an employee's Termination Date is included. This ensures the
employee is not available for adding to a project in future staffing plans.
To Enter Employees:
1) Select Enterprise > Data > Employees.
3) Click in the Employee ID box and enter an Employee ID. This could be the Employee ID provided by the company or some alternative,
which could be used to project actual Employee IDs.
4) Click in the Name box and enter the Employee's Name.
5) Click in the Position box and enter the Employee's Position (optional).
6) Click in the Phone box and enter the Employee's Phone Number (optional).
7) Click in the Location box and enter the Employee's Location (optional).
8) Click in the Email box and enter the Employee's Email Address (optional).
9) To terminate an Employee, click in the Termination Date box and enter the Date the employee was terminated.
a. Terminated Employees cannot be added to Staffing Plans.
10) Click the Category ID drop-down and select a Labor Category.
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11) If the project uses Multi-currency and the Bare Cost Rate uses a currency other than the Base Rate, click the Currency drop-down and
select a Currency.
a. This field is disabled if the project is not setup to be a Multi-currency project.
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b. If this selection is left blank then PRISM assumes the currency to be the Base Currency defined in the Project Settings form.
c. The Currency ID cannot be changed once the Category is used to create Budget Plans or ETC Plans.
Projects (Employees)
The Employees-Projects subpane is a read-only pane that indicates every project that an Employee is assigned to within Staff Planning.
To View Projects Employees are Assigned to:

2) Locate an Employee.
3) Click the Projects subpane tab and view a list of projects that the employee is assigned to.
Rates By Enterprise Period (Employees)

The Employees-Rates By Reporting Period subpane is used to define an employee's Bare Cost Rate as it changes over time. This will account
for the expected inflation of costs on projects that span multiple years.
Bare Cost Rates are only necessary if you intend to use the Staffing Plan (see "Plans" on page 354) feature on Control Accounts where the
Labor Rate Type is set to Cost Plus. The Bare Cost Rate is multiplied by an Employees planned or forecast hours and the Multipliers (on page
287) assigned to the Employee's Labor Category to derive the cost.
Note that an Employee's Bare Cost Rate will override the Category ID rate when assigning Employees to Staffing Plans.
To Enter Employee Rates By Reporting Period:

3) Click the Rates By Enterprise Period subpane tab.
4) Click the Add Record icon, select one or more Enterprise Periods, and click OK.
a. If the Allow Rate Changes option is enabled on various periods in the Enterprise Periods (on page 264) form, then only those
selected periods are available in the Add Records form.
b. It is important to select the first Reporting Period so that cost data can be calculated from the first period forward.
5) For each Reporting Period added, click in the Bare Rate cell and enter the Employee's Bare Rate.
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Budget Plan (Employees)

The Employees-Budget Plan subpane is a read-only pane that indicates every Project and Control Account that the Employee has been
assigned to and their budgeted hours or full-time equivalents (FTEs) by Reporting Period. At the bottom of the subpane, the hours are
totaled by Reporting Period, helping to indicate if employees are under or over committed. The Budget Plan for each project is developed
using the Budget Plan subpane (see "Budget Plan and ETC Plan (Plans)" on page 355).
To View Employee Budget Plans:

3) Click the Budget Plan subpane tab and view the Budget Plan data.
ETC Plan (Employees)

The Employees-ETC Plan subpane is a read-only pane that indicates every Project and Control Account that the Employee has been assigned
to and their Estimate to Complete (ETC) hours or FTEs by Reporting Period. At the bottom of the subpane the hours are totaled by Reporting
Period, helping to indicate if employees are under or over committed. The ETC Plan for each project is developed using the ETC Plan
subpane.
To View Employee ETC Plan:

3) Click the ETC Plan subpane tab and view the ETC Plan data.
Shared (Enterprise)
The Shared ribbon group on the Enterprise tab is where commands are found that are used to define standards and definitions for the
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enterprise. These enterprise definitions are available for use on projects, no matter which PRISM package is enabled.
Developing these lists of enterprise standards and definitions is necessary if you want to use data from multiple projects to generate
Enterprise reports.
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Enterprise Periods
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Every project is periodically tracked, monitored, and measured in PRISM from the start of the project to its completion. Performance
measurement typically occurs at least once a month and on some projects weekly. Each project must be assigned Reporting Periods (on page
593), which are generally based on the company's financial calendar.
In order to generate Enterprise reports, which are reports that combine two or more projects, Enterprise Periods must be established. The
Enterprise Periods should range from the earliest projects' start date to months or years past the latest projects' finish date. Although you can
update the Enterprise Periods to expand the out years, it makes sense to define a finish date that will accommodate future projects.
Each project's Reporting Periods are cross-referenced to Enterprise Periods. This ensures that time-phased project data relates to Enterprise
Periods, which could be very different from the project's Reporting Periods.
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The easiest way to create the Enterprise Periods is to let PRISM calculate them. There is some specific information that PRISM needs in
order to perform the calculation:
 Base Date - the first day of the first reporting period.
 Periods - the number of periods that will calculate a range or periods in which all the current and expected projects will be included.
 Duration - the length of each period:
 1 week, 2 weeks, 4 weeks, 4-4-5 weeks
 1 month, 2 months, 3 months
 Base Calendar - used for calculating Full-time Equivalents (FTE) Hours for Enterprise reports.
 Hours per Day - the average number of hours worked each work day; the default is 8 hours.
 Non Work Days - the days of the week that are always non work days; the default is Saturday and Sunday.
 Non Work Dates - specific dates each month, other than the standard Non Work Days, that are non work dates.
Once the calculation is performed the Enterprise Periods are created along with the following information for each period:
 Start Date - first start date is the Base Date, subsequent start dates are the day after each period's finish date.
 Finish Date - finish dates are calculated based on the selected duration.
 Period Title - as an example, Jan '11.
 FTE Hours - work days in an Enterprise Period multiplied by hours per day.
FTEs or Full-time Equivalents is a term used to describe an equivalent number of full-time people working on projects. FTEs are only
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calculated in certain reports and graphs in PRISM by dividing hours in an Enterprise Period by the Enterprise Period's FTE hours. For
instance, if the planned hours were 2000 and the actual hours were 2400 for the period and the Reporting Period FTE hours are 200,
meaning one full-time person would work 200 hours in that period then the following calculations would be made to determine the
FTEs.
 Planned FTEs = 2000 hours / 200 FTE hours = 10.0 FTEs
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 Actual FTEs = 2400 hours / 200 FTE hours = 12.0 FTEs

Some companies determine FTE hours based on 2080 hours per year which is based on 8 hours per day, 5 days per week, 52 weeks
per year. Other companies take into account holidays and remove holiday hours from each period. Still other companies take into
account an average number of vacation days and sick days taken by employees and reduce FTE hours in each period. The reduction of
FTE hours in months like December, where people tend to take extended vacation days, may be reduced more than other periods
where vacation time is seldom used.
Once FTE Hours are calculated they can be manually modified for any Enterprise Period to account for conditions that were unknown
when the Enterprise Periods were first calculated. However, these manually entered FTE Hours are overwritten if the Enterprise
Periods are recalculated.
To Calculate Enterprise Periods:

1) Select Enterprise > Shared > Enterprise Periods.
2) Click the Base Date drop-down and select the Date of the first day for the first reporting period.
3) Click in the Number of Periods box and enter the Number of Enterprise Periods.
4) Click the Duration drop-down and select one of the pre-defined Durations.
5) Click the Base Calendar icon.
a. Click in the Hours per Day box and enter the average Hours per Work Day.
b. Check each Non Work Days checkbox for each day of the week that are standard non work days. These days are grayed out in
the Non Work Dates calendar.
c. For any other days that are non work days, double-click a Date in the Non Work Dates calendar. These days are grayed out
indicating it is a Non Work Day. Double-click any Non Work Day to revert it back to a Work Day.
d. Click OK.
6) Click the Calculate Periods icon. The Start Dates, Finish Dates, Period Titles, and FTE Hours are automatically generated for the
Number of Periods defined. You can change the Period Titles or the FTE Hours, if necessary.
Note that if a Base Calendar is not defined, then FTE Hours are calculated using 8 hours per day, five days per week, with
Saturday and Sunday being non work days.
After Enterprise Periods are defined, you can lock a range of Periods so that they are not inadvertently recalculated. For instance, if you
wanted to add more periods but you planned on using a different Duration Type, by locking the previously defined Enterprise Periods, these
periods will not be affected by the new calculation.
To Lock Enterprise Periods:

1) Select Enterprise > Shared> Enterprise Periods.
2) Check the Locked checkbox for each Enterprise Period. Note that this should be a continuous range starting at the first Enterprise
Period.
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3) To unlock an Enterprise Period, uncheck the Locked checkbox.

a. Do NOT unlock an Enterprise Period within the range of locked Enterprise Periods.
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Sometimes the company's financial calendar does not coincide with any of PRISM 's pre-defined duration calculations. For instance, the
United States Federal Government has a unique fiscal calendar that does not have consistent lengths of duration for each period. In these
cases, you will have to manually enter Enterprise Periods.
To Manually Assign Enterprise Periods:

1) Follow the To Calculate Enterprise Periods steps.
2) Click the Duration drop-down and select None. If this is not set, when you close and re-open Enterprise Periods they may be
recalculated with unexpected results.
3) Click in the Finish Date cell for each period that needs adjusting and enter the Date of the last day of the Enterprise Period.
a. Notice that the Start Date for the next period is automatically calculated as the next day.
b. The Finish Date entered on an Enterprise Period cannot be later then the next period's Finish Date.
You may find that you need to add additional Enterprise Periods sometime after the Enterprise Periods were originally created. It is easy to
add more Enterprise Periods but care must be sure to lock the Enterprise Periods so that previously defined periods are not affected when the
Enterprise Periods calculation is run.
To Add Additional Enterprise Periods:

2) Check the Locked checkbox each Enterprise Period that you do not want recalculated.
4) Click in the Number of Periods box and increase the Number of Enterprise Periods to accommodate the new enterprise end date.
5) Click the Calculate Periods icon. Notice the additional Enterprise Periods are created without modifying the existing Enterprise
Periods.
6) Set the Duration to None and manually adjust finish dates of the new Enterprise Periods, If necessary.
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When generating time phased reports or graphs, PRISM creates a column of data for each Enterprise Period. Time phased reports and
graphs typically accommodate 12 periods of data on letter-sized output, anymore than that and the data gets to be crowded. In the case of
reports, a second page is automatically created to accommodate additional periods beyond 12. In addition, long duration projects, may be too
compressed when looking at the entire duration of the project in a graph.
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PRISM allows you to combine Enterprise Periods so you can easily see your entire project on one page. For instance, if the project's
reporting periods are defined by weeks, you can combine weeks into months. Monthly periods can be combined into quarters, half years, full
years, or even bienniums. For example, you might define the first quarter of 2010 by entering 1Q 10 in the March 2010 cell. If January 2010 is
the first Enterprise Period or if another title was defined in December 2009, then this means January, February, and March periods can be
combined into one Enterprise Period when generating reports.
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PRISM provides two columns in the Enterprise Periods form for Combined Periods, which allows you to create two separate ways in which
to combine periods of data in Enterprise Reports. You can enter a Combined Label for each column to describe the Combined Periods. For
instance, you might combine time phased data into Quarters, thus you would label the Combined Periods as such. When generating time
phased reports or graphs, you will find a selection in the Report Specification form to show time phased data by Periods or by either of the
Combined Periods.
To Add Combined Period Titles:

2) On the navigation toolbar, click in the Combined Label 1 box and enter a Label that describes the Combined Periods.
3) Click in a Combined Periods cell. The cell chosen is from the last period of the range of periods being combined. Enter a Combined
Periods Title that describes the range of periods. Continue adding Combined Period Titles for the entire range of Enterprise Periods.
4) If a different set of combined periods are necessary, repeat Steps 2 and 3 for Combined Label 2.
Labor Rates of Employees (on page 261) and Categories (see "Enterprise Categories" on page 275) are multiplied by the hours applied in Staff
Planning or Schedule Resources by Multipliers (on page 287) to generate cost data. Labor Rates and Multiplier Rates can change over time.
You can define the Enterprise Periods (on page 264) where you expect to enter changes to the Labor Rates and Multiplier Rates.
To Select Enterprise Periods used for Multiplier Rate Changes:

2) Check the Allow Rate Changes checkbox for each Enterprise Period that you intend to add a Multiplier Rate change.
a. Only the selected Enterprise Periods are available in the Enterprise Multipliers-Rates by Reporting Periods subpane.
b. If no Enterprise Periods are selected, then all Enterprise Periods are available to be added to this subpane.
c. If you choose to use this option, it is important to select the first Enterprise Period. You must be able to enter Labor Rates and
Multiplier Rates at the beginning of the project in order to generate cost data starting with the first period.
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User Guide
Enterprise Elements
Enterprise Elements are used to categorize the types of Cost, Hours, and Quantities that are tracked in the Enterprise. Enterprise Elements
are cross-referenced to Control Elements, which are sub-elements of Control Accounts and Budget Details. Most projects track multiple
elements of Cost such as labor, materials, equipment, and subcontracts. On a few occasions, projects track more than one type of Hours. For
instance, contractor hours and owner hours can be tracked separately on a single Control Account. On rare occasions, a project can track
multiple types of Quantities. As an example, a Control Account may be used to separately track quantities for lineal feet of pipe and for
numbers of pipe hangers.
Enterprise Elements are necessary to generate Enterprise reports which display Control Element data.
The Enterprise Element ID is used to sort Enterprise Elements on reports based on the alphanumeric values. You can control the sort order of
Enterprise Elements using one of two methods. One method is to use a combination of numbers and letters to identify the Enterprise
Elements. For example, to show labor before equipment, use 1L for labor and 2E for equipment. The other method is to add alphanumeric
values to the Sort Code field for each Enterprise Element ID.
To Define Enterprise Elements:

1) Select Enterprise > Shared > Enterprise Elements.
2) Click the Add Record icon, select an Element Type from the picklist, and click OK. Notice that the Element Type is displayed in the
grid.
3) Click in the Element ID cell and enter a Cost Element ID.
4) Click in the Description cell and enter a Cost Element Description. The Description is displayed on reports and on screen.
5) If the Element Type is Quantity, click in the Quantity Unit cell and enter a Quantity Unit of Measure.
6) Click in the Sort Code cell and enter a Sort Code to modify the way Enterprise Elements are sorted in reports and on forms.
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Enterprise Currencies
The Enterprise Currencies data pane is where the list of Currencies for the Enterprise is maintained. In addition, the current Exchange Rate
used for Budget, Actual, and Estimate to Complete costs is entered for each Enterprise Currency. The Enterprise Currencies and Exchange
Rates can be copied to the project Currencies (on page 601) at any time. This allows projects to standardize Currencies and Exchange Rates. If
need be, a project can deviate from this standard.
An Enterprise Base Currency (see "Enterprise Settings" on page 304) must be established for the Enterprise. The Exchange Rate for this
currency is defined as one-to-one. All other Currencies are defined as a ratio of the Enterprise Base Currency over the Foreign Currency.
Actual Exchange Rates can be defined for each Enterprise Period. This is only used in Enterprise Reporting if Project Actual Exchange Rates do
not exist for Projects included in the Enterprise Report.
To Enter Enterprise Currencies and Exchange Rates:

1) Select Enterprise > Shared > Enterprise Currencies.
3) Click in the Currency ID box and enter a Currency ID.
4) Click in the Description box and enter a Currency Description.
5) Click one of the Budget Exchange Rate cells and enter an Exchange Rate. Note the inverse exchange rate is automatically calculated.
6) Repeat Step 5 for the Actual Exchange Rate and the Estimate to Complete Exchange Rate.
To Enter Actual Exchange Rate History Records:

1) In the Enterprise Currency-Actuals Exchange Rate History subpane, click the Add Record icon, select the Enterprise Periods where
Actual Exchange Rates are to be assigned, and click OK.
2) For each Enterprise Period, click one of the Actual Exchange Rate cells and enter an Actual Exchange Rate for the Period. Note the
inverse exchange rate is automatically calculated.
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User Guide
Document Types
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The Document Types data pane is used to identify categories of documents. You will find in certain places in PRISM that a document can be
entered or assigned. At the same time, the document can be categorized by selecting a Document Type. This list of Document Types is defined
at the Enterprise level. Document Types are then assigned to project documents. A filter can then be applied in certain forms and picklists to
limit the documents displayed by the Document Type selected.
Each Document Type can be assigned to a Document Group. The Document Group is a system-defined list which includes:
 Drawing
 Process Flow Diagram
 General Arrangement
 Piping and Instrumentation
 Specification
 Requisition
 Task
 Other
In some drop-downs where a document is being selected, the list of documents available in the drop-down is based on the Document Group.
For instance, Installed Equipment from the Equipment/Materials package includes links to Specifications. When selecting the Specification
drop-down in the Installed Equipment data pane, only Engineering Documents that are assigned to a Document Type that is defined as a
Specification Document Group will be displayed in the drop-down.
To Define Document Types:

1) Select Enterprise > Shared > Document Types.
3) Click in the Document Type ID cell and enter a Document Type ID. (Usually an abbreviation of the Document Type's description.)
4) Click in the Description cell and enter a Document Type Description.
5) Click the Document Group drop-down and select one of the following Document Type Groups; Drawing, Process Flow Diagram,
General Arrangement, Piping and Instrumentation, or Specification. This is used to identify the group that Document Type is
associated with. Leave this selection blank if the Document Type does not match up with any of the Document Groups.
6) Click in the Sort Code cell and enter an alphanumeric Sort Code to modify how Document Types are ordered in drop-down lists and
forms.
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Time Phased Data Curves

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PRISM provides several system-defined algorithms for spreading data, such as budgeted and forecast costs across a range of dates.
However, there may be times that you will need to create a user-defined algorithm called a Time Phased Data (TPD) Curve.
You have the ability to create additional curves using the TPD Curves form.
TPD Curves are segmented into 10 equal periods. You get to choose the weighting for each segment.
As an example, if the data is being spread over 20 months, then the segments are equally spread into 10 - two-month periods. The table
below shows how costs are segmented based on the weighting defined in the TPD Curve. If each segment is two months long, then each
monthly period would receive half of the amount shown in the Cost Spread column.
Segment Weight % Cost Spread
1 3 2.5 1250
2 4 3.3 1650
3 6 5.0 2500
4 7 5.8 2900
5 13 10.8 5400
6 17 14.2 7100
7 25 20.8 10,500
8 22 18.3 9150
9 13 10.8 5400
10 10 8.3 4150
Total 120 100 50,000
TPD Curves are assigned to Control Accounts, Engineering Accounts, or Progress Accounts. A different distribution curve can be assigned to
the Baseline Budget, Approved Budget, Control Budget, and the Estimate to Complete. Total Budgets and total Estimate to Complete values
are spread across time using algorithms associated with the TPD Curve selected.
TPD Curves can be entered at the Enterprise level, allowing multiple projects to use the same curves. Alternatively, project TPD Curves can be
created specifically for a project.
To Define TPD Curves:

1) For Enterprise TPD Curves, select Enterprise > Shared > TPD Curves. For project TPD Curves, select Define > Shared > TPD Curves.
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User Guide

3) Click in the Curve ID box and enter a Curve ID.
4) Click in the Description box and enter a TPD Curve Description.
5) For each segment, click in the Weight by Duration Segment box and enter a Segment Weight. A graphical representation of each
segment is displayed and the Total Weight of all segments is calculated in the upper left-hand corner of the form.
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Change Status
The Change Status form is used to define a selection of Change Status codes and how each status impacts a Control Account, Engineering
Account, or Progress Account's Approved Budget, Control Budget, Financial Budget, or Estimate at Completion when the Accounts are
calculated. It affects the Approved Budget and Pending Values on Engineering Documents and Progress Items. It also affects the Approved and
Pending Hours and Cost on Purchase Orders, Contracts, and Prime Contracts.
For instance, a Change Status of Submitted can be set to affect neither the budget nor the forecast. This is because the client has not given
any formal notice to proceed with the Change. A Change Status of Pending can be set to affect an Engineering Document to indicate the hours
are pending. A Change Status of Notice to Proceed can be set to affect the forecast because it is not formally approved but the client has given
permission to start the work. Finally, a Change Status of Approved can be set to affect both the budget and forecast because it has been
formally approved by the client.
Change Status codes can be developed at the Enterprise level in order to create a standard list used by all projects. An individual Project can
use those codes, create their own set of Project-specific Change Status codes, or use a combination of Enterprise and Project-specific codes.
Change Status codes are used in the Cost Management package to status Budget/EAC Changes which affect Control Accounts. They are used
in the Engineering package to status Engineering Changes which affect Engineering Accounts and Engineering Documents. They are used in
the Field Management package to status Field Management Changes which affect Progress Accounts and Progress Items; and in the
Procurement package to status Line Item Changes, which affect Purchase Orders and in the Contracts and Prime Contracts packages to status
Pay Item Changes, which affect Contracts and Prime Contracts.
To Define Change Status Codes:

1) For Enterprise Change Status codes select Enterprise > Shared > Change Status. For Project Change Status codes, select Define >
Shared > Change Status.
3) Click in the Status ID cell and enter a Change Status ID.
4) Click in the Description cell and enter a Change Status Description.
5) Click in the Sort Code cell and enter an alphanumeric Sort Code to modify how Change Status codes are ordered in drop-down lists
and forms.
6) Click any of the four Add To checkboxes, which causes the selected data to be recalculated by adding the value to the Baseline Budget
value:
a. Approved Budget
b. Control Budget
c. Financial Budget (only used on Control Accounts)
d. Estimate at Completion
e. Pending (only used on Engineering Documents and Progress Items)
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7) Click in the Remarks cell and enter any additional Information about the Change Status.
Change Impact (Advanced Change Management)

Change Impact codes are user-defined codes that are assigned to Budget/EAC Changes. Change Impact codes define the following items that
affect Budget/EAC Changes:
 Select the Approved Budget, Control Budget, Financial Budget, and/or the Estimate at Completion to limit which of these items are
affected by a Budget/EAC Change.
 Select the Change Status to limit the list of codes that can be assigned to a Budget/EAC Change.
 Define the Default Status ID to determine which Change Status is automatically assigned as the beginning status when a Change
Impact code is assigned to a Budget/EAC Change.
Note that the Advanced Change Management option in Project Settings (on page 202) must be enabled for the Change Impact
data pane to be visible.
To Define Change Impact Codes:

1) For Enterprise Change Impact codes, select Enterprise > Shared > Change Impact. For Project Change Impact codes, select Define >
Shared > Change Impact.
3) Click in the Impact ID box and enter a Change Impact ID.
4) Click in the Description box and enter a Change Impact Description.
5) In the Change Status subpane, click the Add Record icon and select the Change Status codes that are associated with the Change
Impact.
a. When a Change Impact ID is assigned to a Budget/EAC Change, the only Change Status codes available to the Change are those
assigned to this Change Impact.
b. Only Enterprise Change Status codes can be added to an Enterprise Change Impact.
c. The Add Record icon is not available in the Change Impact-Change Status subpane when an Enterprise Change Impact is selected
in the Change Impact data pane.
6) Click the Default Status ID drop-down and select a Change Status ID. When the Change Impact is assigned to a Budget/EAC Change,
the Change Status ID is automatically set to the Default Status ID.
7) Click in the Sort Code box and enter an alphanumeric Sort Code to modify how Change Impact codes are ordered in drop-down lists
and forms.
8) Click any of the four Impacts checkboxes, Approved Budget, Control Budget, Financial Budget, or Estimate at Completion. This
determines which of these three items are available for data to be entered against a Budget/EAC Change.
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Change Varieties
The Change Varieties data pane is used to define categories of Budget/EAC Changes (on page 358), Trends (on page 377), Engineering
Changes, Field Management Changes, Purchase Order Changes, Contract Changes, and Prime Contract changes on a project. The list of
Change Varieties is defined at the Enterprise level only. Change Varieties are then assigned to Budget/EAC Changes, Trends, Engineering
Changes, Field Management Changes, Purchase Order Changes, or Contract Changes within a project. This allows Change Management data
to be categorized by Change Varieties in reports.
To Define Document Types:

1) Select Enterprise > Shared > Change Varieties.
3) Click in the Change Variety ID cell and enter a Change Variety ID. This could be an abbreviation of the Change Variety's description.
4) Click in the Description cell and enter a Change Variety Description.
5) Click in the Sort Code cell and enter an alphanumeric Sort Code to modify how Change Varieties are ordered in drop-down lists and
forms.
Enterprise Categories
The Categories data pane is used to define a list of labor or non-labor categories, which define Labor Rates and Multipliers for calculating cost
data based on hours entered through the Staffing Plans (see "Staffing Plans (Cost Management)" on page 353) feature or from Schedule
Resources (on page 392). Each Category is assigned to a Category Type, either Labor, Other Direct Cost, Subcontracts, or Fees - the last three
are for non-labor categories. Once Indirect Costs (on page 285) and Multipliers (on page 287) are defined, then each Category in a project is
assigned a Multiplier ID, which determines how labor costs are calculated on Cost Plus contracts and how non-labor costs can have Multipliers
added, regardless of the Labor Rate Type assigned to Control Accounts.
Enterprise Categories can be entered to create a standard list of Categories for the Enterprise. The Enterprise Categories can be copied to the
Project's Categories. This is useful if a standard set of Categories are frequently used on projects. However, a completely different set of
Categories can be entered if the Enterprise Categories do not make sense. Labor Rates and Multipliers are assigned specifically to each
project.
To Enter Enterprise Categories:

1) Select Enterprise > Shared > Enterprise Categories.
3) Click in the Category ID box and enter a Category ID.
4) Click in the Description box and enter the Category Description.
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5) Click the Category Type drop-down and select a Category Type; Labor, Other Direct Cost, Subcontracts, or Fees.
6) If the project uses Multi-currency and the rates entered uses a currency other than the Base Rate, click the Currency ID drop-down
and select a Currency.
a. This field is disabled if the project is not setup as a Multi-currency project.
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To Enter Categories:
1) Select Define > Shared > Categories.
2) If you want to create a list of Categories that are the same as those created in the Enterprise Categories data pane, click the Copy
Enterprise Categories icon on the navigation toolbar. Once the list is copied, you can add, delete, or modify Category records.
3) Use Steps 2 through 6 described above to add new Categories.
4) Click the Multiplier ID drop-down and select a Multiplier ID.
a. This is only necessary if Control Accounts' Labor Rate Type is set to Cost Plus and Staffing Plans (on page 354) or, if Schedule
Resources (see "Resource Assignments (Schedule Activities)" on page 390) are used as the source of hours to calculate costs on
Control Accounts for Non-labor Categories.
b. Determines the Indirect Cost Multiplier calculation used to calculate extended costs.
Employees (Categories)
The Categories-Employees subpane is a read-only pane that indicates every Employee that is assigned to a Labor Category, whether that
assignment is made at the Enterprise level or the Project level.
To View Employees Assigned to Categories:

1) For Enterprise Categories, select Enterprise > Shared > Categories. For Project Categories, select Define > Shared > Categories.
3) Click the Employee subpane tab and view the Employee data.
Rates By Enterprise/Reporting Period (Categories)

The Enterprise Categories-Rates by Enterprise Period and the Categories-Rates By Reporting Period subpanes are used to define average
Labor Rates for Labor Categories (see "Enterprise Categories" on page 275) as they change over time. This will account for the expected
inflation of costs on projects that span multiple years.
Labor Rates are only necessary if you intend to use the hours applied in the Staffing Plan (see "Plans" on page 354) feature or in Schedule
Resources (on page 392) to calculate costs on Control Accounts.
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The Base Cost Rates are typically the average Labor Rate of the Labor Category or some approximation thereof. These are used to calculate
costs on Control Accounts where the Labor Rate Type is set to Cost Plus. The Bare Cost Rate is multiplied by the Categories planned or
forecast hours and the Multipliers (on page 287) assigned to the Labor Category to derive the cost.
It is important to note that Bare Cost Rates defined in the Employees-Rates by Reporting Period (see "Rates By Enterprise Period
(Employees)" on page 262) subpane take precedence over the rates entered in this subpane when costs are calculated.
The Time and Material Rates are fully burdened rates applied to Labor Categories. A column to enter standard Time and Material Rate is
visible. You can add more columns for alternative Time and Material Rates by entering Time and Materials Rate Labels in the Enterprise
Settings (on page 304) form. The alternative Time and Materials Rates are assigned to Staffing Budget/ETC Plans or to Resources. The
standard and alternative Time and Materials Rates are used to calculate costs on Control Accounts where the Labor Rate Type is set to Time
and Materials. The Time and Material rate is multiplied by the Categories planned or forecast hours to derive the cost.
To Enter Category Rates By Enterprise/Reporting Period:

2) Locate a Category.
3) Click the Rates By Enterprise/Reporting Period subpane tab.
4) Click the Add Record icon, select one or more Enterprise Periods or Reporting Periods, and click OK.
a. If the Allow Rate Changes option is enabled on various periods in the Enterprise Periods (on page 264) or Reporting Periods (on
page 593) data pane, then only those selected periods are available in the Add Records form.
Note that It is important to select the first Enterprise Period or Reporting Period so that cost data can be calculated from
the first period forward.
5) For each Reporting Period added, click in the Bare Rate cell and enter the Categories Bare Rate, if Cost Plus Rate Types are to be
used.
6) For each Reporting Period added, click in the Time and Material Rate cell and enter the Categories Time and Material Rate, if Time
and Material Rate Types are to be used.
a. If alternative Time and Materials Rate Labels are entered in the Enterprise Settings (on page 304) form, then click in each of the
alternative Time and Material Rate cells and enter the Categories Time and Material Rate.
Agreement Types
Agreement Types are used to combine various Attachments into a single set of Attachments. Agreement Types provide an easy way to assign
several Attachments to a Purchase Requisition, Purchase Order, Contract or Prime Contract. For example, no matter what type of Electrical
equipment is assigned to a Purchase Order, a standard set of Attachments for electrical equipment Purchase Orders can be created.
Whenever an electrical equipment Purchase Order is generated this set of Attachments is assigned to that Purchase Order. Some examples of
Agreement Types are as follows:
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 Bulk Materials  Mechanical Fabrication Purchase Orders  Electrical Contracts

 Pump Purchase Orders  Civil Contracts  Mechanical Contracts
An Agreement Type can be associated with either Purchase Requisitions, Purchase Orders, Contracts, Prime Contracts, or they can be
associated with all three by assigning a Data Type to the Agreement Type. Depending on the Data Type assigned, this will determine if the
Agreement Type is available to be assigned to any or all three Master Records (Purchase Requisitions, Purchase Orders, or Contracts).
Agreement Types can be defined at the Enterprise level in order to create a standard list of Agreements used by all projects. An individual
project can use these Agreements, or create their own set of Project-specific Agreements, or use a combination of Enterprise and
Project-specific Agreements.
To Create Agreement Types Settings:

1) For Enterprise Agreement Types, select Enterprise > Shared > Agreement Types. For Project Agreement Types, select Define > Shared
> Agreement Types.
3) Click in the Agreement ID box and enter an Agreement Type ID.
4) Click in the Description box and enter an Agreement Type Description.
5) Click the Data Type drop-down and select a Data Type:
a. All
b. Contracts
c. Prime Contracts
d. Purchase Orders
e. Requisitions
6) To sort Agreement Types differently than the alphanumeric sort of the Agreement Type ID, click in the Sort Code box and enter a
Sort Code.
7) In the Attachments subpane, click the Add Record icon, select one or more Attachment IDs, and click OK.
Attachments
A standard list of boiler plate documents to include with Purchase Requisitions, Purchase Orders, and Contracts are defined in the
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Attachments form. Each Attachment defined in PRISM is linked to a document stored on the company's computer network.
Attachments are combined as a set of documents by including them in one or more Agreement Types. Agreement Types are then assigned to
Purchase Requisitions, Requests for Quotation, Purchase Orders, Requests for Proposal, or Contracts.
Whenever a Purchase Requisition, Request for Quotation, Purchase Order, Request for Proposal, or Contract is printed, the linked or attached
documents are also printed.
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Attachments can be defined at the Enterprise level in order to create a standard list of Attachments used by all projects. An individual project
can use these Attachments, or create its own set of Project-specific Attachments, or use a combination of Enterprise and Project-specific
Attachments.
To Create Attachments:
1) For Enterprise Attachments, select Enterprise > Shared > Attachments. For Project Attachments, select Define > Shared >
Attachments.
3) Click in the Attachment ID cell and enter an Attachment ID.
4) Click in the Description cell and enter an Attachment Description.
5) Click the Document Type ID drop-down and select a Document Type ID.
6) Click the Attachment File browse icon and select the File and File Location of the Attachment document found on the company's
Network.
7) To sort these records differently than the alphanumeric sort order of the Attachment ID, click in the Sort Code cell and enter a Sort
Code.
Codes (Enterprise)
The Codes ribbon group on the Enterprise tab is where commands are found to define both Project Groups and Enterprise Groups. Project
Groups are a way to code individual projects. Enterprise Groups are a way to code master records in a project using codes established for all
projects. These group definitions are important when generating Enterprise reports, allowing you to group, sort, summarize, and filter data
from multiple projects using common coding.
Project Groups
Project Groups is a feature used to categorize projects. You can define up to nine different Project Groups and each group contains a list of
Project Group IDs and Descriptions. Multiple projects can be grouped, sorted, summarized, and filtered in Enterprise reports using Project
Groups. Some examples of Project Groups include:
 Portfolio - assign projects to an industry such as petrochem, oil & gas, transportation, manufacturing, etc.
 Project Manager - assign each project manager to one or more projects.
 Client - assign a client to each project.
In order to create a Project Group, a Project Group Title is entered in the Project Groups data pane. For the examples above, the Project
Group Titles would be Portfolio, Project Manager, and Client.
Once the Project Group Title is created, then the list of Project Group IDs and Descriptions are defined for the Project Group. In the case of
Portfolio, the list could include the following Project Group IDs and descriptions:
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 Petro - Petrochem
 Oil - Oil and Gas
 Trans - Transportation
 Manf - Manufacturing
To Define Project Groups and Project Group IDs:

1) Select Enterprise > Codes > Project Groups.
2) Click in a Group Title cell and enter a Project Group Title.
3) If a specific Project Group ID will be assigned to each new project a majority of the time, you can have that value automatically
assigned to the Project Group whenever a new project is created. Click the Initial Value drop-down and select a Project Group ID.
G2
4) The User-defined Field Header cell is only used when customized programming is added to PRISM . Do not enter data in this cell.
5) In the Project Groups subpane, found in the lower left-hand corner, click the Add Record icon.
6) Click in the Group ID cell and enter a Project Group ID.
7) Click in the Description cell and enter a Project Group ID Description.
8) Click in the Sort Code cell and enter a Sort Order code. The default sort order is based on the alphanumeric sorting of the Project
Group ID. You can change the default sort order using an alphanumeric Sort code. This new sort order is reflected in Project Group ID
picklist and in reports that summarize or group data using Project Groups.
9) Repeat Steps 4 through 7 to enter additional Project Groups.
Enterprise Groups
Enterprise Groups is a feature which is used to categorize Master Records in a project. You can define up to nine Enterprise Groups and each
group contains a list of Enterprise Group IDs and corresponding Descriptions. Once created, Enterprise Group IDs are available for use on all
projects. Enterprise Group IDs are assigned to Master Records in a project, thus providing a means to group, sort, summarize, and filter data in
reports, forms, and panes.
An Enterprise Group is created by entering an Enterprise Group Title that describes the type of data contained in the Group. Some typical
examples of Enterprise Group Titles include:
 Phase of Work
 Project Manager
 Code of Accounts
Each Group is then populated with a list of Enterprise Group IDs and a corresponding Description. The Enterprise Group ID may be somewhat
non-descriptive, therefore, the description provides greater context to the Group ID.
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Once Enterprise Groups are defined, they are available to be assigned to any Master Record in a project. Each Master Record data pane has a
supporting Groups subpane where these assignments are made.
Any Enterprise Group can be defined as a Default group, which means the Enterprise Group and associated list of Enterprise Group IDs can be
assigned to any Master Record. A Default group is defined by selecting the Default tab and entering the Enterprise Group Title. You can
override any Default group for a specific Master Record by selecting any Master Record tab and entering an Enterprise Group Title. For
instance, you may have an Enterprise Group Title that is used for both Control Accounts and Budget Details. For Activities, however, it can be
overridden to use a different Enterprise Group Title.
Once Enterprise Groups are assigned, reports can be generated utilizing Group IDs in various options in order to customize the reports.
To Define Enterprise Groups:

1) Select Enterprise > Codes > Enterprise Groups.
2) Click the Default tab to create Default Enterprise Groups that are available to all Master Records or select one of the Master Record
tabs to create Enterprise Groups that are specific to that Master Record only.
3) Click in a Group Title cell and enter an Enterprise Group Title.
4) If a specific Enterprise Group ID will be assigned to each new record a majority of the time, you can have that value automatically
assigned to the Enterprise Group whenever a new project is created. Click in the Initial Value cell and enter an Enterprise Group ID.
G2
6) In the Enterprise Group Code list, found in the lower-half of the form, click the Add Record icon.
7) Click in the Group ID cell and enter an Enterprise Group ID.
8) Click in the Description cell and enter an Enterprise Group Code Description.
9) Click in the Sort cell and enter a Sort Order code. The default sort order is based on the alphanumeric sorting of the Enterprise Group
ID. You can change the default sort order using an alphanumeric sort code. This new sort order is reflected in Enterprise Group ID
picklists and in reports that summarize or group data using Enterprise Groups.
10) Repeat Steps 6 through 9 to enter additional Enterprise Groups.
Cost (Enterprise)
The Cost ribbon group on the Enterprise tab is where commands are found to define lists of codes specific to the Cost Management package.
By developing these lists of definitions, a project can use this data as opposed to creating new, project-specific definitions. Using these
Enterprise definitions on a project is important because it standardizes data throughout the projects.
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User Guide
Approval Authority (Advanced Change Management)

An Approval Authority is a user-defined maximum Change amount that a User/Team can approve on a Budget/EAC Change. Different Change
amounts can be entered for the Approved Budget, Control Budget, Financial Budget, and Estimate at Completion.
Approval Authorities are defined at the Enterprise level and assigned Users (on page 221)/Teams (on page 233) to help define their role in the
Review and Approval process. Typically, the Approval Authority assigned to a User/Team coincides with their role or position within the
company. When the Review and Approval option is enabled as part of the Advanced Change Management feature, Users/Teams assume the
role of a Reviewer and/or Approver depending on the Change amount.
The Approval Authority for a User/Team works in conjunction with the Reviewer settings in the Project and Enterprise Settings forms to
define their role. A User/Team can be assigned as a Reviewer to a Change that exceeds their Approval Authority. A User/Team can also be
excluded from the Review and Approval process if they do not have sufficient Approval Authority.
Note that this setting is only for Reviewers. This setting is independent of the Approvers. Approvers must have sufficient
Approval Authority to approve a Budget/EAC Change.
The following tables show how an Approval Authority affects a Users/Teams' role in the Review and Approval process based on the Change
amount. The first table identifies three Users and their Approval Authority. The subsequent tables provide examples using different Change
amounts showing how the Users' roles change based on the Approval Authority and the Reviewer settings.
Reviewer/Approver Approval Authority ID Approval Authority
Bob Harris Project Engineer $25,000

Fred Rodgers Project Manager $50,000
John Smith Change Review Board Unlimited
This example shows a Budget/EAC Change amount for $30,000, and uses the Users With Sufficient Approval Authority setting for Reviewers
in the Project or Enterprise Settings form. Since the Change amount is greater than Bob Harris' Approval Authority, he cannot take place in the
Review and Approval process for this Change. Fred Rodgers and John Smith can both Approve this change because their Approval Authority
exceeds the Change amount.
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Reviewer/Approver Approval Authority Reviewer Approver
Bob Harris $25,000

Fred Rodgers $50,000 X
John Smith Unlimited X
The example shows a Budget/EAC Change amount for $30,000 and uses the Users With Insufficient Approval Authority setting for Reviewers
in the Project Settings form. Since the Change amount is greater than Bob Harris' Approval Authority, he cannot Approve the Change amount.
However, he can be a Reviewer on the Change because of the Change amount. As in the previous example, Fred Rodgers and John Smith can
both Approve this Change because their Approval Authority exceeds the Change amount.
Reviewer/Approver Approval Authority Reviewer Approver
Bob Harris $25,000 X

Fred Rodgers $50,000 X
John Smith Unlimited X
Note that when the Review and Approval option is enabled, a Budget/EAC Change may not need to be Reviewed or Approved.
This depends on the Review and Approval Method defined on the Budget/EAC Change record.
To Define Approval Authority:

1) Select Enterprise > Cost > Approval Authority.
3) Click the Authority ID box and enter an Authority ID.
4) Click in the Description box and enter a Description for the Approval Authority record.
5) Click in the Approved Budget Cost Limit box and enter a Cost Limit amount. You can click the drop-down arrow to select Unlimited or
None, rather than entering a specific amount. By selecting Unlimited, a User or Team can approve any Change amount assigned to
that budget, if None is selected; a User/Team cannot approve any Change and is defaulted as a Reviewer if assigned in the
Budget/EAC Change-Approvals subpane.
6) Repeat Step 5 to assign a Cost Limit for the Control Budget, Financial Budget, and Estimate at Completion.
7) Click OK.
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User Guide
Change Events Template

Changes to a project's baseline may go through a series of processing and approval steps, called Change Events. Usually, these Change Events
are consistent from one change to another. Listed below is an example set of Change Events:
 Collect Initial Change Documents
 Generate Rough Order of Magnitude Estimate
 Receive Initial Approval
 Collect Final Change Documents
 Generate Final Estimate
 Receive Final Approval
A Change Events Template can be developed for the Enterprise. When setting up a new project, the Enterprise Change Events Template can
be transferred to the project's Change Events Template. It can then be used as is, or modified as necessary, or the project can develop a
completely different Change Events Template.
When a Change is added in the Budget/EAC Changes (on page 358) data pane, you can select and copy a Change Events Template to the
Events subpane (see "Change Events (Budget/EAC Changes)" on page 362). The Change Events Template can be used as is in this subpane or
they can be modified to reflect any steps specific to that change.
To Define Enterprise Change Events Template:

1) Select Enterprise > Cost > Change Events.
3) Click in the Item cell and enter an Item Number. This is an alphanumeric field used to identify and sort Change Events in the list.
4) Click in the Event cell and enter a Change Event Title.
5) Check the Approval Required checkbox to identify the Change Event as requiring approvals.
6) Click in the Responsible Person cell and enter the Person Responsible for completing or approving the change.
Note that these fields can be left blank and then filled in the project's Change Event Template.
7) Click in the Remarks cell and enter any Additional Information necessary to explain the Change Event.
To Define Project Change Events Template:

1) Select Define > Cost > Change Events.
2) To transfer the Enterprise Change Events Template to the Change Events Template, click the Transfer Enterprise Template icon on
the navigation toolbar. You can add, delete, or modify the Event records as desired.
3) Use Steps 2 through 7 described above to add new Change Events.
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Funding Sources
On some projects you may need to track funding, which is an amount of money made available to pay for the project's costs. Funding is
usually provided each fiscal or calendar year for a multi-year project. Generally, a project should not spend beyond its funding limit.
Therefore, tracking funding is an important process.
Two examples of funding include Capital Costs and Expenses Costs. Capital Costs funding is for a major acquisition that spans multiple years.
Expenses Costs funding is for operations and support work that is planned yearly.
Note that Funding is not the same as a projects budget. Funding is provided incrementally whereas the budget is the total
planned cost needed to complete the project.
Sometimes funding comes from more than one source. Using the Funding Sources data pane, you can define the various Funding Sources for
your project. The Enterprise Funding Sources data pane is used to define Funding Sources at the Enterprise-level, allowing multiple projects to
use the same Funding Sources. A project can use both Enterprise Funding Sources and Project-specific Funding Sources.
The Enterprise Funding Sources - Project/Control Account Breakdown subpane is read-only; records cannot be entered or deleted. This
subpane displays all of the funding records entered on all projects.
To Define Funding Sources:

1) For Enterprise Funding sources, select Enterprise > Cost > Funding Sources. For Project Funding Sources select Define > Cost >
Funding Sources.
3) Click in the Funding Source ID box and enter a Funding Source ID.
4) Click in the Description box and enter a Funding Source Description.
5) Click in the Sort Code box and enter an alphanumeric Sort Code to modify how Funding Sources are ordered in reports.
6) Click in the Remarks box and enter any additional Information about the Funding Source.
7) In the Project/Control Account Breakdown subpane, review the Projects and Control Accounts/Cost Elements where funding is being
applied.
Indirect Costs
Indirect Costs are the types of costs that are added to Direct Costs, which are the Bare Labor and Non-labor costs of a project, to account for
the total cost to do the work. Indirect Costs can include Fringe Benefits such as medical benefits; Overhead such as office rental, General and
Administration for enterprise expenses such as finance or legal costs.
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User Guide
The Enterprise Indirect Costs and the Indirect Costs data panes are used to develop the equation as to how Multipliers are built up in order to
calculate a project's Indirect Costs. The actual Multipliers are applied to a project using the Multipliers (on page 287) data pane. The Indirect
Costs data pane is only used to develop a structure to which Multipliers can be applied. The indirect cost multipliers are then used to calculate
extended costs on Control Accounts where the labor hours or non-labor costs are identified in Staffing Plan (see "Plans" on page 354) or
Schedule Resources.
Note that you only need to develop Enterprise Indirect Costs if the Indirect Costs are standardized across several projects.
Enterprise Indirect Costs must be copied to the project's Indirect Cost table.
An Indirect Cost record is created for each type of Indirect cost. A Calculation Basis is defined for each record. This is the equation, minus
Multipliers, that describes how the costs are calculated.
The following tables provide an example of how the Calculation Basis for Indirect Costs might be defined for Labor Costs and Non-labor Costs.
The Indirect ID is the user-defined ID for each Indirect Cost record. The calculation is the equation defined to calculate the costs. The
Calculation Basis is the representation of that equation as it is defined on the Indirect Costs data pane.
Indirect Cost Indirect ID Labor Cost Calculations Calculation Basis
Bare Cost Hours (from Staffing Plans or Resources) x Bare Cost Rate (from Employees or Categories)
Fringe FR Bare Cost x Fringe Multiplier Direct
Overhead OH Bare Cost x Overhead Multiplier Direct
G&A G&A (Bare Costs + Fringe Costs + Overhead Costs) x G&A Multiplier Direct, FR, OH
Fee FEE (Bare Costs + Fringe Costs + Overhead Costs + G&A Costs) x Fee Multiplier Direct, FR, OH, G&A
Indirect Cost Indirect ID Non-labor Cost Calculations Calculation Basis
Bare Cost Bare Costs (from Staff Plans or Resources)

G&A G&A Bare Costs x G&A Multiplier Direct
Fee FEE (Bare Costs + G&A Costs) x Fee Multiplier Direct, G&A
In some cases, Indirect Costs are applied against the Hours worked as opposed to the Bare Cost or the calculated Indirect Costs. As in any
example, you can create an Indirect Cost that accounts for the cost of technology. You could develop an Indirect Cost record with a Calculation
Basis of Hours. When Multipliers are applied, instead of applying a factor, you are applying a Cost per Hour. For instance, you could have a
computer charge of $10/hour to account for the cost of computers and other computer-related technology.
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When Indirect Costs are calculated, the cost is applied to each Control Account-Cost Element being affected. However, if you want certain
Indirect Cost to be placed in a separate Cost Element on the Control Accounts, you can define the Cost Element ID in the Indirect Costs data
pane. For instance, you may want to place the Fringe, Overhead, and G&A costs into a Cost Element called Indirects and the Fee into a
different Cost Element called Fee. This would allow you view your project in terms of Bare Costs, Total Costs, and Revenue. Of course, you
would need your financial system to provide you actuals split out in this manner.
To Define Indirect Costs:

1) For Enterprise Indirect Costs, select Enterprise > Cost > Indirect Costs. For Project Indirect Costs, select Define > Cost > Indirect Costs.
3) Click in the Indirect ID cell and enter an Indirect Cost ID.
4) Click in the Description cell and enter a Description or a longer title that describes the Indirect Cost record.
5) Click the Calculation Basis icon, check one or more Indirect IDs, and click OK. This is used to develop the equation, minus Multipliers,
for calculating Indirect Costs.
6) If you want the calculated Indirect Costs to be placed into a separate Cost Element, click the Cost Element ID drop-down and select a
Cost Element ID.
7) Click in the Sort Code box and enter a Sort Code, if necessary.
Enterprise Indirect Costs are not used to calculate costs on a project. However, you can copy the Enterprise Indirect Cost
records to the project's Indirect Costs data pane.
To Copy Enterprise Indirect Costs to Indirect Costs:

1) Select Define > Cost > Indirect Costs.
2) Click the Copy Enterprise Indirect Costs icon on the navigation toolbar.
3) Check one or more Enterprise Indirect Cost records and click OK.
a. If the Indirect ID already exists in the Indirect Costs data pane, then nothing happens. Only new records are copied.
Multipliers
Multipliers work in conjunction with the Calculation Basis developed in the Indirect Costs (on page 285) data pane to define the equations
used to calculate Indirect Costs on Control Accounts. This feature is used when Staffing Plan (see "Plans" on page 354) or Schedule Resources
(see "Resource Assignments (Schedule Activities)" on page 390) are used to derive the Labor hours or Non-labor bare costs.
The Enterprise Multipliers and Multipliers subpanes are used to define Multiplier records which determine how one or several Indirect Costs
are calculated. Multiplier records are assigned to one or more Categories (see "Enterprise Categories" on page 275). For instance, you may
have one Multiplier record that is assigned to Labor Categories and a different Multiplier record that is assigned to Non-labor Categories.
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Note that you only need to develop Enterprise Multipliers if the Multipliers are standardized across several projects. Enterprise
Multipliers must be copied to the project's Multipliers table.
Indirect Cost Multipliers can change over the course of a project. You can forecast those changes by defining the Indirect Cost Multipliers by
Enterprise Periods (on page 264) or Reporting Periods (on page 593). Indirect Cost Multipliers would be defined in the Multipliers-Rates by
Reporting Period subpane for the first Reporting Period. Then, in a later Reporting Period, a new Indirect Cost Multiplier is defined as a
change to the Multiplier is anticipated. As an example, you plan to start with a Fringe multiplier of 1.40, however, in the third period, you
anticipate the multiplier to increase to 1.50, and then later reduce back to 1.40 in the sixth period.
The following tables show how Indirect Cost Multipliers work with the Calculation Basis defined in Indirect Costs (on page 285) to define a
complete equation that is used calculate Indirect Costs. Notice that the Indirect Labor Cost calculations in the first table are slightly different
from the Indirect Non-labor Cost calculations. The Direct Costs are the Bare Labor Costs and Bare Non-labor Costs of the project.
Indirect Cost Multiplier Calculation Basis (from Indirect Costs) Indirect Labor Cost Calculations
Bare Cost 100 Hours x $50/hour = $5000

Fringe 1.40 Direct $5000 x 0.40 = $2000
Overhead 1.60 Direct $5000 x 0.60 = $3000
G&A 1.20 Direct, FR, OH ($5000 + $2000 + $3000) x 0.20 = $2000
Fee 1.10 Direct, FR, OH, G&A ($5000 + $2000 + $3000 + $2000) x 0.10 = $1200
Indirect Cost Multiplier Calculation Basis (from Indirect Costs) Indirect Non-labor Cost Calculations
Bare Cost $10,000

G&A 1.15 Direct $10,000 x 0.15 = $1500
Fee 1.10 Direct, G&A ($10,000 + $1500) x 0.10 = $1150
However, as discussed earlier, Indirect Cost Multipliers are defined by Reporting Period. In the following example, the time phased direct
labor costs developed either from a Staffing Plan or Scheduled Resources, are extended using the same Indirect Cost Multipliers with the
exception that these Multipliers change from one period to another. The first table shows the Fringe and Overheads calculated on time
phased Bare Costs. Notice in the last period, the Bare Cost Rate changes for $50/hr to $60/hr. The multipliers are assigned on the first period
and, in the case of the Fringe multiplier, the Multiplier changes in later periods. The second table indicates how G&A and a Fee are calculated.
The G&A rate changes in the last period.
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Multipliers Calculated Cost

Period Bare Cost
Fringe Overhead Fringe Overhead
1 1.40 1.60 20 hrs x $50/hr = $1000 $1000 X 0.40 = $400 $1000 X 0.60 = $600
2 30 hrs x $50/hr = $1500 $1500 x 0.40 = $600 $1500 X 0.60 = $900
3 1.50 30 hrs x $50/hr = $1500 $1500 x 0.50 = $750 $1500 X 0.60 = $900
4 40 hrs x $50/hr = $2000 $2000 x 0.50 = $1000 $2000 X 0.60 = $1200
5 30 hrs x $50/hr = $1500 $1500 x 0.50 = $750 $1500 X 0.60 = $900
6 1.40 50 hrs x $60/hr = $3000 $3000 x 0.40 = $1200 $3000 X 0.60 = $1200
TOTAL $10,500 $4700 $5700

Period
G&A Fee G&A Fee
1 1.20 1.10 ($1000+$400+$600) x 0.20 = $400 ($1000+$400+$600+400) x 0.10 = $240

2 ($1500+$600+$900) x 0.20 = $600 ($1500+$600+$900+$600) x 0.10 = $360
3 ($1500+$750+$900) x 0.20 = $630 ($1500+$750+$900+$630) x 0.10 = $378
4 ($2000+$1000+$1200) x 0.20 = $840 ($2000+$1000+$1200+$840) x 0.10 = $504
5 ($1500+$750+$900) x 0.20 = $630 ($1500+$750+$900+$630) x 0.10 = $378
6 1.30 ($3000+$1200+$1200) x 0.30 = $1620 ($3000+$1200+$1200+$1620) x 0.10 = $702
TOTAL $4720 $2562
To Define Multipliers:
1) For Enterprise Multipliers, select Enterprise > Cost > Multipliers. For Project Multipliers, select Define > Cost > Multipliers.
3) Click in the Multiplier ID box and enter a Multiplier ID.
4) Click in the Description box and enter a Description or a long title that describes the Multiplier record.
5) In the Enterprise Multipliers-Rates by Enterprise Period subpane or the Multipliers-Rates By Reporting Period subpane, click the
Select Indirect ID icon on the navigation toolbar and select an Indirect Cost ID to assign Multipliers as well.
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a. The Select Indirect ID drop-down also acts as a filter. If an Indirect ID is selected, then only the records with this ID are displayed
in the subpane.
b. If the Select Indirect ID drop-down is set to blank, all records added to the subpane are displayed.
6) Click the subpane's Add Record icon, select one or more Enterprise/Reporting Periods, and click OK.
a. If the Allow Rate Changes option is enabled on various periods in the Enterprise Periods (on page 264) or the Reporting Periods
(on page 593) form, then only those selected periods are available in the Add Records form.
7) For each record added, click in the Indirect Cost Multiplier cell and enter an Indirect Cost Multiplier.
a. The multiplier values must be equal to or greater than 1.00 unless the Indirect Cost record being used has its Calculation Basis
defined as Hours.
8) Repeat Steps 5 through 7 to add other Indirect IDs and define the Indirect Cost Multipliers by period.
Enterprise Multipliers are not used to calculate costs on a project. However, you can copy the Enterprise Multiplier records to the project's
Multipliers data pane. For instance, you might have a set of standard Multipliers that are used on government contracts and another set that
are used on commercial contracts that are maintained as Enterprise Multipliers. When you have a project that is going to use the government
multipliers, you would copy those particular Multipliers to the project's Multipliers data pane.
To Copy Enterprise Multipliers to Multipliers:

1) Select Define > Cost > Multipliers.
2) Click the Copy Enterprise Multipliers icon on the navigation toolbar.
3) Check one or more Enterprise Multiplier records and click OK.
a. New Multiplier IDs are added and existing Multiplier IDs are updated.
Engineering (Enterprise)
The Engineering ribbon group on the Enterprise tab is where commands are found to define codes specific to the Engineering package. By
developing these lists of definitions, a project can use this data as opposed to creating new, project-specific definitions. Using these
Document Status
Document Status is used to categorize Engineering Documents based on their progress in the document generation and approval process.
They are useful in searching for documents using a filter and for grouping, sorting, and summarizing data in reports.
For example, the list of Document Status codes could include the following:
 Checked
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 Approved
 Issued
 On Hold
 Canceled
These status definitions are used as column header labels in the Document Status and Document Summary reports.
To Define Document Status:

1) For Enterprise Document Status codes select Enterprise > Engineering > Document Status. For Project Document Status codes, select
Define > Engineering > Document Status.
3) Click in the Document Status ID cell and enter a Document Status ID.
4) Click in the Description box and enter a Document Status Description.
5) To sort these records differently than the alphanumeric sort of the Document Status ID, click in the Sort Code box and enter a Sort
Code.
Engineering Classes
The Engineering Classes definition is used to classify groups of Engineering Documents and Engineering Accounts that will utilize a common
set of progress Milestones. For instance, General Arrangement drawings will use one set of progress Milestones that are typically different
than those used for Isometric drawings, calculations, and/or specifications.
Each Engineering Class is assigned a template of progress Milestones. Each milestone represents a step in the development of an Engineering
Document or Engineering Account and is assigned a Percent Complete. When an Engineering Class is assigned to an Engineering Document or
Engineering Account, the Milestone Template can be copied to an Engineering Document or Engineering Account. As the Engineering
Document or Engineering Account is statused, the Percent Complete associated with the highest milestone completed is the Percent
Complete calculated for the Engineering Document or Engineering Account.
Progress Milestones are listed in sequential order, first to last, using a Milestone number. Each Milestone is assigned a Percent Complete. The
lowest percentage is applied to the first Milestone and is increased with each successive milestone. The following example demonstrates the
sequential order of Milestones and the Percent Complete applied to each for a General Arrangement Drawing:
Milestone Milestone Percent

Number Description Complete
01 Planning 10%
02 Layout 25%
03 Preliminary Design 40%
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04 Final Design 60%

05 Checking 80%
06 Issue For Approval 90%
07 Issue For Construction 100%
These templates of progress Milestones ensure a consistent and objective approach to entering status against documents of a similar nature
and tasks. It also makes the status process more efficient.
Note that in order for progress Milestones to be useful on individual Engineering Documents or Engineering Accounts, the Percent Complete
Method assigned to each document must be either MME or MIL.
To Define Engineering Classes:

1) For enterprise Document Classes select Enterprise > Engineering > Engineering Classes. For project Document Classes, select Define >
Engineering > Engineering Classes.
3) Click in the Engineering Class ID box and enter an Engineering Class ID.
4) Click in the Description box and enter an Engineering Class Description.
5) In the Milestone subpane, click the Add Record icon.
6) Click in the Milestone cell and enter Milestone ID. Be sure to enter IDs that sort Milestones in successive order.
7) Click in the Milestone Description cell and enter a Milestone Description.
8) Click in the Percent Complete cell and enter a Percent Complete that reflects the cumulative percent complete of the current and
previous Milestones.
9) Click in the Work Days cell and enter average number of Work Days to perform the specific step. This data is for information only.
10) Repeat Steps 6 through 10 to enter additional Milestones.
Equipment/Materials (Enterprise)
The Equipment/Materials ribbon on the Enterprise tab is where commands are found to define codes for the Equipment/Materials package.
By developing these lists of definitions, this data can used in a project as opposed to creating new, project-specific definitions. Using these
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Inspection Levels
The Inspection Level is used to indicate the inspection requirement assigned to a Purchase Requisition. This pertinent information is used by
the purchasing agent to ensure proper documentation is assigned to a Request For Quotation (RFQ) or a Purchase Order pertaining to
inspections.
The Inspection Level ID is a user-defined alphanumeric code. A corresponding Inspection Level Description is included, such as in the examples
shown below:
 No Inspection Required
 Full Quality Check
 Limited Quality Check
 Test Full Operation of Equipment
 Visual Check for Damage Only
To Create Inspection Level settings:

1) For Enterprise Inspection Levels, select Enterprise > Equipment/Materials > Inspection Levels. For Project Inspection Levels, select
Define > Equipment/Materials > Inspection Levels.
3) Click in the Inspection ID box and enter an Inspection Level ID.
4) Click in the Description box and enter an Inspection Level Description.
Purchase Orders and Contracts (Enterprise)

The Purchase Orders and Contracts ribbon group on the Enterprise tab is where commands are found to define codes specific to the
Procurement and Contracts packages. By developing these lists of definitions, a project can use this data as opposed to creating new,
project-specific definitions. Using these Enterprise definitions on a project is important because it standardizes data throughout the projects.
Events
Events are a listing of standard steps or events that an organization must complete to manage the Procurement or Contracting process. The
Events form is only used to generate the titles of the various Events; it has nothing to do with sequencing of the events. Events are assigned at
the Enterprise level to create a standard list of Events that can be used by all projects. Events can also be assigned at the Project level.
Each Event is identified for use in Purchase Order schedules, Shipment schedules, or Contract schedules. The Event list should include items
that start when Purchasing or Contracts receive a Purchase Requisition until the procured item arrives on site or the contract is closed.
Some common Events that take place throughout the Contract process include:
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 Issue Request for Quotation or Request for Proposal

 Receive Bids
 Issue Purchase Order or Contract
 Ship Materials
 Arrive at Site
 Required at Site
The Event Title is displayed in certain on-screen forms. In reports, the Event Title is not used in column headers because it could create
potential issues with overlapping labels. Instead, two additional fields are used to produce a more compact Event Title for column headers;
the Report Label-Upper and Report Label-Lower fields. When a report using Event Titles is printed, the Upper Title is printed above the Lower
Title.
To Define Events:
1) For Enterprise Events, select Enterprise > Purchase Orders and Contracts > Events. For Project Events, select Define > Purchase
Orders and Contracts > Events.
3) Click in the Event ID cell and enter a unique Event ID.
4) Click in the Event Title cell and enter an Event Title.
5) Click in the Report Label-Upper cell and enter the first portion of the Event Title.
6) Click in the Report Label-Lower cell and enter the last portion of the Event Title.
7) Click the Data Type drop-down and select Contracts, Purchase Orders, or Shipments.
8) Click the Standard Event drop-down and select a Standard Event.
9) To sort these records differently than the alphanumeric value of the Event ID, click in the Sort Code cell and enter a Sort Code.
Event Templates
Once the titles of Events have been defined, specific Events can be grouped and sequenced together by creating an Event Template. An Event
Template is essentially a standard sequence of Procurement, Shipment, or Contracting activities. Multiple Event Templates can be developed
for Purchase Orders, Shipments, and/or Contracts. These templates are used when creating a Request For Quotation/Purchase Order,
Shipment, or a Request for Proposal/Contract in order to quickly apply a standard set of Events. Event Templates are assigned at the
Enterprise level to create templates that can be used by all projects or at the Project level.
As an example, you may want to create Event Templates for Mechanical Equipment Procurements, Mechanical Equipment Shipments, Bulk
Material Procurements, Engineering Service Contracts, Construction Contracts, and Piping Fabrication.
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Each Event on a template should have Durations assigned. These are the average duration in calendar days that it takes for the Event to be
completed. In addition, each Event is assigned a Weight. This weighting is for information only. In the future it will be used as a factor in
calculating a Purchase Order or Contract's percent complete.
To Define Event Templates:

1) For Enterprise Event Templates, select Enterprise > Purchase Orders and Contracts > Event Templates. For Project Event Templates,
select Define > Purchase Orders and Contracts > Event Templates.
3) Click in the Event Template ID cell and enter a unique Event Template ID.
4) Click in the Description cell and enter an Event Template Description.
5) Click the Data Type drop-down and select Contracts, Purchase Orders, or Shipments. This defines which templates each item can
access.
6) Click the Events subpane, click the Add Record icon, and select one or more Event IDs, and click OK.
7) For each Event added to the list:
a. Click in the Duration cell and enter the Average Calendar Days it takes to complete the Event.
b. Click in the Weight cell and enter a Weight Factor that may be used to determine the Percent Complete of Purchase Orders or
Contracts.
Suppliers
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A list of Suppliers is maintained in PRISM at the Enterprise level and is used for the following:
 Identifying Bidders on a Request for Quotation
 Awarding a Purchase Order to a Bidder
 Evaluating the Supplier's performance
 Assigning a Supplier to an Invoice record
For each Supplier, there is contact information and other data that is entered. This information is automatically copied to a Purchase Order
when the Purchase Order is awarded.
An external Pre-Qualification Document can be linked to each Supplier. When the Supplier is selected as a Bidder on a Request for Quotation,
the Pre-Qualification Document is automatically linked to the Request for Quotation.
The Product Keywords are entered against each Supplier, providing an additional means of searching for Bidders from a large Suppliers table.
You can also view which Requests for Quotation/Purchase Orders that a Supplier was selected as a Bidder and if they won the bid (currently
under development).
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To Define Suppliers:
1) Select Enterprise > Purchase Orders and Contracts > Suppliers.
3) Click in the Supplier ID box and enter a Supplier ID.
4) Click in the Description box and enter a Description of the Supplier.
5) Click in the Contact Information box and enter information as necessary.
a. Supplier Name
b. Contact Name
c. Address
d. Email
e. Telephone
f. Fax
g. Tax ID
h. Business Class
6) Check the Tax Exempt checkbox if the Supplier is tax exempt.
7) Click on the Payment Terms ID drop-down and select a default Payment Term ID. This will be the default Payment Terms ID that is
automatically added to the Purchase Order record when a Supplier is assigned to a Purchase Order.
8) Check the Inactive checkbox if the Contractor is inactive. If a Contractor is marked as Inactive, it cannot be awarded a Contract.
9) Click the Pre-qualification Document File browse icon, locate a Pre-qualification Document to link to the Supplier, and click Save.
10) If the Pre-qualification has been successfully completed, check the Pre-qualification Complete checkbox.
11) The Last Update box is a read-only reference that will automatically update with the current date when a change is added to the
Suppliers data pane.
12) Click in the Product Keywords subpane and enter any Words that describe the products supplied by the Supplier.
13) The Bidders subpane is read-only and displays the various projects where the Supplier has been added to a Request for Quotation or
a Purchase Order.
Contractors
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A list of Contractors is maintained in PRISM at the Enterprise level, and used for the following:
 Identifying Bidders on a Request for Proposal
 Awarding a Contract to a Bidder
 Evaluating the Contractor's performance
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 Assigning a contractor to an Invoice record

For each Contractor, there is contact information and other data that is entered. This information is automatically copied to a Request for
Proposal/Contract when Bidders are selected or the Contract is awarded.
An external Pre-qualification Document can be linked to each Contractor. When the Contractor is selected as a Bidder on a Request for
Proposal, the Pre-qualification Document is automatically linked to the Request for Proposal.
The Services Keywords are entered against each Contractor, providing an additional means of searching for Bidders from a large Contractor
database.
You can also view which Requests for Proposal/Contracts that a Contractor was selected as a Bidder and if they won the bid (currently under
development).
To Define Contractors:
1) Select Enterprise > Purchase Orders and Contracts > Contractors.
3) Click in the Contractor ID box and enter a Contractor ID.
4) Click in the Description box and enter a Description of the Contractor.
a. Contractor Name
b. Contact Name
c. Address
d. Email
e. Telephone
f. Fax
g. Tax ID
h. Business Class
6) Check the Tax Exempt checkbox if the Contractor is tax exempt.
7) Click on the Payment Terms ID drop-down and select a default Payment Term ID. This will be the default Payment Terms ID that is
automatically added to the Contract record when a Contractor is assigned to a Contract.
8) Check the Inactive checkbox if the Contractor is inactive. If a Contractor is marked as Inactive, it cannot be awarded a Contract.
9) Click the Pre-qualification Document File browse icon, locate a Pre-qualification Document to link to the Contractor, and click Save.
10) If the Pre-qualification has been successfully completed, check the Pre-qualification Complete checkbox.
11) Click in the Services Keywords subpane and enter any Words that describe the services supplied by the Contractor.
12) The Last Update box is a read-only reference that will automatically update with the current date when a change is added to the
Contractors data pane.
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13) The Bidders subpane is read-only and displays the various projects where the Supplier has been added to a Request for Quotation or
a Purchase Order.
To View a Contractor's Bids:

1) Select Enterprise > Purchase Orders and Contracts > Contractor.
2) Locate a Contractor from the list.
3) Click on the Bidders subpane tab to view the projects the Contractor has submitted a Bid. A check in the Award checkbox indicates
the Contractor was awarded the Contract.
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Owners
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A list of Owners is maintained in PRISM at the Enterprise level and used for the following:
 Assigning an Owner to a Prime Contract
 Evaluating an Owner's performance and relationship with the Prime Contractor
 Assigning an Owner to an Invoice record
For each Owner, contact information and other data is entered. When an Owner is assigned to a Prime Contract, this information is
automatically copied to the Prime Contract.
The Key Words are entered against each Owner record, providing an additional means of searching for Owners from a long list of Owners.
To Define Owners:
1) Select Enterprise > Purchase Orders and Contracts > Owners.
3) Click the Owner ID box and enter an Owner ID.
4) Click in the Description box and enter a Description for the Owner.
a. Owner Name
b. Contact Name
c. Address
d. Email
e. Telephone
f. Fax
g. Reference Number
6) Click the Payment Terms ID drop-down and select a Payment Term ID (see "Payment Terms" on page 300). This will be the default
Payment Terms ID that is automatically added to the Prime Contract record when an Owner is assigned to a Prime Contract.
7) Check the Inactive checkbox if the Owner is not currently soliciting work from Contractors. If an Owner is marked as Inactive, it
cannot be assigned to a Prime Contract.
8) The Last Update box is a read-only reference that automatically updates with the current date when a change is made to the Owners
data pane.
9) Click in the Key Words subpane and enter any Words that describe the Owner, and are used to search for an Owner from a list of
Owners.
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Payment Terms
The Payment Terms form is used to define Payment Terms for the Enterprise or Project. Payment Terms indicate when payments are
contractually obligated to be made as negotiated between the Buyer and the Seller. Usually, there is a specific time in calendar days from
when the invoice is sent to the Buyer to when the payment must be made. In some cases, payments may need to be made up front, either in
advance or when the procured items are delivered or contract services are rendered.
To Define Payment Terms:

1) For Enterprise Payment Terms, select Enterprise > Purchase Orders and Contracts > Payment Terms. For Project Payment Terms,
select Define > Purchase Orders and Contracts > Payment Terms.
3) Click in the Payment Terms ID cell and enter a unique Payment Terms ID.
4) Click in the Description cell and enter a Payment Terms Description.
5) Click in the Days Payment Due After Invoice Issued cell and enter the maximum number of Calendar Days before the payment must
be paid after the invoice is issued.
Delivery Terms
The Delivery Terms form is used to define Delivery Terms for the Enterprise or Project. Delivery Terms indicate how and/or where the
procured items are to be delivered or contract services are rendered, as negotiated between the Buyer and the Seller.
To Define Delivery Terms:

1) For Enterprise Delivery Terms, select Enterprise > Purchase Orders and Contracts > Delivery Terms. For Project Delivery Terms, select
Define > Purchase Orders and Contracts > Delivery Terms.
3) Click in the Delivery ID cell and enter a unique Delivery ID.
4) Click in the Description cell and enter a Delivery Terms Description.
Delivery Addresses
Delivery Addresses are used in various Requests for Quotation/Purchase Orders, Request for Proposal/Contracts, and Prime Contracts
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documents printed by PRISM . You can define a standard set of Delivery Addresses at the Enterprise or Project level. Standard Delivery
Addresses (on page 300) simplify the process of adding addresses to an individual Request for Quotation/Purchase Order and Request for
Proposal/Contract.
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There are four types of Delivery Addresses that can be defined. For each type of Delivery Address, you can define multiple Delivery Addresses:
 Communications - to send all communications to.
 Engineering Documents - to send drawings, reports, data, manuals to (only used on Requests for Quotation and Purchase Orders).
 Shipments - to send equipment and materials to (only used on Requests for Quotation and Purchase Orders).
 Invoices - to send all invoices to.
Note that you can use an ID structure that helps separate the different types of Delivery Addresses. For instance, the Address
IDs for all communication Delivery Addresses can begin with the title COMM followed by a sequential number (i.e., COMM1,
COMM2, etc.).
To Define Delivery Addresses:

1) For Enterprise Delivery Addresses select Enterprise > Purchase Orders and Contracts > Delivery Addresses. For Project Delivery
Addresses select Define > Purchase Orders and Contracts > Delivery Addresses.
3) Click in the Address ID box and enter a Delivery Address ID.
4) Click in the Description box and enter a Description that explains the use for the Delivery Address.
5) Click in the Address box and enter the complete Delivery Address.
Field Management (Enterprise)

The Field Management ribbon group on the Enterprise tab is where commands are found to define codes specific to the Field Management
package. By developing these lists of definitions, a project can use this data as opposed to creating new, project-specific definitions. Using
these Enterprise definitions on a project is important because it standardizes data throughout the projects.
Rules of Credit
The Rules of Credit definition is used to create a template of standard Rules to track progress on Progress Accounts and Progress Items. Each
Rules of Credit is assigned a template of Rules. Each Rule represents a step in the Field that must be completed for a Progress Account or
Progress Item. A Rule is assigned a Quantity Unit (i.e., cubic yards, lineal feet) and the Planned Quantity. The Rule is then weighted which will
help measure the progress based on the Planned Quantity and the Quantity Completed.
For example, a Site Preparation on a Field Management project could use one set of Rules, while installing electrical equipment would require
a different set of Rules. However, in both cases, for either a Progress Account or Progress Item a standard set of rules could be established for
both Field activities to track progress.
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When a Rules of Credit is assigned to a Progress Account or Progress Item, the Rules need to be copied over to the Rules of Credit subpanes.
The Rules are listed in a sequential order, first to last, using an alphanumeric identifier. Each Rule is assigned a weight. The total weight of all
the Rules should equal 100, meaning that when all the Rules have been completed; the Progress Item or Progress Account is 100 percent
complete.
Note that this is different than assigning Milestones where one milestone cannot be started until the previous has been
completed. Sometimes during Field activities, several Rules will be performed simultaneously; therefore, some Rules may not be
completed in a sequential order.
The following example shows the Rules that could be assigned for Site Preparation and Excavation.
Rule ID Description Quantity Planned Weight

Unit Quantity
01 Site Prep EA 1,000 5.0

02 Trench Excavation CY 1,000 25.0
03 Gravel Fill CY 1,000 5.0
04 Grading CY 1,000 25.0
05 Backfill CY 1,000 25.0
06 Grade CY 1,000 15.0
These templates of Rules ensure a consistent and standard approach to enter status against Progress Accounts and Progress Items of a similar
nature. It also makes the progressing of a project more efficient.
Note that in order for a Rules of Credit to be useful on individual Progress Items and Progress Accounts, the Percent Complete
Method assigned must be set to ROC.
To Define Rules of Credit:

1) For Enterprise Rules of Credit, select Enterprise > Field Management > Rules of Credit. For Project Rules of Credit, select Define >
Field Management > Rules of Credit.
3) Click in the Rules of Credit ID box and enter a Rules of Credit ID.
4) Click in the Description box and enter a Rules of Credit Description.
5) If Distribution Curves are to be used, click the Time Phased Data Curve ID drop-down and select a Curve ID.
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6) In the Rules of Credit subpane, click the Add Record icon.

7) Click in the Rule ID cell and enter a Rule ID. Be sure to enter IDs that sort the Rules in successive order.
8) Click in the Description cell and enter a Rule Description.
9) Click in the Quantity Unit cell and enter a Quantity Unit.
10) Click in the Planned Quantity cell and enter the number of Planned Quantities.
11) Click in the Weight cell and enter a Weight. Note that the sum of the Weights for all the Rules that are defined must equal 100.
Note that if the total weight for the Rules of Credit does not equal 100, forecasts and earned value reporting will not be
accurate.
Invoice Management (Enterprise)

The Invoice Management ribbon group on the Enterprise tab is where commands are found to define codes specific to the Invoice
Management package. By developing these lists of definitions, a project can use this data as opposed to creating new, project-specific
definitions. Using these Enterprise definitions on a project is important because it standardizes data throughout the projects.
Invoice Status
The Invoice Status form is used to define Invoice Status codes for the Enterprise or Project. Invoice Status codes are used indicate the current
status of an Invoice. Each Status ID is assigned a system-defined Stage, which determines how commitment data is affected on the Invoices, as
described below.
 None - the invoice record is not complete and the invoice cost is not added to the commitment data.
 Pending - the invoice is pending to be approved and invoice cost is added as an unapproved invoice.
 Approved - the invoice is approved and the invoice cost is added as an approved invoice.
 Paid - the invoice is paid and the cost is added as an approved Invoice.
To Define Invoice Status Codes:

1) For Enterprise Invoice Status codes select Enterprise > Invoice Management > Invoice Status. For Project Invoice Status codes select
Define > Invoice management > Invoice Status.
3) Click in the Status ID cell and enter a unique alphanumeric Invoice Status ID.
4) Click in the Description cell and enter an Invoice Status Description.
5) Click the Stage drop-down and select one of the four system-defined Stages; None, Pending, Approved, or Paid.
6) To sort these records differently than the alphanumeric sort order of the Status ID, click in the Sort Code cell and enter a Sort Code.
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Services Rendered
The Services Rendered form is used to define Services Rendered codes for the Enterprise or Project. Services Rendered codes can be used to
categorize an invoice by the type of services that the vendor is performing.
To Define Services Rendered Codes:

1) For Services Rendered codes select Enterprise > Invoice Management > Services Rendered. For Project Services Rendered codes
select Define > Invoice Management > Services Rendered.
3) Click in the Services ID cell and enter a unique alphanumeric Services Rendered ID.
4) Click in the Description cell and enter a Description that describes the services rendered.
5) To sort these records differently than the alphanumeric sort order of the Service ID, click in the Sort Code cell and enter a Sort Code.
Tools (Enterprise)
The Tools ribbon group in the Enterprise tab is where options and settings are defined that affect data, forms, and processes associated with
the Enterprise.
Enterprise Settings
There are some Enterprise-specific settings that need to be set. The settings are primarily reporting.
The Base Currency used for Enterprise reports needs to be set as well. Projects will display currency values in this currency unless changed in
the report specification.
The Currency Exchange Rate Decimal Places defines the default setting for new projects. It is the maximum number of decimal places
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displayed in Exchange Rate boxes and cells within PRISM .
The Date Format that is used in Enterprise reports is defined. This does not affect the date format used for project-specific reports, which is
set in Project Settings (on page 202).
Variance calculations for Estimate At Completion on Cost and Comparison reports can be defined. There settings do not affect the Estimate At
Completion calculation, just how the variances are calculated and displayed on the reports.
The current Reporting Period for Cost Management reports, Engineering reports, and Field Management reports can be set to the latest
current reporting period of all the projects or to any Reporting Period. In time phased reports and graphics, the data date is set to this period.
If a project has not been updated to the period selected, it reports forecast data as actuals.
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Up to five Alternative Time and Materials Rate Labels can be defined for the Enterprise. Once an Alternative Time and Materials Rate Label is
entered, a column is added to the Enterprise Categories-Rates by Reporting Period (see "Rates By Enterprise/Reporting Period (Categories)"
on page 276) and Categories-Rates by Reporting Period (see "Employees (Categories)" on page 276) subpanes using the same label you just
entered for the column header label. The Rate Labels are also added to Staffing Plans and Schedule Resources.
Two examples of labels you might define are Government Rates and Commercial Rates. Doing so would allow you to develop specific sets of
rates for each project. The full process is further defined in Rates and Multipliers (on page 85).
This is also where the Advanced Change Management feature's options for managing Trends and Budget/EAC Changes at the Enterprise Level
are enabled and defined. This feature must be enabled in the Project Settings (on page 202) form.
To Define Enterprise Settings:

1) Select Enterprise > Tools > Settings.
2) Click the Data tab.
3) Click the Enterprise Base Currency drop-down and select a Base Currency for the Enterprise.
a. By default, it is set to equal $.
b. Base Currency IDs must first be defined in the Enterprise Currency data pane in order for values to be displayed in the
drop-down.
c. This setting is copied to the Project Settings (on page 202) form when a new project is created. The Base Currency for the project
can be modified, if necessary.
4) Click the Currency Exchange Rate Decimal Places box and enter a value from 1 to 13 to define the maximum number of decimal
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places that can be entered in an Exchange Rate entry box or cell within PRISM .
a. Exchange Rate boxes or cells are found on panes and forms in various packages including Cost Management, Procurement,
Contracts, and Invoice Management.
b. This setting is copied to the Project Settings (on page 202) form when a new project is created. The Currency Exchange Rate
Decimal Places for the project can be modified, if necessary.
c. Check the Required IDs to be Selected from Pick Lists checkbox if you want to limit the IDs to be only those found in the picklist.
This disables the ability to add a new ID not found in the picklist.
5) Click the Reporting Options tab.
6) Check the Use Period to Separate 000's Instead of Comma checkbox if you want numeric values in reports that are in the thousands
or greater to use separators with periods. As an example, commas would be 1,000,000 and periods would be 1.000.000.
7) Click the Date Format for Enterprise Reports drop-down and select a Date Format to be used in Enterprise Reports.
a. The D/M/Y, M/D/Y, Y/M/D, and D.M.Y. display dates using numeric values. D for days, M for Month, and Y for Year.
b. The D-M-Y displays the day and year using numeric values but the month is displayed text in an abbreviated format.
8) Click the Estimate At Completion Variance Calculation drop-down and select one of the following calculations for how the EAC
Variance will be calculated on Cost and Comparison reports in the Cost Management, Engineering, and Field Management packages.
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a. Current-Previous - The Estimate At Completion variance is calculated as the Current EAC minus the Previous EAC.
b. Previous-Current - The Estimate At Completion variance is calculated as the Previous EAC minus the Current EAC.
9) Click the Variance At Completion Calculation drop-down and select one of the following calculations for how the Variance at
Completion will be calculated on the Cost and Comparison reports in the Cost Management, Engineering, and Field Management
packages.
a. Budget-EAC - the Variance at Completion is calculated as the selected Budget minus the Estimate At Completion.
b. EAC-Budget - the Variance at Completion is calculated as the Estimate at Completion minus the selected Budget.
10) Click the Current Cost Reporting Period drop-down and select a Reporting Period. This will affect time phased Cost Management
reports and graphics.
a. You can select any Reporting Period.
b. Alternatively, click the Get Latest button and the Reporting Period entered is the latest current Reporting Period of all the
projects that are set to be available to the Enterprise.
11) Click the Current Engineering Reporting Period drop-down and select a Reporting Period. This will affect time phased Engineering
reports and graphics.
12) Click the Current Field Management Reporting Period drop-down and select a Reporting Period. This will affect time phased Field
Management reports and graphics.
13) Click the Cost Management tab.
14) Click in each of the Performance Threshold boxes and enter the Variance Percent and the Performance Index values for both Cost
and Schedule.
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a. These are used to generate a Stop Light effect in the PRISM Dashboard application. This affect highlights performance data
that exceeds these thresholds. The Warning value is used as a first indication of a performance problem and variances exceeding
the defined thresholds are highlighted in Yellow in the Performance subpane. The Alarm value is a higher, more stringent value
and variances that exceed these values are highlighted in Red.
b. By default, the Schedule and Cost Performance Index are set to 1.00 for Warning and 0.80 for Alarm. The Schedule and Cost
Variance Percent are set to 0% for Warning and 10% for Alarm.
c. These values are copied to the Enterprise Settings form when a new project is created. The Variance Analysis Thresholds for the
project can be modified, if necessary.
15) Click in the Alternative Time and Materials Rate 1 Label box and enter an Alternative Time and Materials Rate Label.
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a. Repeat this step to add up to four more Rate Labels 2 through 5.

b. Only Rate Labels that are entered are displayed as columns in the Enterprise Categories-Rates By Reporting Period and the
Categories-Rates By Reporting Period subpanes. Similarly, only defined Rate Labels are displayed in the Time and Material Rate
drop-downs found in the Plans-Budget Plan and the Plans-ETC Plan subpanes, and the Resources data pane.
16) Click in the User-defined Amounts Label A box and enter a Label to add User-defined Amounts (see "User-defined Amount" on page
90) to Enterprise Reports. Repeat for User-defined Amounts Label B through H, as necessary.
17) If the Engineering package is enabled, click the Engineering tab.
18) Click in each of the Variance Analysis Threshold boxes and the Threshold boxes and enter the Variance Percent and the Performance
Index values for both Cost and Schedule.
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c. These values are copied to the Enterprise Settings form when a new project is created. The Variance Analysis Thresholds for the
project can be modified, if necessary.
19) If the Field Management package is enabled, click the Field Management tab.
20) Click in each of the Variance Analysis Threshold boxes and the Threshold boxes and enter the Variance Percent and the Performance
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c. These values are copied from the Enterprise Settings form when a new project is created. The Variance Analysis Thresholds for
the project can be modified, if necessary.
21) If the Advanced Change Management feature is enabled, click the Change Management tab.
22) Click the Auto-generate Change ID drop-down and select one of the following options. The option will auto-generate Budget/EAC
Change IDs in a sequential order using either a system-defined or user-defined prefix. When using the auto-generate options, the
separator options include a dash, underscore, period, or space.
a. None - Change IDs are manually entered.
b. CM Period + Counter - uses the current Change Management Reporting Period plus a numerical counter to automatically
generate Change IDs. For example, if the Change Management period is 12, the first Change ID would be 0012-0001, the second
0012-0002, etc.
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c. User-defined Prefix + Counter - uses a User-defined alphanumeric prefix plus a numerical counter to automatically generate
Change IDs. For example, if the user-defined prefix for the first Change ID is 001-1, the next Change ID would be 001-2.
23) Click the Auto-generate Trend ID drop-down and select one of the following options. This option will auto-generate Trend IDs in a
sequential order using either a system-defined or a user-defined prefix. When using the auto-generate options, the separator options
include a dash, underscore, period, or space.
a. None - Trend IDs are manually entered.
b. CM Period + Counter - uses the current Change Management Reporting Period plus a numerical counter to automatically
generate Trend IDs. For example, if the Change Management period is 12, the first Trend ID would be 0012-0001, the second
0012-0002, etc.
c. User-defined Prefix + Counter - uses a User-defined alphanumeric Prefix plus a numerical counter to automatically generate
Trend IDs. For example, the user-defined prefix for the first Trend is 001-1; the next Trend ID would be 001-2.
24) Click the New Changes Applied In Reporting Period drop-down and select a future Reporting Period that newly-created Budget/EAC
Changes will be applied to the budgets, forecast, and/or Estimate at Completion. When this option is used, the Change data will not
be applied to the budgets, forecast, and/or Estimate at Completion prior to the defined Reporting Period. How the Change data are
time phased is determined by how the data are calculated. When using this option, all newly-created Budget/EAC Change records will
have the Reporting Period automatically entered.
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25) Check the Enable Change Management Email Notifications checkbox to enable PRISM to automatically generate and send emails
to selected Users who have been assigned as Reviewers and Approvers in the Budget/EAC Changes-Approval subpane. This option has
no functionality unless used in conjunction with the Review and Approval option.
26) Click the Subject drop-down and select field from the Budget/EAC Change record as the Subject of the email. The data entered in the
selected field on the Change record will appear as the Subject of the email. If the field is left blank on the Budget/EAC Change, the
Subject line of the email will also be blank.
27) Click the Fields button and select the fields from the Budget/EAC Change record to include in the Body of the email. Data entered in
the fields of the Budget/EAC Change record is inserted into the Body of the email.
 D = Description
 M = Detailed Description
 R = Alternate ID
 T = Due Date
 S = Source
 C = Company
 I = Schedule Impact
 J = Cost Impact
 $ = Currency
 A = Status
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 L = Documents
 V = Change Value
28) Click in the Default Sender Email box and enter a default Sender's email address, if necessary. If this box is left blank, the emails will
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be sent from the email address of the User who is logged into PRISM at the time emails are generated and sent.
29) Check the Send Review and Approval Emails Directly checkbox to directly send emails to Users/Teams assigned as Reviewers and
Approvers on the Budget/EAC Change record. When this option is checked, emails cannot be previewed or modified. The Review and
Approval process must be enabled.
30) Check the Budget/EAC Changes Review and Approvals checkbox to enable the Review and Approval option for managing
Budget/EAC Changes.
approved.
 In Sequence - A Change must be reviewed in the sequence that the Reviewers are listed in the Budget/EAC Changes-Approvals
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33) Check the Users With Sufficient Approval Authority checkbox to filter the list of Reviewers who can review the Budget/EAC Change.
By checking this box, only Users, who are designated as Reviewers AND have an Approval Authority greater than the Change amount,
can be assigned as a Reviewer to the Budget/EAC Change.
34) Check the Users with Insufficient Approval Authority checkbox to filter the list of Reviewers who can review the Budget/EAC Change.
By checking this box, Users who have been assigned as a Reviewer BUT have an Approval Authority less than the Change amount can
be assigned as a Reviewer to the Budget/EAC Change.
Note that if both of these checkboxes are left unchecked, no Reviewers will be added to the Budget/EAC Changes-Approvals
subpane and the Change does not need to be Reviewed before it can be approved. If both boxes are checked, all Users who are
identified as Reviewers will be added to the Budget/EAC Changes-Approvals subpane.
35) The Administrator and the Primary and Secondary Change Owner can override the Review and Approval process. This is done by
checking one of the appropriate Allow Users To Override The Change Approval Process checkboxes. These Users must have at least
Change Management Read Access permissions to override the Review and Approval process.
Note that a User must have at least Change Management Read Access permissions to access Change Management forms
36) Click OK.
Projects Snapshot
Project data is generally in a live or incomplete state while a project is being statused. Once statusing is updated for the month, there is a
short period of time when data is complete. The Project Snapshot feature is used to generate a copy any project’s data in this complete state.
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A snapshot of a project's data can be viewed using Enterprise Reports or Project Reports or through the PRISM Dashboard application.
An Enterprise User generates Project Snapshots; however, a Snapshot Database (see "Snapshots" on page 242) must first be created by the
System Administrator. In the Project Snapshots form, a Snapshot Database is selected and then, the projects to include in the snapshot are
selected.
It is important to note that one Snapshot Database can include multiple projects but only one snapshot of each project can be
added to the Snapshot Database. As an example, you could create a Snapshot Database for each Reporting Period. For a
particular Reporting Period, that Snapshot Database can contain a snapshot of every project.
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The Snapshot Database usually uses a database name that may not be understandable to the typical PRISM User. Therefore, the Enterprise
User can apply a Project Snapshot Description that is easily understood by the Project Users. This is the Snapshot label that will be visible in
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the Enterprise Reports and Project Reports data panes, and in the PRISM Dashboard application.
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Project Users have a means of communicating to the Enterprise User that the project data have been completed. The Reporting Periods form
has an Update Period Status Date icon, that, when clicked, sends a time stamp to the Project Snapshot form in the Current Status Date field.
To Add Project Snapshots:

1) Select Enterprise > Tools > Projects Snapshot.
2) Select a Snapshot Database from menu on the left-hand side of the form.
3) Click in the Description box and enter a Project Snapshot Description.
a. The default Description is the Snapshot Database name; however, it can be changed.
b. The Description is what the Project User or Dashboard User will see when selecting a Project Snapshot to report or view.
4) Click the Save Description button to save the new Description.
5) Check the Include checkbox for each project you want to include in the Snapshot.
a. Click the Include checkbox in the column header to check or uncheck all of the Include checkboxes.
b. The Current Status Date cell is an indication of the last status completion date of a project as identified by the Project User. You
can use this information to help you decide if a project is ready to be included in the Snapshot.
c. The Current Period and Current Period Title cells indicate a project's current Reporting Period as defined in the Cost
Management package.
6) Click the Update Snapshot button to add each included project's data to the Snapshot Database.
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a. The Created By box indicates the PRISM User who last updated the snapshot.
b. The Snapshot Status Date box indicates the time stamp when the last snapshot was taken.
c. The Snapshot Period and Snapshot Period Title cells indicate a project's current Reporting Period, when the snapshot was taken.
d. A prompt may displayed indicating that the Snapshot Database must be upgraded before the snapshot can be updated. A
Snapshot Database upgrade can only by performed by the System Administrator.
Note that you can take snapshots of some projects at one time. Then, at a later date, take snapshots of other projects without
affecting the first projects' snapshot. A project's snapshot is only over-written if the project's Include checkbox is checked when
updating the snapshot.
To Clear All Snapshots on a Snapshot Database:

1) Select Enterprise > Tools > Project Snapshot.
2) Select a Snapshot Database from menu on the left-hand side of the form.
3) Click the Clear Snapshot button.
a. The snapshots for every project are permanently removed from the Snapshot Database.
b. You cannot pick single project's to remove. The Include checkbox has no affect on this process.
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User Guide
To View Project Snapshot Data in Reports:

1) For viewing Enterprise Reports select Reports > Enterprise > Enterprise Reports and for viewing Project Reports select Reports >
Project > Project Reports.
2) Locate a Report Specification.
3) By default, the Database drop-down is set to Live, which means the project data will be displayed. To view Project Snapshot data,
click the Database drop-down and select a Snapshot Database.
a. This drop-down is only displayed in the Project Report data pane if a Project Snapshot of the project being reported has been
generated.
b. This drop-down is only displayed in the Enterprise Report data pane if a Project Snapshot has been generated.
4) Click the Print Preview button to preview the report.
Enterprise Processes
The Enterprise Processes feature allows Users to perform a variety of Cost Management, Engineering, and Field Management functions across
multiple projects simultaneously. By using this feature, it eliminates the need for Users to go into each project individually to calculate project
totals, import accounting data, close reporting periods, and archive data. It also ensures that these functions are performed in a consistent
and efficient manner. For example, you can calculate Control Accounts totals on multiple projects, rather than having to perform the
calculation on each individual project.
The following options are available using the Enterprise Processes feature. Each option provides a picklist to select one or more projects. In
order to perform these functions, the project must be an Enterprise project. These features perform as they would on the project level, with
the exceptions noted below.
 Import Cost Accounting Data (see "Import Accounting Data" on page 646) - imports Actuals and Commitment data from an
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Accounting application into PRISM .
 Calculate Cost Control Account Totals (see "Calculate Control Account Totals" on page 394) - calculates a project's Control Account
Actuals, Commitments, and Time Phased Data totals. Multiple projects' Control Accounts will be calculated when using this
command. The project's Baseline, Approved, Control, and Financial budgets will not be calculated. The Estimate at Completion will
also not be calculated.
 Close Cost Reporting Periods (see "Close Period" on page 410) - closes out Reporting Periods for all projects selected and performs
the calculations and processes that would be run when closing out an individual project.
 Import Engineering Actual Hours (see "Import Actual Hours" on page 680) - imports Actual Hours to globally populate Engineering
Accounts or Engineering Documents. You can either import Period Actual Hours or Actual to Date Hours.
 Calculate Engineering Totals (see "Calculate Engineering Account Totals" on page 448) - calculates an Engineering Account's Progress
and Time Phased data. This feature at the Enterprise level will not calculate the Engineering Accounts Baseline or Approved Budget.
An Engineering Account's Estimate at Completion will also not be calculated.
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 Close Engineering Reporting Periods (see "Close Engineering Period" on page 453) - closes out Reporting Periods for all Engineering
projects selected and performs the calculations and processes that would be run when closing out an individual project.
 Import Field Management Actual Data (see "Import Actual Data" on page 685) - imports Actual Quantities and Hours to globally
populate Progress Accounts.
 Calculate Field Management Totals (on page 582) - calculates a Progress Account's progress and Time Phased data. This feature at
the Enterprise level will not calculate the Progress Accounts Baseline or Approved Budget. A Progress Account's Estimate at
Completion will also not be calculated.
 Close Field Management Reporting Periods (see "Close Field Management Period" on page 588) - closes out Reporting periods for all
Field Management projects selected and performs the calculations and processes that would be run when closing out an individual
project.
 Archive Project Data (see "Archive" on page 213) - creates a copy or backup of the project data.
To Run an Enterprise Process:

1) Select Enterprise > Tools > Enterprise Processes.
2) Click the Enterprise Processes drop-down and select one of the following items:
a. Import Cost Accounting Data
b. Calculate Cost Control Account Totals
c. Close Cost Reporting Periods
d. Import Engineering Actual Hours
e. Calculate Engineering Totals
f. Close Engineering Reporting Periods
g. Import Field Management Actual Data
h. Calculate Field Management Totals
i. Close Field Management Reporting Periods
j. Archive Project Data
3) A dialog box will open; select a Project from the picklist.
Note that if you chose to Import Cost Accounting Data, Engineering Actual Hours or Field Management Actual Data, some
additional steps need to be performed and are listed below.
4) Apply a Filter, if necessary.

5) Click OK.
To Import Cost Accounting Data:

1) Select Enterprise > Tools > Enterprise Processes > Import Cost Accounting Data.
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User Guide
2) Click the Commitments File Name browse icon, select the Import File Type, either Excel Workbook (*.xlsx) or Excel 97/2003 (*.xls),
and select an Import File and Location.
3) Click the Period Actuals File Name browse icon, select the Import File Type, either Excel Workbook (*.xlsx) or Excel 97/2003 (*.xls),
4) Click in the Skip Headers Lines and enter the Number of Header Lines in the import files.
5) By default, the Delete Existing Accounting Data option is checked. Leave this checked to delete any data in the Period Actuals data
pane or the Commitments data pane and import the new data.
a. This will only delete Period Actuals or Commitments that were previously imported. These records are distinguished by the Data
Source being assigned as FIN for financial.
b. Data is only deleted if a corresponding import file is selected. If left unchecked, the imported data is appended to any existing
data in the Period Actuals or the Commitments data panes.
6) By default, the Options radio button is set to None.
a. Click the Calculate Control Account Totals radio button to transfer Period Actuals to the Control Accounts data pane and
associated subpanes.
b. Click the Calculate Totals and Spread Time Phased ETC to transfer Period Actuals to the Controls Accounts data pane and
associated subpanes and re-spread the Estimate to Complete in the Control Accounts-Time Phased Data subpanes.
8) Check each Project to Import Cost Accounting Data, and click OK.
To Import Engineering Actual Hours:

1) Select Enterprise > Tools > Enterprise Processes > Import Engineering Actual Hours.
2) Click the Actual Hour File Name browse icon, select the Import File Type, either Excel Workbook (*.xlxs) or Excel 97/2003 (*.xls),
3) Click in the Skip Headers Lines and enter the Number of Header Lines in the import file.
4) Check the Delete Existing Actual Hours option to delete all Actual Hours previously entered in the Engineering Accounts data pane.
5) Check the Calculate Engineering Progress checkbox if you want to update the Percent Complete and Earned Value calculations for
Engineering Accounts at the same time the Actual Hours are imported.
6) For the Import Actual Hours option, click one of the two radio buttons:
a. Period Actuals - select this option if you are importing Period Actual Hours. This is the default option.
b. Actual to Date Hours - select this option if you are importing Actual to Date Hours.
7) For the Import Level, click one of the two radio buttons:
a. Engineering Accounts - Actual Hours will be imported into a project's Engineering Accounts.
b. Engineering Documents - Actual Hours will be imported into a project's Engineering Documents.
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Note that the list of Engineering projects available to import Actual Hours is defined by a project's Engineering Settings (on
page 454). If Actual Hours are being entered at the Engineering Document level for the project, Actual Hours cannot be
imported for that project at the Account level and vice versa.

9) Check each Project to Import Actual Hour Data, and click OK.
To Import Field Management Actual Data:

1) Select Enterprise > Tools > Enterprise Processes > Import Field Management Actual Data.
2) Click the Period Actuals File Name browse icon, select the Import File Type, either Excel Workbook (*.xlxs) or Excel 97/2003 (*.xls),
4) Check the Delete Existing Actuals option to delete all Actual data previously entered in the Progress Accounts data pane.
5) Check the Calculate Field Management Totals checkbox if you want to update the Percent Complete and Earned Value calculations
for Progress Accounts at the same time the Actual data are imported.
7) Check each Project to Import Field Management data, and click OK.
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Chapter 10
Cost Management
The Cost Management tab is where a project's cost, schedule, and technical information is imported, entered, and integrated to create a
Performance Measurement Baseline. It is also where actuals and commitments are entered, progress and performance is calculated, variances
are analyzed, and the project is forecast.
Cost Management Data Integration

Data entered into the Cost Management package's data panes is highly integrated. Data is shared among many panes, but as the graphic
below suggests, most of the data is shared with Control Accounts and Control Elements.
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User Guide
Cost (Cost Management)

The Cost ribbon group in the Cost Management tab is where commands for entering data associated with Control Accounts, Period Actuals,
and Commitments are performed. It is also where settings are applied for generating Variance data and where variance explanations are
entered.
Control Accounts
The Control Accounts data pane is used for managing a specific scope of work and related project activities. A Control Account is a natural
control point for planning and control because it represents the work assigned to one organizational element for one work breakdown
structure (WBS) element. The Control Account ID is a Master Record.
There are several methods you can use to create Control Accounts:
 Manual Method - Control Accounts can be manually created in the Control Accounts data pane. Usually this is used when an estimate
and/or a schedule is not being imported. In addition, there are times when an estimate or schedule is imported and all but a few
Control Accounts are created; as an example, Contingency. Any Control Accounts not created from importing an estimate or schedule
can be manually created.
 Budget Utilities - Another way to create Control Accounts is by using the Build Account IDs (see "Build Control Account IDs" on page
709) and the Build Element IDs (on page 711) utilities found in the Budget Ribbon group on the Utilities tab. These utilities globally
cross-reference Budget Details and Budget Details-Cost Elements to Control Accounts and Control Account-Cost Elements. Control
Accounts are then created using the Calculate Control Account Totals (on page 394) utility, found in the Calculations Ribbon Group
on the Cost Management tab. This also allows you to transfer budget data. However, schedule data must then be entered using one
of the other three methods.
 Schedule Interface Utilities - You can create linkages between Schedule Activities and Control Accounts by enabling the Create
Control Account cross-reference option and the Create Control Account option when importing a Schedule (see "Schedule
(Import/Export)" on page 656). If you import a resource-loaded schedule you can also transfer the budget data as well as schedule
data, to the Control Accounts. If you import a non resource-loaded schedule, you will have to enter budget data using one of the
other three methods.
 Import Spreadsheet Data - Budget and Schedule data existing in spreadsheets can be imported using the Import Data From File
utility. The Control Account ID, Description, and Schedule Dates are imported into the Control Account data pane, while the Cost,
Hours, and Quantities are imported by Control Element into the Control Accounts-Control Elements subpanes.
When creating a Control Account there are a number of items to assign which include:
 Work Breakdown Structure (WBS) - used to sort, group, summarize, and filter data.
 Currency - used when multiple currencies are applied in a project.
 Percent Complete Method - used to calculate progress.
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Chapter 10 Cost Management
 Distribution Curves - algorithms used to spread cost, hours, and quantity values for the Baseline Budget, Approved Budget, Control
Budget, and the Estimate to Complete based on the range of Start to Early Dates. These costs are distributed in the Time Phased Data
subpane.
 Schedule Dates - used for time-phasing cost, hours, and quantity values; dates included are the Baseline, Approved, Control, and
Current.
 Labor Rate Type - used to indicate how costs are calculated (hours or bare costs planned or forecast) using the Staff Planning (see
"Plans" on page 354) feature or from Schedule Resources (see "Resource Assignments (Schedule Activities)" on page 390).
a. Time and Materials - used when the Time and Materials rate type is assigned to a Control Account. The rate is multiplied by the
labor hours planned against a Labor Category or Employee to derive the direct and indirect costs.
b. Bare Cost Rates - used when the Cost Plus rate type is assigned to a Control Account. The rate is multiplied by the Multipliers
and the hours planned to any Labor Category or Employee to derive the direct and indirect costs. If an Employee is planned and
not just a Labor Category, then the Employees Bare Cost Rate overrides the Category's Bare Cost Rate to calculate the extended
costs. Multipliers can also be applied to bare costs for non-labor Categories.
The Baseline Development (on page 56) process provides additional details on how Control Accounts are created and information entered.
Control Accounts are progressed each Reporting Period (see "Reporting Periods" on page 593), which means certain items on the Control
Accounts data pane will have to be modified.
 If the Percent Complete Method is set to MAN, for manual entry, then the current percent complete must be assigned. Otherwise,
this is an automatic calculation when using the Calculate Control Account Totals (on page 394) function.
 The Control, Approved, or Current Schedule dates are modified as necessary.
There are several Control Account subpanes in which data is typically entered through a global process.
The Calculate Control Account Totals (on page 394) function is used to calculate Actual totals, Commitment totals, and Progress. The Spread
Time Phased Data (on page 400) calculation is used to globally time phase each Control Account's Baseline Budget, Approved Budget, and ETC
values across the range of Schedule Dates. There is a Calculate Account Totals option on the Control Accounts data pane that allows you to
perform these calculations on an individual Control Account.
The Monitoring and Analysis (on page 61) process provides additional details on how Control Accounts are statused each reporting period.
To Manually Create Control Accounts:

1) Select Cost Management > Cost > Control Accounts.
3) Click in the Account ID box and enter a Control Account ID, which is a unique alphanumeric code. Note that if Group Masking (see
"Groups" on page 613) is applied to the Control Account, then the Control Account ID entered should have matching group codes as
intended.
4) Click in the Description box and enter the Control Account Description.
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User Guide
Note that a description can be applied by transferring the description of a cross-referenced Budget Detail in the Budget Details
data pane to the Control Account or by building the description from a series of Group Code descriptions assigned to the
Control Account.
5) Check the Prime Contract checkbox to allow commitment data from a Prime Contract in the Prime Contracts package to be
transferable. The commitments are transferred using the Calculate Control Accounts Totals feature.
6) If the Integration Engine feature has been enabled, and the Control Account data is intended to be Integrated with an external
G2
ERP/Accounting system through the PRISM Integration Engine, then click in the ERP Integration Code box and enter an Integration
G2
Code. The Integration Code is specific to the ERP/Accounting System linked to the PRISM Integration Engine.
ERP Application ERP System Definition
Code
W SAP A Control Account is linked to a WBS element
A SAP A Control Account is linked to a Network Activity; also a WBS

element is created with this code.
7) Click in the Joint Venture Percent box and enter the Percent of the Control Account's Hours and Cost that is the responsibility of the
G2
Owner (PRISM User). By adding a percent in this box, it will not affect the Control Account totals or data. The percentage
breakdown will be displayed a Joint Venture Report. This option is enabled by the feature code JVPCT in the license file.
8) Click the WBS ID drop-down and select a WBS ID, if they have been defined for the project.
a. The WBS IDs listed in the drop-down are only those defined at the lowest level of the WBS in the WBS data pane.
b. The WBS may have automatically been assigned when the Control Account was created; depending on whether WBS Masking
(see "Work Breakdown Structure" on page 611) had been applied.
9) Click the Labor Rate Type drop-down and select a Labor Rate Type; either Time and Materials or Cost Plus. This is only necessary if
Labor Hours and Non-labor Bare Costs are developed from Staffing Plans (on page 354) or Schedule Resources (see "Resource
Assignments (Schedule Activities)" on page 390). Employees (on page 261) and/or Categories (see "Enterprise Categories" on page
275) Bare Rates or Time and Material Rates would have to be defined, as well as Indirect Costs (on page 285) and Multipliers (on
page 287).
10) If multiple currencies are tracked on the project, click the Currency ID drop-down and select the Currency ID reflective of the costs
entered in the Control Accounts-Cost Elements subpane and the Control Accounts-Time Phased Data subpane.
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c. The Currency ID cannot be changed once Actuals are entered against the account.
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11) Click the Percent Complete Method drop-down and select a Percent Complete Method (see "Percent Complete Method
Calculations" on page 63). This is a system-defined algorithm which is used to calculate the Control Account's percent complete, also
referred to as progress.
a. Set to MAN to manually enter the percent complete when progressing Control Accounts.
b. If this setting is left blank, then the Default Percent Complete Method, defined in the Cost Management Settings (on page 414)
form, is used when progress is calculated.
12) Click in the Baseline, Approved, Control, and Current Schedule Dates boxes and enter the Early Start, Early Finish, Late Start, and
Late Finish Dates.
a. The Baseline Dates reflect the project's baseline schedule. The Baseline Early and Late Dates are used, along with the Baseline
Budget Curve algorithm, to time phase the early and late Baseline Budget.
b. The Approved Dates reflect the project's baseline plus approved schedule changes. The Approved Early and Late Dates are used,
along with the Approved Budget Curve algorithm, to time phase the early and late Approved Budget, as well as the Earned Value
and the Financial Budget.
c. The Control Dates reflect the project's baseline plus Control schedule changes. The Control Early and Late Dates are used, along
with the Control Budget Curve algorithm, to time phase the early and late Control Budget.
d. The Current Dates reflect the current working schedule, also referred to as the forecast schedule. The Current Early and Late
Dates are used, along with the Estimate to Complete Curve algorithm, to time phase the Estimate to Complete.
e. This method of manually entering dates is time consuming. Typically dates are entered and updated globally. Schedule dates
that exist in the Schedule Activities data pane, can be transferred to Control Accounts using the Copy Schedule Dates utility if
cross-references are established between Schedule Activities and Control Accounts.
13) For each Distribution Curve, select the Curve ID drop-down and select a Distribution Curve. These are algorithms for spreading
budgets and forecast data in the Control Accounts-Time Phased Data subpanes. Time phased data is not changed by simply selecting
a curve; you must run the Spread Time Phased Data (on page 400) calculation.
a. Baseline Budget - Baseline Budget is spread across the Early Baseline Schedule Dates.
b. Approved Budget - Approved Budget, Financial Budget, and the Earned Value are spread across the Early Approved Schedule
Dates; Late Approved Budget is spread across the Late Approved Schedule Dates.
c. Control Budget - Control Budget and the Control Earned Value are spread across the Early Control Schedule Dates.
d. Estimate to Complete - Estimate to Complete is spread across the Early Current Schedule Dates; although this can be changed to
use Late Current Schedule Dates or some increment in between.
The table below indicates the different system-defined distribution curves available and how they spread data.
Curve ID Description
"blank" No calculation; data is not time phased.
Data is entered manually. Caution must be taken to ensure the sum of all the time phased data is equal to the total
MANUAL
data. This is because Totals data and Time Phased data are maintained in separate tables.
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User Guide
NONE This algorithm clears all of the time phased data.

EVEN Spreads data evenly across time based on the number of work days in each reporting period.
Places the total data in the Reporting Period associated with the Start Dates. The Estimate to Complete uses the
FIRST Current Start Date, the Approved Budget uses the Approved Start Date, the Control Budget uses the Control Start
Date, and the Baseline Budget uses the Baseline Start Date.
Places the total data in the Reporting Period associated with the Finish Dates. The Estimate to Complete uses the
LAST Current Finish Date, the Approved Budget uses the Approved Finish Date, the Control Budget uses the Control
Finish Date, and the Baseline Budget uses the Baseline Finish Date.
The distribution is based on the weighted average of the linked Activities. Requires Activities to be imported into
the Activities date pane and cross-referenced to Control Accounts. The weighting is based on either Duration of
ACTIVITY
the activities or Quantity/Hours or Cost summarized from resources. The individual start and finish dates of each
Activity are also used.
Distributes budget hours exactly as entered in the staff planning Budget Plan and forecast hours exactly as it is
PLAN
entered in the staff planning ETC Plan. Cost data is time phased using the same spread.
A staff planning Budget Plan can be created and the hours or cost used in this spread are NOT reflected in the
PLANPROF
Control Account. This is only used as a period-by-period spreading algorithm to spread the Control Account totals.
RESOURCE Distributes budget and forecast hours and costs exactly as it entered in the Resources-Activities subpanes.
The distribution is based on the weighted average of the linked Engineering Accounts. Requires Engineering
ENGDATES Accounts to be cross-referenced to Control Accounts. The weighting is based on each Engineering Accounts'
Approved Hours. The individual start and finish dates of each Engineering Account are also used.
The exact distribution of Hours as defined in each Engineering Account linked to the Control Account are
ENGPROF summarized and used as the spread of Hours. The Cost and Quantity data are spread using the Hours distribution
profile. The spreading of Baseline, Approved, and Estimate to Complete values are spread independently.
Distributes the budget and forecast hours exactly as entered in the Engineering-Time Phase Hours subpane. Cost
ENGINEER
data is time phased using the same spread.
The distribution is based on the weighted average of the linked Progress Accounts. Requires Progress Accounts to
PADATES be cross-referenced to Control Accounts. The weighting is based on each Progress Accounts' Approved Hours. The
individual start and finish dates of each Progress Account are also used.
The exact distribution of Quantities as defined in each Progress Account linked to the Control Account are
PAQPROF summarized and used as the spread Quantities. The Cost and Hours are spread using the Quantity distribution
profile. The spreading of Baseline, Approved, and Estimate to Complete values are spread independently.
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The exact distribution of Hours as defined in each Progress Account linked to the Control Account are summarized
PAHPROF and used as the spread of Hours. The Cost and Quantity data are spread using the Hours distribution profile. The
spreading of Baseline, Approved, and Estimate to Complete values are spread independently.
Distributes the budget and forecast quantity and hours exactly as entered in the Progress Accounts-Time Phased
PROGACCT
Data subpane. Cost data is time phased using the same spread.
To Progress Control Accounts:

2) Locate the Control Account to progress.
3) If the Percent Complete Method is set to MAN, click in the Current Percent Complete box and enter a Percentage value that
represents the Control Account's progress.
4) The Previous Percent Complete box indicates the progress identified in the previous Reporting Period. By default, this field is a
read-only field. You can modify this value if the Allow Manual Entry - Previous Data option, found in the Cost Management Settings
(on page 414) form, is enabled.
5) If the Approved, Control, or Current Schedule Dates need to be modified, click in each Schedule Dates box and enter a new Date.
Typically dates are entered and updated globally from a schedule import process.
To Calculate a Control Account:

2) Locate the Control Account to progress.
3) Click the Calculate Account Totals icon located on the navigation toolbar.
a. Transfers Period Actuals from the Period Actuals table to the Control Accounts-Control Elements subpanes.
b. Transfers Commitments from the Commitments table to the Control Accounts-Control Elements subpanes.
c. Calculates the Estimate to Complete by subtracting the Commitments to Date from the Estimate at Completion.
Control Elements (Control Accounts)

There are three Control Element subpanes; Control Accounts-Quantity Elements, Control Accounts-Hours Elements, and Control
Accounts-Cost Elements. These are used to manually enter and view Quantity, Hours, and Cost details associated with a Control Account.
Data that can be entered includes the budget, forecast, and user-defined data. Data that can be viewed includes actuals, incurred,
commitments, and variance data. In order to add a record to these subpanes, you must select an existing Control Element. Multiple Control
Elements can be entered but each Control Element can only be entered once.
Several fields in these subpanes are read-only; however, some fields are set so that data can be entered. These fields are listed below; in some
cases a Cost Management Settings (on page 414) option must be enabled to Allow Manual Entry of data:
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User Guide
 Estimate to Complete
 Estimate at Completion
 Exclude Commitments
 Baseline Budget - if the Allow Manual Entry - Baseline Budget Data option is enabled.
 Approved Budget - if the Allow Manual Entry - Approved Budget Data option is enabled.
 Control Budget - if the Allow Manual Entry - Control Budget Data option is enabled.
 Financial Budget - if the Allow Manual Entry - Financial Budget Data option is enabled.
 Previous EAC - if the Allow Manual Entry - Previous Data option is enabled.
 User-defined Amounts A through H
G2
Note that data can be manually entered in these subpanes. However, PRISM provides many calculations and utilities that are
used to globally transfer data into and calculate data in these subpanes.
G2
When data is entered in the Budgets, Estimate to Complete, or Estimate at Completion fields, PRISM calculates data in other fields. The
fields calculated and the calculation used are defined below:
Entry Field Calculated Fields
EAC = ETC + Commitment

Estimate to Complete EAC Variance = Previous EAC - EAC
At Completion Variance = Approved Budget - EAC
ETC = EAC - Commitment
Estimate at Completion EAC Variance = Previous EAC - EAC
Previous EAC EAC Variance = Previous EAC - EAC
Baseline Budget Control Budget Changes = Control Budget - Baseline Budget
Approved Budget Changes = Approved Budget - Baseline Budget
Approved Budget Approved Budget Changes = Approved Budget - Baseline Budget
Control Budget Control Budget Changes = Control Budget - Baseline Budget
Financial Budget Financial Budget Changes = Financial Budget - Baseline Budget
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After budget data has been assigned to Control Elements, there may be a case when a Control Element needs to be deleted. If this does occur,
the Control Account will need to be re-calculated. However, if the data for this deleted element has been time phased, the element needs to
be manually deleted from the time phased data (see "Time Phased Data (Control Accounts)" on page 327) subpane. It is recommended that
the values for Control Element be zeroed out in the time phased subpane.
To Enter and View Control Element Data:

2) Locate a Control Account.
3) Click the Quantity, Hours, or Cost subpane tab.
4) To enter a new Control Element, click the Add Record icon, click one or more Element IDs, and click OK.
a. The Element Description cell displays the Control Element Description as defined in the Control Element form.
b. In the Quantity Elements subpane only, the Quantity Unit cell displays the Quantity Unit of Measure as defined in the Control
Element form.
c. The same Element ID can only be entered once and cannot be duplicated in this pane.
5) In the Cost Elements subpane only, the Escalated cell is a read-only field that indicates if the Budgets or Estimate to Complete data
have been escalated (see "Escalation" on page 93). The following alpha characters are displayed in this cell, indicating which cost
data is escalated:
 B - Baseline Budget
 A - Approved Budget
 C - Control Budget
 F - Financial Budget
 E - Estimate at Completion
This cell is only displayed when the Escalation option in the Cost Management Settings (on page 414) form is enabled.
6) In the Quantity Elements subpane only:

a. Click in the Quantity Title cell and enter a Quantity Title to further describe the Quantity Element. This title is displayed in
reports that list Quantity Elements.
b. Click in the Quantity Weight cell and enter a Quantity Weight value. This weight factor is used in progress calculations that are
based on quantity data.
7) The Period Actuals cell displays the total of all Period Actuals. This is compiled data from the Control Accounts-Period Actuals
subpane.
8) The Actual To Date cell displays the total of all Period Actuals and Actuals History. This is compiled data from the Control
Accounts-Period Actuals subpane and the Control Accounts-Actuals History subpane.
9) In the Cost and Hours Element subpanes only, the Period Incurred cell displays the total of all Periods Incurred. This is compiled data
from the Control Accounts-Period Actuals subpane for each record identified as Incurred.
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10) In the Cost and Hours Element subpanes only, the Incurred To Date cell displays the total of all Periods Incurred and Historical
Incurred. This is compiled data from the Control Accounts-Period Actuals subpane and the Control Accounts-Actuals History subpane
for each record identified as an Incurred.
11) The Open Commitment cell displays the difference between the Commitment and the Incurred To Date.
12) The Total Commitment cell displays the total of all Commitments. This is compiled data from the Control Accounts-Commitments
subpane.
13) Click in the Estimate to Complete cell and enter the Estimate to Complete value.
14) Click in the Estimate at Completion cell and enter the Estimate at Completion value.
15) The Previous EAC cell displays the previous Reporting Period's EAC. Although rare, the Previous EAC can be entered manually if the
Allow Manual Entry - Previous Data option is enabled in the Cost Management Settings form.
16) The EAC Variance cell displays the difference between the Previous EAC and the Estimate at Completion.
17) Click in the Baseline Budget cell and enter the Baseline Budget.
18) The Approved Budget Changes cell displays the difference between the Approved Budget and the Baseline Budget.
19) Click in the Approved Budget cell and enter the Approved Budget.
20) The Control Budget Changes cell displays the difference between the Control Budget and the Baseline Budget.
21) Click in the Control Budget cell and enter the Control Budget.
22) The Financial Budget Changes cell displays the difference between the Financial Budget and the Baseline Budget.
23) Click in the Financial Budget cell and enter the Financial Budget.
24) The At Completion Variance cell displays the difference between the Approved Budget and the Estimate at Completion.
25) The Actual Rate cell displays the Control Element's Actual to Date value divided by the associated Rate Element's Actual to Date
value. This is only displayed if a Rate Element is associated with the Cost Element in the Control Elements data pane.
26) The ETC Rate cell displays the ETC value divided by the associated Rate Element's ETC value. This is only displayed if a Rate Element is
associated with the Cost Element in the Control Elements data pane.
a. To modify the Estimate to Complete based on the ETC Rate, click in the ETC Rate cell and enter an ETC Rate. The Estimate to
Complete is automatically recalculated.
27) The Rate Element cell displays the Rate Element assigned to the Control Element in the Control Elements data pane.
28) In the Cost and Hours Element subpanes only, check the No Commitments checkbox to exclude all Commitments from the
Commitment to Date Totals. Actual to Date values are still included in the Committed to Date.
29) Click in the User-defined Amount cells (there are up to eight cells) and enter the appropriate values. The User-defined Amount
Labels are defined in the Cost Management Settings (on page 414) form. This data can also be entered in the Control
Accounts-Amount Transactions subpane and transferred into the Control Account-Cost Elements subpane using the Calculate Control
Account Totals (on page 394) function.
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Time Phased Data (Control Accounts)

There are three Time Phased Data subpanes; Control Accounts-Time Phased Cost, Control Accounts-Time Phased Hours, and Control
Accounts-Time Phased Quantity. These are used to spread Cost, Hours, and Quantity values across reporting periods for each Control
Account.
The Budget and Estimate to Complete total for each Control Element are spread using distribution curve algorithms assigned to Control
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Accounts. In order to spread this data, PRISM requires the project's Reporting Periods to be defined, as well as assigning the Schedule Start
and Finish dates and the distribution curves (Budget Curve and Estimate to Complete Curve) for each Control Account. Once these items are
assigned, the Control Element totals can be spread using the Spread Time Phased Data (on page 400) calculation. The Control Accounts
Actuals, Incurred, Commitments, Funding, and User-defined Amounts data that are entered in various panes are transferred into the Time
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Phased Data subpane when the calculation is run. PRISM evaluates the Reporting Period and Post Date information found in these panes to
apply the data to the appropriate period or periods in the Time Phased Data subpane.
Warning: You can manually enter or modify data in the Time Phased subpanes; however, it is highly recommended that data is
entered through the use of calculations.
In order to enter data manually, the distribution curves would have to be set to MAN, for manual; otherwise the system will overwrite any
manually entered data when the spread calculation is run. When manually adding records to these subpanes, you must select a Control
Element and one or more Reporting Periods.
The following list of fields is tracked in the Time Phased Data subpanes. This list indicates which fields are read-only and which fields will warn
you when you try to manually enter data into the field:
Field Manual Entry Issues
Baseline Budget
Approved Budget
Late Approved Budget Warning when entering data in past periods
Control Budget
Financial Budget
Control Earned Value
Earned Value
Actuals/ETC Read-only for past and current periods
Incurred/ETC
ETC History
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User Guide
Commitments
Control Budget Changes
Approved Budget Changes Read-only for all periods
EAC Variance
Funding
Cash Flow No manual entry issues
User-defined Amounts
The Baseline Budget, Control Budget, Approved Budget, and Financial Budget fields can be locked so that no data can be modified if the Allow
Manual Entry options are enabled in the Cost Management Settings (on page 414) form.
Note that you can also use the Import/Export Time Phased Data (on page 649) feature and the Change Actual History (on
page 705) utility to change time phased data, as long as you have the appropriate permissions.
To Manually Enter or View Time Phased Data:

3) Click the TP Cost, TP Hours, or TP Quantity subpane tab.
4) To manually enter a new Record, click the Element ID drop-down, select a Control Element, click the Add Record icon, select one or
more Reporting Periods, and click OK. A record is added for each Reporting Period selected. Data is automatically entered in the
Element ID, Period, and Period Title, which are read-only fields.
a. The Add Record icon is not available unless a Control Element has been selected in the Element ID drop-down.
b. The Element ID drop-down is also used to filter the list of Control Elements displayed in the Time Phased Data subpane.
5) In the Time Phased Cost subpane only, the Escalated cell is a read-only field that indicates if the Budgets or Estimate to Complete
data have been escalated (see "Escalation" on page 93). The following alpha characters are displayed in this cell, indicating which
cost data is escalated:
 E - Estimate at Completion
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This cell is only displayed when the Escalation option in the Cost Management Settings (on page 414) form is enabled.
6) The Baseline Budget cell displays the Baseline Budget amount for the Reporting Period.
7) The Approved Budget cell displays the Approved Budget amount for the Reporting Period.
8) The Late Approved Budget cell displays the Approved Budget amount for the Reporting Period, however, the data is spread using the
Late Schedule Dates instead of the Early Schedule Dates.
9) The Control Budget cell displays the Control Budget amount for the Reporting Period.
10) The Financial Budget cell displays the Financial Budget amount for the Reporting Period.
11) The Earned Value cell displays the Earned Value amount for the Reporting Period.
12) The Control Earned Value cell displays the Control Earned Value amount for the Reporting Period. Control Earned Value is
calculated using the Control Budget as opposed to the Approved Budget.
13) The Financial Earned Value cell displays the Financial Earned Value amount for the Reporting Period. Financial Earned Value is
calculated using the Financial Budget as opposed to the Approved Budget.
14) The Actuals/ETC cell displays the Actual amount for the Reporting Period, if the period is the current or any previous periods. This cell
displays the ETC amount for future periods. Actuals and ETC values are displayed in different colors.
Note that Actuals cannot be modified in past Reporting Periods in this subpane. You will need to use either the Actual History
Changes utility or the Import Time Phased Data feature.
15) The Incurred/ETC cell displays the Incurred amount for the Reporting Period, if the period is the current or any previous periods. This
cell displays the ETC amount for future periods. Incurred and ETC values are displayed in different colors.
Note that Incurred values cannot be modified in past Reporting Periods in this subpane. You will need to use either the Actual
History Changes utility or the Import Time Phased Data feature.
16) The Commitments cell displays the Commitment amount for the Reporting Period.
17) The Funding cell displays the Funding amount for the Reporting Period.
18) The Cash Flow cell displays the dollar amount that will be spent for the Reporting Period. Note that this cell is hidden until the Cash
Flow option is enabled in the Cost Management Settings (on page 414) form.
19) The Approved Budget Changes cell displays the difference between the Approved Budget and the Baseline Budget for the Reporting
Period.
20) The Control Budget Changes cell displays the difference between the Control Budget and the Baseline Budget for the Reporting
Period.
21) The EAC Variance cell displays the difference between the Previous Period's Estimate at Completion and the Estimate at Completion
for the Reporting Period. The Previous Period's Estimate at Completion is the value that was entered for the Reporting Period prior to
Closing the Reporting Period.
22) The User-defined Amount cells (there are up to eight cells) display the User-defined Amounts. The fields labels are defined in the Cost
Management Settings (on page 414) form.
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User Guide
Period Actuals (Control Accounts)

The Control Accounts-Period Actuals subpane is used to enter or view a Control Account’s accounting data for the period, which includes
Actuals, Accruals, and Incurred data. This data is entered separately for Cost, Hours, and Quantity values.
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Typically, the Reporting Period data is imported into PRISM using the Import Accounting Data feature. However, there are times when you
need to manually enter additional period data - for instance, adding Accruals, making adjustments to the Actuals, or identifying Actuals as
Incurred values.
Whether you enter accounting data using the import process or you enter data manually, the data is populated in the Period Actuals data
pane and the Control Accounts-Period Actuals subpane. You can enter data and make adjustments in either pane and they are reflected in the
other.
The Actuals entered are applied as both Actuals and Incurred values. If you need to track Incurred data separately from Actual data, then each
Actual record can be identified as Actuals Only, Incurred Only, or as Both, which is the default method.
The Contract/PO, Item and Equipment/Material fields are used for entering specifics about a Contract pay item, a Purchase Order line item,
or the type of equipment or material purchased. However, if you do not plan on entering this type of data, these fields can be utilized for
other purposes.
Note that Period Actual data is not reflected in the Control Accounts-Control Element subpanes or the Control Accounts-Time
Phased Data subpanes until the Calculate Control Account Totals function is run.
The Data Source is used to indicate the source of where Period Actual data is from. If a record indicates FIN, REV, or HIS, this data was entered
through an import or calculation. These records, therefore, are read-only and cannot be modified in the Control Accounts-Period Actuals
subpane unless the data is deleted and new data is re-imported.
Source Name Selection Method Description

ID
MAN Manual User-selected When Actuals are entered manually.

FIN Financial System-assigned When Actuals are imported.
ACC Accrual User-selected When Actuals are entered manually.
When the Reporting Period is closed. Accruals from the previous Reporting Period are entered
REV Accrual Reversal System-assigned
as a negative value in the new period.
When historical data is modified using the Historical Changes utility. Records using this data
HIS Historical Changes System-assigned
source are found in the Control Accounts-Actuals History subpane.
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To Enter or Modify Period Actuals:

3) Click the Period Actuals subpane tab.
5) Click in the Contract/PO cell and enter a Contract or Purchase Order Number, if applicable.
6) Click in the Item cell and enter an Item ID or Tag Number if the Contract or Purchase Order is associated with a piece of equipment or
material or a pay item.
7) Click in the Scope cell and enter Scope Information to help describe the Actual or Incurred record. This could be an employee's name,
a description of a purchased item, or the name of a specific expense such as airfare.
8) The default Data Source drop-down setting is MAN, which identifies a manual entry. If the Period Actual being entered is an Accrual,
click the drop-down and select ACC.
9) If quantities are tracked, click the Quantity Element ID drop-down and select a Quantity Element.
10) If quantities are tracked, click in the Quantity cell and enter the Actual Quantity for the period.
11) Click the Hours Element ID drop-down and select an Hours Element.
12) Click in the Hours cell and enter the Actual Hours for the period.
13) Click the Cost Element ID drop-down and select a Cost Element.
14) Click in the Cost cell and enter the Actual Cost for the period.
15) When a new record is entered the Actuals / Incurred drop-down is set to Both. This indicates the record is considered both a Period
Actuals and Period Incurred value.
a. If you want the Actuals to only be assigned as Period Actuals, click the Actuals Type drop-down and select Actuals.
b. If you want the Actuals to only be assigned as Period Incurred, click the Actuals Type drop-down and select Incurred.
16) Click in the Post Date cell and enter the Date the Actuals were posted.
17) If the project uses Resource Planning by employee and the Actuals being entered are internal labor charges, click the Employee ID
drop-down and select an Employee.
18) Click in the Equipment/Material ID cell and enter an Equipment ID or a Material ID the Period Actuals are associated with.
19) Click the Vendor ID drop-down and enter a Vendor ID.
20) Click in the Reference Code box and enter a Reference Code, which could be some alternative coding such as charge codes from a
contractor's financial system.
21) Click in the Original Currency Cost cell and enter the Actual Cost in its Original Currency, if it is different from the Control Account's
currency.
22) If the project tracks Multiple Currencies, click the Original Currency ID drop-down and select a Currency ID.
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User Guide
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Actuals History (Control Accounts)

The Control Accounts-Actuals History subpane is a read-only view of a Control Account’s historical accounting data, which includes Actual,
Accruals, and Incurred data. Each record separately indicates Cost, Hours, and Quantity values for a Reporting Period.
The Contract/PO, Item and Equip/Material ID fields display specifics about a Contract pay item, a Purchase Order line item, or the type of
equipment or material purchased. However, these fields may be utilized for other purposes.

ID

Note that there are a few rare occasions where the Historical Actuals need to be modified. The Change Actual History utility is
the best process for making these changes.
To View Actuals History:

3) Click the Actuals History subpane tab.
4) The Contract/PO cell displays the Contract or Purchase Order Number.
5) The Item cell displays the Item ID or Tag Number if the Contract or Purchase Order is associated with a piece of equipment or
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6) The Scope cell displays Scope Information that describes the Actual or Incurred record. This could be an employee's name, a
description of a purchased item, or the name of a specific expense such as airfare.
7) The Data Source displays the Source where the data was imported or entered from.
8) The Period cell displays the Reporting Period when the Actuals were entered.
9) The Period Title cell displays the Reporting Period's Title.
10) The Quantity Element ID cell displays the Quantity Element selected.
11) The Quantity cell displays the Actual Quantity for the period.
12) The Hours Element ID displays the Hours Element selected.
13) The Hours cell displays the Actual Hours for the period.
14) The Cost Element ID displays the Cost Element selected.
15) The Cost cell displays the Actual Cost for the period.
16) The Actuals / Incurred cell displays if the data affects Both Actuals and Incurred, or Actuals Only, or Incurred Only.
17) The Post Date cell displays the Date the Actuals were posted.
18) The Employee ID cell displays the Employee's Identification Number.
19) The Equipment / Material ID cell displays an identification of the equipment or materials purchased.
20) Click in the Vendor ID cell and enter a Vendor ID.
21) The Reference Code cell displays the Reference Code entered, which could be some alternative coding such as charge codes from a
22) The Original Currency Cost cell displays the Actual Cost in its Original Currency, if it is different from the Control Account's currency.
23) The Original Currency ID displays the Currency ID selected.
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Commitments (Control Accounts)

The Control Accounts-Commitments subpane is used to enter or view a Control Account’s commitments. Commitment data is entered
separately as Cost, Hours, and Quantity values.
Either Open Commitments or Total Commitments are defined for use on the project in the Cost Management Settings form. Open
Commitments are the remaining value of a commitment to be paid. Open Commitments are replaced in the Control Accounts-Commitments
subpane each Reporting Period. Total Commitments are incremental values that are added to this subpane. The sum of the committed value
reflects the total value of the committed costs.
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User Guide
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Typically, Commitment data is imported into PRISM using the Import Accounting Data feature. However, there are times when you need to
manually enter additional Commitments. Whether you enter Commitments using the import process or you enter data manually, the data is
populated in the Commitments data pane and the Control Accounts-Commitments subpane. You can enter data and make adjustments in
either pane and they are reflected in the other. Commitments are not reflected in Control Accounts until the Calculate Control Accounts Totals
calculation is run.
The Contract/PO, Item and Equipment/Material ID fields are used for entering specifics about a Contract pay item, a Purchase Order line
item, or the type of equipment or material purchased. However, if you do not plan on entering this type of data, these fields can be utilized
for other purposes.
You can assign any Commitment record as a Pending or Forecast commitment. A Pending commitment is a commitment that has not yet been
approved and can be included or hidden in Commitment reports. A Forecast commitment allows you to assign a commitment to a future
Reporting Period where the commitment is expected to be paid. In addition, Pending and Forecast commitment values are not summarized in
other Control Accounts subpanes, which include Performance, Control Elements, and Time Phased Data.
Note that Commitment data is not reflected in the Control Accounts-Control Element subpanes or the Control Accounts-Time
Phased Data subpane until the Calculate Control Account Totals calculation is run.
The commitment options selected will affect how commitment values are calculated.
The Data Source is used to indicate the source of the Commitment data. If a record indicates FIN, CON, or PRO, this data was entered through
an import or calculation. These records, therefore, are read-only and cannot be modified in the Commitments data pane or the Control
Accounts-Commitments subpane unless the data is deleted and new data is re-imported.
Source ID Name Selection Method Description
MAN Manual User-selected When Commitments are entered manually.

FIN Financial System-assigned When Commitments are imported.
CON Contracts System-assigned When transferring commitments from Contracts.
PRO Procurement System-assigned When transferring commitments from Procurements.
To Enter Commitments:
3) Click the Commitments subpane tab.
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7) Click in the Revision cell and enter a Revision Number for the Commitment.
8) Click in the Scope cell and enter Scope Information to help describe the Commitment record. This could be a description of a
purchased item or a contract.
9) Leave the Data Source drop-down at the default setting of MAN, which identifies a manual entry.
10) If quantities are tracked, click the Quantity Element ID drop-down and select a Quantity Element. Quantity Elements are defined in
the Control Element form.
11) If quantities are tracked, click in the Quantity cell and enter the Committed Quantity.
12) Click the Hours Element ID drop-down and select an Hours Element. Hours Elements are defined in the Control Element form.
13) Click in the Hours cell and enter the Committed Hours.
14) Click the Cost Element ID drop-down and select a Cost Element. Cost Elements are defined in the Control Element form.
15) Click in the Cost cell and enter the Committed Costs.
16) Click in the Post Date cell and enter the Date the Commitments were posted.
17) Click the Future drop-down and select a Future Commitment type, if necessary.
a. Pending - if the Commitment is Pending, meaning it does not have final approval.
b. Forecast - if the Commitment is Forecast to be paid in a future Reporting Period. The Post Date must be assigned a date in a
Reporting Period later than the current period in order for the Commitment to be forecast. If the Post Date is in the current
period, the Commitment will not be forecast.
18) Click in the Equipment/Material ID cell and enter an Equipment ID or a Material ID the Commitment is associated with.
19) Click the Vendor ID cell and enter a Vendor ID. A Vendor ID includes the list of Suppliers, Contractors, or Owners.
21) If the Commitment is set to Forecast in the Future cell, the Period drop-down menu will be enabled. Click the Period drop-down and
select a Reporting Period at which the Commitment is expected to be paid. A Post Date must also be assigned in the selected
Reporting Period in order to forecast the Commitment.
22) Click in the Original Currency Cost cell and enter the Committed Cost in its Original Currency, if it is different from the Control
Account's currency.
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User Guide
Budget/EAC Change Breakdown (Control Accounts)

The Control Accounts-Budget/EAC Change Breakdown subpane is used to view Changes affecting the Control Account. Normally, Changes
are assigned using the Budget/EAC Changes data pane. However, you could use the Control Accounts-Change Breakdown subpane as an
alternative method for adding Changes to a single Control Account.
Note that if you use this subpane for entering Changes the change status must also be assigned, which can only be performed in
the Budget/EAC Changes (on page 358) data pane.
You can also use this subpane to assign an existing Trend (see "Trends" on page 377) to a Change. This eliminates the need for re-entering
data that was previously developed in the Trend.
A Budget/EAC Change that has the Final Status checked is locked and cannot be modified. In addition, a Change cannot be added to a Control
Account if the Change's Final Status has already been checked.
To Enter Changes:
3) Click the Changes subpane tab.
5) Click the Trend ID drop-down and select a Trend ID. A Trend must have been previously created in the Trends data pane. The
Trend Description is also displayed in the Trend Description cell. Note that a Trend can be associated with multiple Changes and
multiple Trends can be associated with one Change.
6) Click the Change ID drop-down, and select a Change ID. A Change must have been previously created in the Budget/EAC Changes
data pane. The Change Description is also displayed in the Change Description cell.
7) Click in the Reference Code cell and enter a Reference Code. This could be any alternative numbering system such as one used by
the Client.
8) Click in the Item cell and enter an Item Number which is used to order the items of the Change.
9) Click in the Scope cell and enter a brief Description of the change.
10) Click the Quantity Element ID drop-down and select a Quantity Element ID.
11) Click in the Change Quantity cell and enter the potential change in Quantity.
a. If additional Quantity Elements are potentially changed on the Control Account, add additional records.
b. If the Advanced Change Management option in Project Settings is selected, then three Quantity fields are displayed; Approved
Budget Change Quantity, Control Budget Change Quantity, and EAC Change Quantity. Using the advanced options allows you
to enter different values for each of these budgets and the forecast.
12) Click the Hours Element ID drop-down and select an Hours Element ID.
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13) Click in the Change Hours cell and enter the potential change in Hours.
a. If additional Hours Elements are potentially changed on the Control Account, add additional records.
b. If the Advanced Change Management option in Project Settings is selected, then three Hours fields are displayed; Approved
Budget Change Hours, Control Budget Change Hours, and EAC Change Hours. Using the advanced options allows you to enter
different values for each of these budgets and the forecast.
14) Click the Cost Element ID drop-down and select a Cost Element ID.
15) Click in the Change Cost cell and enter the potential change in Cost.
a. If additional Cost Elements are potentially changed on the Control Account, add additional records.
b. If the Advanced Change Management option in Project Settings is selected, then three Cost fields are displayed; Approved
Budget Change Cost, Control Budget Change Cost, and EAC Change Cost. Using the advanced options allows you to enter
different values for each of these budgets and the forecast.
16) Click in the Post Date cell and enter the Date the change was posted.
17) Click in the Original Cost cell and enter the Original Cost.
18) Click in the Original Currency Cost cell and enter the Change Cost in its Original Currency if it is different from the Control Account's
currency.
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Change Approvers (Control Accounts) (Advanced Change Management)

The Control Accounts-Change Approvers subpane is where Users/Teams are assigned to a Control Account when the Review and Approval
option for the Advanced Change Management feature is enabled. Users/Teams from this subpane can be assigned as a Reviewer and/or
Approver to Budget/EAC Change created against the Control Account in the Budget/EAC Changes-Approvals subpane.
Users/Teams can either be automatically populated or entered manually. Users/Teams who have the Change Review or Change Approve
Method set to Default in the Project-Change Approvers subpane will automatically appear in the Control Accounts-Change Approvers subpane
when a Control Account is created. Additional Users/Teams can be added manually, if necessary. To add a User/Team manually, you must
have Change Management Run Process permissions.
If there is an existing Control Account where Users/Teams are assigned in the Change Approvers subpane, they can be copied to another
Control Account using the Copy Reviewers/Approvers icon.
To Add Change Reviewers to a Control Account:

2) Click in the Change Approvers subpane tab.
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User Guide
3) Click on the New Reviewer/Approver Type drop-down in the navigation toolbar and select either Users or Teams.
a. The Add and Delete Record icons are not available unless you have Change Management Run Process permissions.
4) Click the Copy Reviewers/Approvers icon to copy Users or Teams from an existing Control Account.
5) To change a User/Team's Approval Authority, click the Authority ID drop-down and select an Approval Authority.
Schedule Activity Cross-references (Control Accounts)

The Control Accounts-Schedule Activity Cross-references subpane is used to cross-reference Schedule Activities to Control Accounts.
However, this is time consuming and there are more efficient approaches to making these cross-references. For instance, when importing a
schedule, there are options that allow you to automatically create the cross-reference between Schedule Activities and Control Accounts.
You can even generate new Control Accounts automatically, based on Schedule Activity coding.
The Schedule Activity data pane is where Baseline, Control, Approved, and Current Schedule Dates are populated. For each
cross-referenced Activity, these Dates and the Activity's Percent Complete and Activity Weight are displayed in a read-only format in the
Schedule Activity Cross-references subpane. The only field that is not read-only is a Cross-reference Weight field which is used to supersede
the Activity Weight assigned in the Schedule Activities data pane. Weighting is useful for calculating the weighted composite percent
complete on Control Accounts. It is also used for time phasing data when the distribution curves are set to ACTIVITY, causing the distribution
to be based on the weighted average of linked schedule activities.
The relationship of Schedule Activities to Control Accounts is many-to-many meaning one Schedule Activity can be assigned to several Control
Accounts and several Schedule Activities can be assigned to one Control Account.
To Add Schedule Activity Cross-references:

3) Click the Activity subpane tab.
5) Click one or more Schedule Activity IDs to cross-reference it to the Control Account and click OK. Data from the Schedule Activity is
displayed in read-only format. This includes Activity Description, % Complete, Activity Weight, and all schedule dates.
6) If you need to supersede the Activity Weight value assigned to the Schedule Activity, click in the Cross-reference Weight cell and
enter a Weight Value. This will affect how the Control Account's Percent Complete is calculated and how Cost, Hours, and Quantity
values are distributed across time, but only if the Distribution Curves assigned to the Control Account are set to ACTIVITY.
Budget Details (Control Accounts)

The Control Accounts-Budget Details subpane is used for viewing Budget Details that are cross-referenced to the Control Account. The Budget
Details are generally used to develop the Baseline quantity, hours, and cost data. This subpane is displayed in a read-only format.
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Note that the Budget Details data pane is where the cross-referencing of Budget Details to Control Accounts is performed.
To View Cross-referenced Budget Details:

3) Click the Budget Details subpane tab.
4) The Budget Detail ID cell displays the Budget Detail ID that is cross-referenced to the Control Account.
5) The Budget Detail Description cell displays the Budget Detail Description.
6) The Element ID cell displays the Control Element ID. This is a Cost, Hours, or Quantity Element.
7) The Element Description cell displays the Description of the Control Element.
8) The Unit cell displays the Quantity Unit of Measure.
9) The Amount cell displays the Quantity, Hours, or extended Cost for the specified Control Element.
10) The Change ID displays a Change that is generated in the Change data pane and associated with the Budget Detail.
Funding Breakdown (Control Accounts)

The Control Accounts-Funding Breakdown subpane is used to enter funds on a single Control Account. Alternatively, and may be more
efficiently, you can create Funding Sources using the Funding Sources data pane and assign funding to several Control Accounts at one time
using the Funding Sources-Control Account Breakdown subpane.
To Enter Control Account-Funding:

3) Click the Funding subpane tab.
5) Select one or more Funding Source IDs and click OK. These are defined in the Funding Source data pane. The Description cell is
read-only and displays the Funding Source cell.
6) Click in the Scope cell and enter Scope Information describing the purpose of the funds provided.
7) Click the Cost Element ID drop-down and select a Cost Element ID. This is typically a Cost Element defined specifically for Funding.
8) Click in the Cost cell and enter a Funding Amount provided to the project from the Funding Source.
9) Click in the Post Date cell and enter the Date the funds were provided to the project. This date is necessary for time phasing the
funding data.
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10) Click in the Expiration Date cell and enter the Expiration Date for the funding source. This is for information only and does not affect
time phased data.
11) Click in the Original Currency Cost cell and enter the Funding Cost in its Original Currency, if it is different from the Control Account's
currency.
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Amount Transactions (Control Accounts)

The Control Accounts-Amount Transactions subpane is used to enter User-Defined Amount Transactions against a single Control Account.
There are other methods in which this can be done, however, this method ensures that data is time phased and changes are tracked.
The User-Defined Amounts entered in the Control Account-Amount Transactions subpane are not shown in the Control Account-Control
Element subpanes until the Calculate Control Account Totals calculation is run. In addition, the Post Date for each transaction can be
important, depending on the method used for time phasing the Amount Transaction totals.
To Enter User-Defined Amount Transactions:

3) Click the Amounts subpane tab.
5) Check one or more a User-defined Amount Titles and click OK.
6) Click in the Reference Code cell and enter a Reference Code. This code can be used to give the record a unique reference.
7) Click in the Item cell and enter an Item Number which is used to order the items of the Amount Transactions.
8) Click in the Scope cell and enter a brief Description about the Amount Transaction.
10) Click in the Quantity cell and enter the amount in Quantity. If additional Quantity Elements are necessary on the Control Account,
add additional records.
12) Click in the Hours cell and enter the amount in Hours. If additional Hours Elements are necessary on the Control Account, add
additional records.
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14) Click in the Cost cell and enter the amount in Cost. If additional Cost Elements are necessary on the Control Account, add additional
records.
15) Click in the Post Date cell and enter the Date the amount was posted. This date is necessary for time phasing the Amount
Transactions.
16) Click in the Original Currency Cost cell and enter the Cost in its Original Currency, if it is different from the Control Account's currency.
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Progress Tasks (Control Accounts)

A Control Account's Percent Complete can be calculated using a set of Milestones called Progress Tasks. These are a set of steps or objectives,
each with a specific definition for completion. Progress Tasks can also be weighted to give greater or lesser value to each milestone based on
the weighting assigned.
For each Progress Task, the quantity of the items forecasted to be completed and the weight of each item is entered. The Percent Complete
Methods (see "Percent Complete Method Calculations" on page 63) code on the Control Account must be set to PRG for Progress Tasks to be
used for calculating the Percent Complete. During monthly processing, each Progress Task is statused by entering the quantity completed to
date. The Percent Complete is calculated as the weighted average of the quantity installed versus the quantity forecasted as shown in the
example below.
Milestone
Items Percentage Calculation
Calculation
1. Haul in place (2 / 2) x 15 = 15.0

2. Set and align (1 / 2) x 45 = 22.5 (15.0 + 22.5 + 15.0 + 0.0) / (15 + 45 + 30 + 10) = 52.5 / 100 =
3. Connect electrical (1 / 2) x 30 = 15.0 52.5%
4. Startup test (0 / 2) x 10 = 0.0
To Enter Progress Tasks:

3) Click the Progress subpane tab.
5) Click in the Task cell and enter a Task Number. This is usually a sequential number.
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User Guide
6) Click in the Weight cell and enter a Weight Factor.

7) Click in the Scope cell and enter a short Description of the Progress Task.
8) Click in the Quantity Unit cell and enter the Quantity Unit of Measure.
9) Click in the EAC Quantity cell and enter the Forecasted Quantity.
a. The Previous EAC Quantity cell indicates the EAC Quantity entered in the previous Reporting Period.
10) Click in the Remarks cell and enter any Remarks to help explain the Progress Task.
11) Repeat Steps 4 through 9 for each additional Milestone or Progress Task.
To Status Progress Tasks:

3) Click the Progress subpane tab.
4) Click in the Actual Quantity cell and enter the Actual Quantity completed for the Reporting Period.
a. The Previous Actual Quantity cell indicates the Actual Quantity entered in the previous Reporting Period.
5) Repeat Step 4 for each additional Milestone or Progress Task. Note that the composite Percent Complete is calculated at the bottom
of the grid.
Engineering Accounts (Control Accounts)

The Control Accounts-Engineering Accounts subpane is used for viewing Engineering Accounts that are linked to Control Accounts in the
Engineering Package. This linkage allows Engineering Account's progress and the budget and forecast hours to be transferred to the Control
Accounts using Calculate Control Account Totals (on page 394). This subpane is displayed in a read-only format.
Note that the Engineering package must be enabled on the project to view this subpane.
To View Engineering Account Cross-references:

3) Click the Engineering Accounts subpane tab.
4) The Engineering Account ID cell displays the Engineering Account that is cross-referenced to the Control Account.
5) The Description cell displays the Engineering Account Description.
6) The Percent Complete cell displays the calculated percent complete of the Engineering Account.
7) The Document Count cell displays the quantity of documents being generated for each Engineering Account.
8) The Actual/ETC cell displays the Actual Hours spent and the Estimated Hours to complete the Engineering tasks.
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9) The Estimate at Completion Hours cell displays the Estimated Hours to complete the Engineering tasks.
10) The Baseline Budget Hours cell displays the Baseline Hours budgeted for the Engineering tasks.
11) The Baseline Start cell displays the Baseline Start date when the Engineering Account tasks are planned to begin.
12) The Baseline Finish cell displays the Baseline Finish date when the Engineering Account tasks are planned to be completed.
13) The Approved Budget Hours cell displays the Approved Hours for the Engineering tasks.
14) The Approved Start cell displays the Approved Start Date when the Engineering Account tasks are planned to begin.
15) The Approved Finish cell displays the Approved Finish Date when the Engineering Account tasks are planned to be completed.
16) The Current Start cell displays the Current Start Date when the Engineering Account tasks are forecast to begin.
17) The Current Finish cell displays the Current Finish Date when the Engineering Account tasks are forecast to be completed.
Progress Accounts (Control Accounts)

The Control Accounts-Progress Accounts subpane is used for viewing Progress Accounts that are linked to Control Accounts in the Field
Management package. This allows a Progress Account's progress and the budget and forecast quantities and hours to be transferred to the
Control Accounts using the Calculate Control Account Totals (on page 394) subpane which is displayed in a read-only format.
Note that the Field Management package must be enabled on the project to view this subpane.
To View Engineering Account Cross-references:

3) Click the Progress Accounts subpane tab.
4) The Progress Account ID cell displays the Progress Account that is cross-referenced to the Control Account.
5) The Description cell displays the Progress Account Description.
6) The Percent Complete cell displays the calculated percent complete of the Progress Account.
7) The Quantity Title cell displays the Quantity Title.
8) The Quantity Unit cell displays the Quantity Unit of Measure.
9) The Baseline Budget Quantities cell displays the Baseline Quantities budgeted for the Progress Account.
10) The Approved Budget Quantities cell displays the Approved Quantities budgeted for the Progress Account.
11) The Actual/ETC Quantities cell displays the Actual Quantities installed and the Estimated Quantities to complete the Progress
Account.
12) The EAC Quantity cell displays the Estimated Quantities at completion for the Progress Account.
13) The Baseline Budget Hours cell displays the Baseline Hours budgeted for the Progress Account.
14) The Approved Budget Hours cell displays the Approved Hours budgeted for the Progress Account.
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15) The Actual/ETC Hours cell displays the Actual Hours spent and the Estimated Hours to complete the Progress Account.
16) The EAC Hours cell displays the Estimated Hours at completion of the Progress Account.
17) The Baseline Start cell displays the Baseline Start date when the Progress Account activities are planned to begin.
18) The Baseline Finish cell displays the Baseline Finish date when the Progress Account activities are planned to be completed.
19) The Approved Start cell displays the Approved Start Date when the Progress Account activities are planned to begin.
20) The Approved Finish cell displays the Approved Finish Date when the Progress Account activities are planned to be completed.
21) The Current Start cell displays the Current Start Date when the Progress Account activities are forecast to begin.
22) The Current Finish cell displays the Current Finish Date when the Progress Account activities are forecast to be completed.
Documents (Control Accounts)

The Control Accounts-Documents subpane is where electronic documents associated with the Control Account can be electronically linked.
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The documents must be stored on a network accessible to the PRISM user. If linked documents are developed using Microsoft Office
software applications, then the document can be opened from the subpane without initially opening the document's corresponding software
application.
You can identify the person or organization that provided the document, track revisions to the document, and categorize the document by
assigning a Document Type (see "Document Types" on page 270).
To Link Documents:
3) Click the Documents subpane tab.
5) Click in the Document cell and enter a Document Number or some other method for identifying the document record.
6) Click in the Document Description cell and enter a Document Description or Title of the document.
7) Click in the Provider cell and enter the Name of the entity that provided or originated the document.
8) Click in the Revision cell and enter the document's Revision Number.
9) Click in the Revision Date cell and enter the document's Revision Date.
10) Click the Document Type ID drop-down and select a Document Type.
11) Click in the Sort Code cell and enter an alphanumeric Sort Code to modify how Documents are ordered in drop-down lists and forms.
12) Click the Document File browse icon and select the document's File Location and File Name.
a. The default Folder Path for Documents is defined in Cost Management Settings (on page 414).
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b. After a Document is linked, an Application icon appears next to the browse icon that corresponds to the file's extension. Click
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the Application icon and the Document is opened in the application, if the PRISM User has access to the application. This
process is available for most standard Microsoft Office applications.
Performance (Control Accounts)

The Control Accounts-Performance subpane displays summarized Cost, Hours, and Quantity data by Control Account in a read-only format
which includes:
 Budget to Date  Baseline Budget
 Earned to Date  Control Budget Changes
 Actual to Date  Control Budget
 Incurred to Date  Approved Budget Changes
 Percent Complete  Approved Budget
 Schedule Variance (SV)  Open Commitment
 Schedule Percent (SV%)  Committed to Date
 Schedule Performance Index (SPI)  ETC
 Cost Variance (CV)  EAC
 Cost Percent (CV%)  Funding
 Cost Performance Index (CPI)  Amounts A through H
The Performance subpane uses a stoplight methodology to indicate if Cost Variances and Schedule Variances exceed thresholds defined in the
Cost Management Settings (on page 414) form. If any data exceeds the Alarm values they are highlighted in Yellow. Data that exceeds the
Warning values are highlighted in Red.
Note that you have control over which Quantity values entered in the Control Accounts-Quantity Elements subpane are
summarized in this form. The Include in Totals checkbox, found in the Control Accounts-Quantity Elements subpane, is the
indicator that allows the Quantity Element record to be included in the Performance Data subpane.
To View Control Account Performance:

3) Click the Performance subpane tab.
Commitments
The Commitments data pane is used to enter or view Commitment data. Commitment data is entered separately as Cost, Hours, and Quantity
values.
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Either Open Commitments or Total Commitments are defined for use on the project in the Cost Management Settings form. Open
Commitments are the remaining value of a commitment to be paid. Open Commitments are replaced in the Control Accounts-Commitments
subpane each Reporting Period. Total Commitments are incremental values that are added to this subpane. The sum of the committed value
reflects the total value of the committed costs.
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Typically, Commitment data is imported into PRISM using the Import Accounting Data feature. However, there are times when you need to
manually enter additional Commitments. Whether you enter Commitments using the import process or you enter data manually, the data is
populated in the Commitments data pane and the Control Accounts-Commitments subpane. You can enter data and make adjustments in
either pane and they are reflected in the other. Commitments are not reflected in Control Accounts until the Calculate Control Accounts Totals
calculation is run.
The Contract/PO, Item and Equipment/Material ID fields are used for entering specifics about a Contract pay item, a Purchase Order line
item, or the type of equipment or material purchased. However, if you do not plan on entering this type of data, these fields can be utilized
for other purposes.
You can assign any Commitment record as a Pending or Forecast commitment. A Pending commitment is a commitment that has not yet been
approved and can be included or hidden in Commitment reports. A Forecast commitment allows you to assign a commitment to a future
Reporting Period where the commitment is expected to be paid. In addition, Pending and Forecast commitment values are not summarized in
other Control Accounts subpanes, which include Performance, Control Elements, and Time Phased Data.
Note that Commitment data is not reflected in the Control Accounts-Control Element subpanes or the Control Accounts-Time
Phased Data subpane until the Calculate Control Account Totals calculation is run.
The commitment options selected will affect how commitment values are calculated.
The Data Source is used to indicate the source of the Commitment data. If a record indicates FIN, CON, or PRO, this data was entered through
an import or calculation. These records, therefore, are read-only and cannot be modified in the Commitments data pane or the Control
Accounts-Commitments subpane unless the data is deleted and new data is re-imported.
Source ID Name Selection Method Description
MAN Manual User-selected When Commitments are entered manually.

FIN Financial System-assigned When Commitments are imported.
CON Contracts System-assigned When transferring commitments from Contracts.
PRO Procurement System-assigned When transferring commitments from Procurements.
To Enter Commitments:
1) Select Cost Management > Cost > Commitments.
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2) Click the Add Record icon, select one or more Control Account IDs that the Commitments are applied against, and click OK. The
Description displays the Control Account's Description.
5) Click in the Revision cell and enter a Revision Number for the Commitment.
6) Click in the Scope cell and enter Scope Information to help describe the Commitment record. This could be a description of a
purchased item or a contract.
7) Leave the Data Source drop-down at the default setting of MAN, which identifies a manual entry.
8) If quantities are tracked, click the Quantity Element ID drop-down and select a Quantity Element. Quantity Elements are defined in
the Control Element form.
9) If quantities are tracked, click in the Quantity cell and enter the Committed Quantity.
10) Click the Hours Element ID drop-down and select an Hours Element. Hours Elements are defined in the Control Element form.
11) Click in the Hours cell and enter the Committed Hours.
12) Click the Cost Element ID drop-down and select a Cost Element. Cost Elements are defined in the Control Element form.
13) Click in the Cost cell and enter the Committed Costs.
14) Click in the Post Date cell and enter the Date the Commitments were posted.
15) Click the Future drop-down and select a Future Commitment type, if necessary.
a. Pending - if the Commitment is Pending, meaning it does not have final approval.
b. Forecast - if the Commitment is Forecast to be paid in a future Reporting Period. The Post Date must be assigned a date in a
Reporting Period later than the current period in order for the Commitment to be forecast. If the Post Date is in the current
period, the Commitment will not be forecast.
16) Click in the Equipment/Material ID cell and enter an Equipment ID or a Material ID the Commitment is associated with.
17) Click the Vendor ID cell and enter a Vendor ID. A Vendor ID includes the list of Suppliers, Contractors, or Owners.
19) If the Commitment is set to Forecast in the Future cell, the Period drop-down menu will be enabled. Click the Period drop-down and
select a Reporting Period at which the Commitment is expected to be paid. A Post Date must also be assigned in the selected
Reporting Period in order to forecast the Commitment.
20) Click in the Original Currency Cost cell and enter the Committed Cost in its Original Currency, if it is different from the Control
Account's currency.
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User Guide
Period Actuals
The Period Actuals data pane is used to manually enter or view the accounting data for the current Reporting Period, which includes Actuals,
Accruals, and Incurred data. This data is entered separately as Cost, Hours, and Quantity values. This data pane does not require unique
records meaning that several Period Actual records can have the same Control Account and Control Element.
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Typically, the Reporting Period data is imported into PRISM using the Import Accounting Data feature. However, there are times when you
need to manually enter additional period data - for instance, adding Accruals, making adjustments to the Actuals, or identifying Actuals as
Incurred values.
Whether you enter accounting data using the import process or you enter data manually, the data is populated in the Period Actuals data
pane and the Control Accounts-Period Actuals subpane. You can enter data and make adjustments in either pane and they are reflected in the
other.
The Actuals entered are applied as both Actuals and Incurred values. If you need to track Incurred data separately from Actual data, then each
Actual record can be identified as Actuals Only, Incurred Only, or as Both, which is the default method.
The Contract/PO, Item and Equipment/Material fields are used for entering specifics about a Contract pay item, a Purchase Order line item,
other purposes.
Note that Period Actual data is not reflected in the Control Accounts-Control Element subpanes or the Control Accounts-Time
Phased Data subpanes until the Calculate Control Account Totals function is run.

ID

HIS Historical Changes System-assigned When historical data is modified using the Historical Changes utility. Records using this data
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ID
To Enter Period Actuals Data:

1) Select Cost Management > Cost > Period Actuals.
3) Click the Account ID drop-down, select one or more Control Account IDs that the Actuals are applied against, and click OK. The
Description displays the Description of the Control Account selected.
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User Guide
currency.
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Variance Analysis
When performing Variance Analysis, the first thing to do is create a Variance Threshold Specification. This Specification is where the Variance
Level and Variance Thresholds are defined. The Specification saves these settings so they can be accessed at a later time. This is useful
because it retains a standard approach to analyzing variances from one Reporting Period to another.
It may be necessary to create more than one Variance Threshold Specification for a project based on different reasons. One such reason is
that you may want to analyze variances at a certain level for the project manager and the variance analysis may be performed at a higher or
summarized level for the client.
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PRISM allows you to define the level at which Variances are analyzed. The lowest level possible is the individual Control Account. Using this
setting, any Control Account where the Control Account's Variances exceed the thresholds will be included in the list of Variances to explain.
However, the Control Account level may be too detailed when it comes to reporting Variances to the client. Therefore, you can choose a
higher level at which variances are analyzed. The levels you can choose from are based on Enterprise Groups or Groups.
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PRISM also allows you to define the type of data at which variances are analyzed. Depending on how performance is being measured on a
project, analysis can be performed on a project's Actuals or Incurred data.
Variance Analysis is used to determine the reasons for variances and define ways to correct them. Every Control Account will have variances
but, relatively speaking, some variances are minor and others are significant. You do not want to expend effort on analyzing insignificant
variances.
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PRISM allows you to assign Variance Threshold Settings to calculate significant Variances. Only those Control Accounts (or other Variance
Level) that exceed the established Variance Thresholds are identified in a structure where they are then analyzed, explained, and reported.
Thresholds are defined in terms of Variance (in a cost format), Variance Percentage, and Performance Index. For instance, if the Control
Account's performance index exceeds the Performance Index Threshold then that Control Account will be included in a list of Control
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Accounts that exceed the thresholds. PRISM independently analyzes each of these Variance Thresholds for both Cost and Schedule.
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There are two levels of negative variance thresholds and one positive variance threshold that are assigned. The Critical threshold defines the
most negative variance threshold. A Variance that exceeds this threshold is highly significant and must be reported and actions need to be
taken to mitigate the issue. The Warning threshold defines a less stringent negative variance threshold. It is used to identify variances that
could later become significant issues. Management can decide if mitigating actions need to be taken or not. The upper threshold definition is
called Favorable and is used to identify positive variances. This is useful for reporting on areas of the project with excellent performance.
Management can use this to provide positive feedback to the project staff and communicate positive aspects of the project to the client.
The table below provides a basic example of how these three Variance Thresholds are set.
Variance Variance Variance Performance

Threshold Percent Index
Critical -$10,000 -10% 0.90

Warning -$5000 -5% 0.95
Favorable $10,000 10% 1.10
Note that critical and Warning indicators are exceeded if the values being evaluated are less than the Variance Thresholds set. A
Favorable indicator is exceeded if the value being evaluated is greater than the Variance Threshold set.
The table below indicates five Control Accounts and the calculated Cost and Schedule Variance in terms of Variance, Variance Percentage, and
Performance Index using the example Variance Thresholds above. Variances exceeding the Critical threshold are highlighted in Red, those
exceeding the Warning threshold are highlighted in Yellow, and those exceeding the Favorable threshold are highlighted in Green. If I was
only interested in reporting on how those Control Accounts exceed the Critical threshold, then I would report on Control Accounts 3 and 4.
Cost Variance Schedule Variance

Control
Budget Earned Actuals
Account Variance Performance Variance Performance
Variance Variance
Percent Index Percent Index
1 $200,000 $200,000 $204,000 -$4000 -2% 0.98 -$0 0% 1.00
2 $200,000 $215,000 $222,000 -$7,000 -3% 0.97 $15,000 8% 1.08
3 $200,000 $186,000 $210,000 -$24,000 -11% 0.89 -$14,000 -7% 0.93
4 $200,000 $190,000 $185,000 $5000 3% 1.03 -$10,000 -5% 0.95
5 $200,000 $205,000 $190,000 $15,000 8% 1.08 $5000 3% 1.03
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PRISM also allows you to develop and apply these variance thresholds to the Period, To Date, and the At Completion data. The Period data
is derived only from the current Reporting Period data. The To Date data is cumulative data from the beginning of the project to the current
Reporting Period. And the At Completion data uses the Budget at Completion, the Estimate at Completion, and the actual and forecast Earned
Value data.
The Variance Threshold Settings matrix below indicates the multiple thresholds that are set in the Variance Threshold pane. When a new
Variance Thresholds Specification is created, by default, no data is entered in these boxes. This means that no variance analysis calculation can
be run for that Specification. You can enter a threshold value in any of these panes and, by doing so, that threshold is activated and will be
calculated when the Variance Calculation is run. Any threshold value can be removed by highlighting and deleting the value.
To Create Variance Threshold Specifications:

1) Select Cost Management > Cost > Variance Analysis.
3) Click in the Specification ID box and enter a Specification ID, which could be a sequential identifier or a label.
4) Click in the Description box and enter a Description that describes the Variance Threshold settings.
5) Click the Variance Level drop-down and select:
a. Control Account to review Variances at each individual Control Account, or
b. A Group Title to review Variances summarized up to the corresponding Group IDs, or
c. An Enterprise Group Title to review Variances summarized up to the corresponding Enterprise Group IDs.
6) Click the Actual Type drop-down and select:
a. Actual - to perform variance analysis on Actuals data.
b. Incurred - to perform variance analysis on Incurred data.
7) Click in each Variance Threshold box necessary to analyze variances and enter a Variance Threshold Value.
a. For Variances, a Cost value (000,000.00) is entered.
b. For Variance Percentage, a percent value (00) is entered.
c. For Performance Index, an index value (0.00) is entered.
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8) To remove a Variance Threshold, click in any Variance Threshold box, highlight the Variance Threshold Value, and click DELETE.
Once Variance Thresholds are defined, the next step is to calculate the Variances that exceed thresholds. For each Variance that exceeds a
Variance Threshold, a record is added to the Variances Exceeding Thresholds navigation pane. If the Variance Level is set to Control Accounts,
a list of Control Accounts is added. If the Variance Level is set to a Group or Enterprise Group, a list of Group IDs is added.
For each record added, the Variances Exceeding Thresholds data pane indicates the Budget, Earned, and Actual data in terms of cost. It also
displays the Variance, Variance Percentage, and Performance Index for Cost and Schedule.
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Each Variance Exceeding Thresholds is a significant variance which must be addressed. PRISM allows you to generate Variance Explanations
for each of these records using four separate memo fields:
 Cause - the root cause or problem that created the variances.
 Action - the actions that will be or that have occurred to correct or mitigate the problem.
 Impact - the impact the problem will have to the specific area of the project and to the project as a whole if the corrective action is
taken. This should include impact to both the cost and schedule.
 Explanation - any additional information explaining issues specific to the variance.
To Create Variances Exceeding Thresholds:

1) Select Cost Management > Cost > Variance Analysis.
2) Locate a Variance Threshold Specification.
3) Click the Calculate Variances icon on the Variance Thresholds navigation toolbar.
4) If there are any variances that exceed the thresholds, then a list of Control Accounts or Group IDs are created and displayed in the
Variances Exceeding Thresholds Navigation Pane.
5) In the Variance Analysis pane, click the Cause button and enter a Root Cause statement.
6) Click the Action button and enter a Corrective Action statement.
7) Click the Impact button and enter an Impact statement.
8) Click the Explanation button and enter any additional Explanations, if necessary.
Staffing Plans (Cost Management)

The Staffing Plans ribbon group on the Cost Management tab is where commands are found to develop budget and forecast plans for the
staff. Plans are generated using Labor, Subcontract, or Other Direct Cost categories, as well as Staff Employees.
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Plans
The Plans data pane is used to create or locate records on which detailed budget and forecast planning for Labor and Expenses is developed.
The records are actually Control Accounts. Typically, you would create Control Accounts in the Control Accounts data pane; however you can
use the Plans data pane to create Control Accounts. If you use this method, you will still need to use the Control Accounts data pane to fill-in
details that cannot be entered in the Plans data pane.
When creating Plans there are a number of items to assign. These items are automatically assigned to the Control Account associated with
each Plan record:
 Currency - used when multiple currencies are applied in a project.
 Labor Rate Type - used to indicate how costs are calculated (hours or bare costs planned or forecast) using the Staffing Plan (see
"Plans" on page 354) feature or from Schedule Resources (see "Resource Assignments (Schedule Activities)" on page 390).
 Time and Materials - used when the Time and Materials rate type is assigned to a Control Account. The rate is multiplied by the
labor hours planned against a Labor Category or Employee to derive the direct and indirect costs.
 Bare Cost Rates - used when the Cost Plus rate type is assigned to a Control Account. The rate is multiplied by the Multipliers and
the hours planned to any Labor Category or Employee to derive the direct and indirect costs. If an Employee is planned and not
just a Labor Category, then the Employees Bare Cost Rate overrides the Category's Bare Cost Rate to calculate the extended
costs. Multipliers can also be applied to bare costs for non-labor Categories.
To Develop Plans:
1) Select Cost Management > Staffing Plan > Plans.
2) Locate a Control Account, or
4) Click in the Account ID box and enter a Control Account ID.
5) Click in the Description box and enter a Control Account Description.
6) Click the WBS ID drop-down and select a WBS Element.
7) Click the Labor Rate Type drop-down and select a Labor Rate Type; either Time and Materials or Cost Plus.
a. This is only necessary if you plan to calculate costs on Control Accounts from Labor Hours and Non-labor Bare Costs entered on
Staffing Plans (on page 354) or Schedule Resources (see "Resource Assignments (Schedule Activities)" on page 390). In addition,
Employees (on page 261) and/or Categories (see "Enterprise Categories" on page 275) Bare Rates and/or Time and Material
Rates would have to be defined, as well as Indirect Costs (on page 285) and Multipliers (on page 287).
b. Changes made to these fields are also reflected in the Control Accounts data pane.
8) The Currency box displays the Currency assigned to the Control Account.
a. Changes made to these fields are also reflected in the Control Accounts data pane
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9) The Percent Complete box displays the Control Account's current Percent Complete. This field is read-only.
10) The Early Start and Finish Dates for the Baseline, Approved, Control, and Current schedule are displayed.
a. These dates are revised to match the Budget Plan or ETC Plan when the Calculate Control Account Totals (on page 394) function
is run. The Use Staffing Plan options would have to be selected.
b. Changes made to these fields are also reflected in the Control Accounts data pane
Budget Plan and ETC Plan (Plans)

The Plans-Budget Plan subpane and the Plans-ETC Plan subpane are the heart of the Staffing Plans process. This is where Employees, Labor
Categories, and Expense Categories are added to a Control Account. For each plan detail, Hours, FTEs, or Bare Costs are applied to one or
more Reporting Periods. The Budget Plan is where the Baseline, Approved, and Control Budget are planned. The ETC Plan is where the
Forecast is planned.
When an Employee is assigned, the Category ID is automatically applied based on the Category assigned to the Employee in the Staff data
pane.
The Budget or ETC Plan Description is automatically applied based on the Employee Name or the Category Description. However, you can
modify the Description to make it more descriptive. As an example, if the plan detail record uses an Expense Category called Travel, you could
change the Budget or ETC Plan Description to Flights. You could add another plan detail record using the same Travel Category but then
change the Budget or ETC Plan Description to Lodging.
Each plan detail record is assigned to a Cost Element ID. If the plan detail record uses a Labor Category, then an Hours Element ID must be
assigned, as well.
The Data Unit defines Labor Categories as either Hours or FTEs. Expense Categories are always set to Cost.
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FTEs are just a different way of assigning Hours. PRISM automatically calculates Hours based on the Reporting Period FTE Hours, which are
defined in the Reporting Periods form.
FTEs in Reporting Period x Reporting Period FTE Hours = Hours in Reporting Period
As an example, the calculation below indicates how one-half of an FTE is converted to Hours in a particular Reporting Period that was defined
to have 160 FTE Hours.
0.5 FTEs x 160 FTE Hours = 80 Hours
Hours, FTEs, or Bare Cost values can be entered in individual Reporting Periods. As Hours and Costs are applied, the summarized value is
calculated and displayed in the Total Amount cell.
If you know the Total Amount planned or forecast you can enter the total and then evenly spread the value across a range of Reporting
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Periods. This reduces the effort of having to enter data in each Reporting Period. PRISM will weight each Reporting Period using the
Reporting Period FTE Hours in the spreading calculation. As an example, the table below indicates how 300 total hours are spread across three
months.
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Month 1 Month 2 Month 3
160 FTE Hrs 200 FTE Hrs 180 FTE Hrs

300 Total Hrs x 160 FTE Hrs/540 Total FTE Hrs 300 Total Hrs x 200 FTE Hrs/540 Total FTE Hrs 300 Total Hrs x 180 FTE Hrs/540 Total FTE Hrs
89 Hrs 111 Hrs 100 Hrs
You may have some amount of budgeted or forecast hours or cost that you are not able to completely plan for in the Reporting Periods. You
can keep track of this value by entering it in the Undistributed Amount cell. This amount will not be distributed across time. In fact, the Total
Amount is equal to the sum of amounts distributed across the Reporting Periods plus the Undistributed Amount. As an example, if 300 Hrs
were distributed across three periods, and 200 Hrs were entered as Undistributed Amount, then the Total Amount will be 500 Hrs.
Note that the Undistributed Amount only applies to Hours and Cost. It does not apply to FTEs.
The Budget Plan includes all the Reporting Periods defined for the project. The ETC Plan only includes the Reporting Periods after the current
Reporting Period. The Budget Plan can be copied to the ETC Plan but only the data entered into the Reporting Periods after the current
Reporting Period is copied.
If you want to calculate labor resource costs on Control Accounts using the hours from staff plans, you can do this using a calculation that
multiplies the hours by a Time and Materials Rate. The standard and alternative Time and Materials Rates are defined in the Categories-Rates
by Reporting Period subpane. The standard rate is always used unless you select an alternative Time and Materials Rate for any Budget Plan
or ETC Plan record.
To Enter Budget or ETC Plans:

1) Select Cost Management > Staffing Plan > Plans.
3) Click the Budget Plan or the ETC Plan subpane tab.
4) To plan an Employee, click the Category Type drop-down and select Employees.
5) Click the Add Record icon and select an Employee ID.
Note that only Employees assigned to the project in the Staff data pane are displayed in the drop-down list.
6) To assign or modify the Category ID, click the Category ID drop-down and select a Category ID.
a. If a labor Category ID is assigned to the Employee in the Staff data pane, the Category ID is automatically populated.
b. You can assign a labor Category ID without assigning an Employee ID.
c. If you assign an expense Category ID, it will NOT include an Employee ID.
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7) If you plan to use Alternative Time and Materials Rates to calculate costs, click the Alt T&M drop-down and select an Alternative
Time and Materials Rate Label.
a. Only the Alternative Time and Materials Rate Labels defined in Enterprise Settings (on page 304) are displayed.
b. Alternative Time and Material Rates are defined in the Categories-Rates by Reporting Period (see "Rates By
Enterprise/Reporting Period (Categories)" on page 276) subpane.
8) If the plan record is associated with a Budget/EAC Change, click the Change ID drop-down and select a Change ID. If a Change ID is
assigned to a Budget or ETC Plan, the record will be excluded from the Control Account Baseline Budget calculations. Also, if a Change
ID has a Change Status that is not adding Change amounts to the Approved Budget, the record will be excluded for Approved Budget
calculations.
Note that this process does not use Hours or Cost data assigned to the Budget/EAC Change to populate the Plans.
9) The Description cell is automatically populated with either the Employee Name or the Category Description, as defined in the
Employee data pane or the Categories data pane, respectively. To modify the Description, click in the Description box and enter a
new Description.
a. This process does not modify the descriptions in the Employee data pane or the Categories data pane.
10) For Plan records assigned to a labor Category ID, click the Hours Element ID drop-down and select an Hours Element.
12) If you want to spread a total value across a range of Reporting Periods, click in the Total Amount cell and enter a Total Amount value.
a. The value must be Cost, Hours, or FTEs as defined by the Data Unit.
b. Leave this blank if you want to enter Cost, Hours, or FTEs by Reporting Period.
13) Click the Data Unit drop-down and select a Data Unit.
a. If the Category Type is set to Labor, you have the option of choosing the FTE or Hour data units.
b. If the Category Type is set to something other than Labor, the Cost data unit will be utilized.
14) Click in the Remarks cell and enter any Remarks to further describe or comment on the Plan record.
15) If there is a portion of the total Budget or Forecast that you are not accounting for in the Plan, you can keep track of that amount
separately. Click in the Undistributed Amount cell and enter the Undistributed Amount.
a. The value must be Cost, Hours, or FTEs as defined by the Data Unit.
b. The Total Amount is the combination of the amount spread across time plus the Undistributed Amount.
16) To enter the Budget or Forecast by Reporting Period, click in a Reporting Period cell and enter the Amount Budgeted or Forecast for
that Period.
a. Repeat for each Reporting Period until the Total Amount planned or forecast is entered.
b. The Total Amount cell indicates the sum of all the Reporting Periods for Hours and Cost.
17) To spread the Total Amount through a range of Reporting Periods:
a. Click the Start Period drop-down and select the Reporting Period where the spreading of the Total Amount begins.
b. Click the End Period drop-down and select the Reporting Period where the spreading of the Total Amount ends.
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c. Select one or more Plan records. You can click on one record and drag the cursor to select a range of Plan records.
d. Click the Spread Budget or Spread ETC icon to spread the Total Amounts for each Plan record selected.
18) In the ETC Plan, click the Copy from Budget icon to copy all of the records in the Budget Plan subpane into the ETC Plan subpane.
a. Only the amounts from the Reporting Period after the current Reporting Period are copied.
Staff
The Staff data pane is used for two purposes. First, the list of employees for your company may be extensive. When adding employees to the
Budget Plan subpane or the ETC Plan subpane, it may be inconvenient to search for employees from such a large list. By adding employees to
the Staff data pane, you are reducing the list of employees available for planning purposes to just those working on the project.
The second reason for using the Staff data pane is to link a Labor Category to the Employee. Thus, when adding an employee to the Budget
Plans or ETC Plans, the labor Category is automatically assigned.
To Add Employees as Staff:

1) Select Cost Management > Staffing Plan > Staff.
2) Click the Add Record icon, select one or more Employees, and click OK.
3) If a Category assigned to an Employee is not in the project's Category pane, a prompt appears asking if you want to add it. Click Yes to
add the current Employee's Category. Click Yes to All to add Categories for every Employee being added to the Staff pane.
4) If the Category ID for any Employee needs to be changed or added, click the Category ID drop-down and select a Labor Category.
Change Management (Cost Management)

The Change Management ribbon group on the Cost Management tab is where commands are found to identify Trends and Risks that could
affect the project baseline and forecast. It is also where Risk Controls are entered for mitigating Risks. Trends and Risk Controls can be
assigned to Changes, which is the vehicle for changing the Approved Budget, the Control Budget, and the Estimate at Completion.
Budget/EAC Changes
The Budget/EAC Changes data pane is used for entering changes to the baseline or the forecast. The changes can affect Cost, Hours, and
Quantity data. A Change can be used to identify various types of changes including:
 Approved Scope Changes
 Budget Shifts
 Contingency Draw-down
 EAC Modifications
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Typically, Budget/EAC Changes are used to identify changes to the Baseline Budget. Changes can affect the Approved Budget, Control Budget,
Financial Budget, as well as the Estimate at Completion associated with each Control Account. How they affect the budget and forecast is
dependent upon the Change Status (on page 273) assigned to the Change.
If the type of change is a Budget Shift, then the Total Hours and Cost should equal zero because you are just moving hours and cost from one
place to another. For Contingency Draw-downs, the Contingency budget may only have Cost with no hours associated with it. Therefore, the
Total Cost should be zero because you are shifting cost from Contingency to other Control Accounts. However, the Total Hours will be a
positive number because there are no hours to draw-down from the Contingency budget.
During the life of a Budget/EAC Change, the Change may need to be re-statused. For instance, when a Change is first created, the assigned
status may be Pending. When the client gives the Notice to Proceed, the status is changed to reflect this condition. Once the client gives
formal approval, the status is changed to Approved. If, at any time, the Scope Change is withdrawn or deleted, the status is changed to
indicate this situation.
The Final Status checkbox is enabled to lock the Budget/EAC Change, disallowing any changes to be made to the Change. This also locks the
Change so it cannot be added to a Control Account from the Control Accounts-Budget/EAC Change Breakdown subpane. You can always
uncheck the Final Status checkbox if alterations are necessary. This just ensures that the finalized Change is not inadvertently modified or
added to a Control Account.
Change data can originate as a Trend or it can originate as a Risk. If a Budget/EAC Change uses data from a Risk, the Change will be identified
as a Risk Change. The Copy Risks to Changes (on page 707) utility is used to copy the Control Hours and Control Costs from the Risks-Items
subpane.
The Change Management process describes the process flow for developing Trends, Risks, and Budget/EAC Changes.
To Enter Budget/EAC Changes:

1) Select Cost Management > Change Management > Budget/EAC Changes.
3) Click in the Change ID box and enter a unique alphanumeric Change ID.
4) Click in the Description box and enter a Description of the Change.
5) Check the Risk Change checkbox if the Risks-Change Breakdown data is used to populate the Budget/EAC Changes-Control Accounts
Breakdown subpane.
6) Click the Change Variety ID drop-down and select a pre-defined Change Variety.
7) Click in the Change Source box and enter Information the identifies the source of the Change.
8) Click the Status ID drop-down and select a pre-defined Change Status ID.
Note that it may be necessary to modify the Status ID as the Change is processed. For instance, at first it may be set to
Submitted when it is provided to the client, then it might be set to Pending when initial approval is provided, and finally it is set
to Approved once final approval is granted.
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9) Click in the Status Date box and enter the Date when the Change Status ID was updated.
10) Once the Status of the Budget/EAC Change is considered finalized, meaning it is not planned to be changed, check the Final Status
checkbox.
a. Enabling this option locks the Budget/EAC Change so that no changes can be made to the change, either in the Budget/EAC
Change data pane, its subpanes, or in the Control Accounts-Budget/EAC Change Breakdown subpane.
11) Click in the Company box and enter the Name of the company requesting the change.
12) Click in the Requester box and enter the Name of the person requesting the change.
13) Click in the Request Date box and enter the Date the change was requested; usually when the Change was first identified.
14) Click in the Alternate ID box and enter an Alternative Change Identification, if necessary. This is for reference only. As an example,
this might be the client issued Change ID.
15) In the Change Totals group box:
a. The Hours box displays the summary of the Hours entered in the Budget/EAC Changes-Control Accounts Breakdown subpane. If
the Advanced Change Management option in Project Settings (on page 202) is enabled, then the Change Hours for the Approved
Budget, Control Budget, Financial Budget, and Estimate at Completion are displayed separately.
b. The Cost box displays the summary of the Cost entered in the Budget/EAC Changes-Control Accounts Breakdown subpane. If the
Advanced Change Management option in Project Settings (on page 202) is enabled, then the change Cost for the Approved
c. The Currency ID box displays the Currency ID values assigned to records in the Budget/EAC Changes-Control Accounts
Breakdown subpane, as long as all the records are assigned the same Currency ID. Otherwise, the Project's Base Currency ID
entered in the Project Settings (on page 202) form is displayed.
16) Click in the Schedule Impact box and enter a Narrative that describes the impact that the Change will have to the project's schedule.
17) Click in the Cost Impact/Alternative box and enter a Narrative that describes the impact that the Change will have on the cost to the
project.
Detailed Description (Budget/EAC Changes)

The description field in the Budget/EAC Change can only contain a maximum of 100 characters. You may want to include a longer description
to properly describe the scope of the Change. The Detailed Description subpane is a memo field where you can enter more information about
the Change.
To Enter a Detailed Description:

2) Select a Budget/EAC Change.
3) Click the Detailed Description subpane tab.
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4) Click in the Detailed Description subpane and enter an extended Description about the Change.
Control Accounts Breakdown (Budget/EAC Changes)

The Budget/EAC Changes-Control Accounts Breakdown subpane is where the actual change to a Control Account's Cost, Hours, and Quantity
Elements are entered. These Change details are also reflected in the Control Accounts-Changes subpane.
If you use Trends as a way to track potential changes, this subpane will indicate Trend details that have been assigned to a Change. You will
first need to generate a Change in the Change data pane. Then you can assign the Change to a Trend in the Trends-Control Accounts
Breakdown subpane.
To Enter Change Details:

2) Locate a Budget/EAC Change.
3) Click the Control Accounts Breakdown subpane tab.
4) Click the Copy From Budget Details icon in the navigation toolbar to transfer Budget Details data to the Change. Any cost, hours, or
quantity data in the subpane will be replaced by the values from the Budget Details.
a. The Change ID must be cross-referenced to the Budget Detail in the Budget Details data pane in order for data to be copied.
5) Click the Add Record icon, click one or more Control Account IDs, and click OK. The Control Account Description is displayed in
read-only format in the Control Account Description cell.
6) If a Trend was previously assigned to the Change it is displayed in the Trend ID cell, as well as the Trend Description.
7) Click in the Reference Code cell and enter a Reference Code. This could be any alternative numbering system such as one used by the
Client.
8) Click in the Item cell and enter an Item Number which is used to order or sequence the items of the Change.
b. If the Advanced Change Management feature in Project Settings is selected, then four Quantity fields are displayed; Approved
Budget Change Quantity, Control Budget Change Quantity, Financial Budget Change, and EAC Change Quantity. Using the
advanced options allows you to enter different values for each of these budgets and the forecast.
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b. If the Advanced Change Management option in Project Settings is selected, then four Hours fields are displayed; Approved
Budget Change Hours, Control Budget Change Hours, Financial Budget Change Hours, and EAC Change Hours. Using the
b. If the Advanced Change Management option in Project Settings is selected, then four Cost fields are displayed; Approved Budget
Change Cost, Control Budget Change Cost, Financial Budget Change Cost, and EAC Change Cost. Using the advanced options
allows you to enter different values for each of these budgets and the forecast.
16) Click in the Post Date cell and enter the Date the change was posted. This Post Date is for information and does not affect the time
phasing of the change.
17) Click in the Original Currency Cost cell and enter the Change Cost in its Original Currency, if it is different from the Control Account's
currency.
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b. If this selection is left blank then PRISM assumes the currency to be the Base Currency defined in the Project Settings (on page
202) form.
Change Events (Budget/EAC Changes)

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When a Budget/EAC Change is created, the project's Change Events Template can be copied to the Budget/EAC Changes-Events subpane.
When copying the Change Events Template you have the choice to either delete any existing events or merge the template items with the
existing events.
The Events can be used as is or modified to identify the process steps to successfully approve the Change and the person responsible for each
step. You can identify the planned completion date for each Event. When the Event is completed and/or approved you can enter the approval
date.
To Enter Change Events:

3) Click the Events subpane tab.
4) Click the Copy Template icon on the navigation toolbar.
a. Click Yes to delete any existing events and copy in the project's Change Events Template.
b. Click No to merge the project's Change Events Template with the existing events.
c. Modify to each Event as necessary.
5) To add new Change Events, click the Add Record icon.
a. Click in the Item cell and enter an Item Number. This could be a sequential number used to order or sequence the process steps.
b. Click in the Event cell and enter a Description or Title of the Event.
c. Check the Approval Required checkbox to indicate the Event must be approved. Approval is statused by entering an Actual Date.
d. Click in the Responsible Person cell and enter the Person responsible to ensure the Event gets completed or approved.
e. Click in the Remarks cell to enter any additional Remarks about the Event.
6) For each existing or new Change Events record, click in the Plan Date cell and enter the Date the Event is planned to be completed or
approved.
To Approve Change Events:

2) Locate a Change.
4) Locate an Event to status.
5) Click in the Actual Finish Date cell and enter the Date the Event was completed or approved.
Documents (Budget/EAC Changes)

When a Budget/EAC Change is requested and processed, typically there are accompanying Documents which provide details about the change
such as the following:
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User Guide
 Detailed scope change description  Detailed schedule Activity changes

 Detailed estimated cost spreadsheets  Approval signatures
The Budget/EAC Changes-Documents subpane is where electronic documents associated with the Budget/EAC Change can be electronically
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linked to the Change. The documents must be stored on a network accessible to the PRISM user. If linked documents are developed using
Microsoft Office® software applications, then the document can be opened from the subpane without initially opening the document's
corresponding software application.
You can identify the person or organization that provided the document, track revisions to the document, and categorize the document by
assigning a Document Type (see "Document Types" on page 270).
To Link Change Documents:

5) Click in the Document cell and enter a Document Number or some other method for identifying the document record.
7) If a Trend was previously assigned to the Change it is displayed in the Trend ID cell. The Trend Description is also displayed in the
Trend Description cell.
12) Click in the Sort Code cell and enter an alphanumeric Sort Code to modify how Documents are ordered in drop-down lists and forms.
13) Click the Document File browse icon and select the document's File Location and File Name.
a. The default Folder Path for Change Documents is defined in Cost Management Settings (on page 414).
b. After a Document is linked, an Application icon appears next to the browse icon that corresponds to the file's extension. Click
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the Application icon and the Document is opened in the application, if the PRISM User has access to the application. This
process is available for most standard Microsoft Office applications.
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Time Phased Data Setup (Budget/EAC Changes)

The change data added to Control Accounts can be distributed across time to show how the change affects time phased plans (Approved,
Control, and Financial), and the forecast (Estimate to Complete). Change data can be distributed based on the Schedule Dates and Distribution
Curves assigned to the Control Accounts. However, the Control Account's Dates and Curves might not be representative of how the individual
Change is planned. If this is the case, you can assign change-specific Schedule Dates and Distribution Curves to the Budget/EAC Change in the
Time Phased Data Setup subpane. The Schedule Dates are used for time-phasing cost, hours, and quantity values. The Distribution Curves are
algorithms used to spread cost, hours, and quantity values for the Approved Budget, Control Budget, Financial Budget, and the Estimate to
Complete based on the range of Start to Early Dates. These values are distributed in the Control Accounts-Time Phased Data subpanes.
Note that if Distribution Curves are not assigned to a Budget/EAC Change then the Distribution Curves assigned to the Control
Account will be used to distribute the Change data across time.
Schedule Activities are linked to a Budget/EAC Change in the Budget/EAC Changes-Schedule Activity Cross-references subpane. This is similar
to how Schedule Activities are linked to Control Accounts. Once they are linked, the Schedule Dates can be copied from the Schedule Activities
to the Budget/EAC Change using the Copy Schedule Dates (on page 695) utility. Each Reporting Period, the Current Schedule may change,
requiring the Schedule Dates to be updated.
The Calculate Control Account Totals (on page 394) function is used to add Budget/EAC Change total values to the Control Account. The
Spread Time Phased Data (on page 400) calculation is used to globally time phase each Control Account's Baseline Budget, Approved Budget,
Control Budget, Financial Budget, and Estimate to Complete values across the range of Schedule Dates. There is an option to Spread using
Change Data that must be selected in order for change-specific time phasing to be applied.
Note that the Financial Budget is spread using the Approved Dates.
To Setup Time Phasing on Budget/EAC Changes:

3) Click the Activities subpane tab.
4) Click the Add Record icon, select one or more Schedule Activities that are associated with the Change, and click OK.
5) Select Utilities > Shared > Copy Schedule Dates.
6) Click the Copy From drop-down and select Schedule Activities.
7) Click the Copy To drop-down and select Budget/EAC Changes.
8) Apply a Filter (on page 193), if necessary.
9) Click OK.
10) Click the Budget/EAC Changes data pane tab.
11) On the same Budget/EAC Change, click the Time Phased Data Setup subpane tab.
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12) Click in the Approved, Control, and Current Schedule Dates boxes and enter the Early Start, Early Finish, Late Start, and Late Finish
Dates.
a. The Approved Dates reflect the project's baseline plus approved schedule changes. The Approved Early and Late Dates are used,
along with the Budget Curve algorithm to time phase the early and late Approved Budget and the Financial Budget.
b. The Control Dates reflect the project's baseline plus Control schedule changes. The Control Early and Late Dates are used, along
with the Control Curve algorithm to time phase the early and late Control Budget.
c. The Current Dates reflect the current working schedule, also referred to as the forecast schedule. The Current Early and Late
Dates are used, along with the Estimate to Complete Curve algorithm to time phase the Estimate to Complete.
d. This method of manually entering dates is time consuming. Typically, dates are entered and updated globally. Schedule dates
that exist in the Schedule Activities data pane can be transferred to Budget/EAC Changes using the Copy Schedule Dates utility if
cross-references are established between Schedule Activities and Budget/EAC Changes.
13) For each Distribution Curve, select the Curve ID drop-down and select a Distribution Curve. These are algorithms for spreading
budgets and forecast Change data in the Control Accounts-Time Phased Data subpanes. Time phased data is not changed by simply
selecting a curve. You must run the Spread Time Phased Data (on page 400) calculation and specifically select the Spread using
Change Data option.
a. Approved Budget - Approved Budget, Financial Budget, and the Earned Value are spread across the Early Approved Schedule
Dates; Late Approved Budget is spread across the Late Approved Schedule Dates.
b. Control Budget - Control Budget and the Control Earned Value are spread across the Early Control Schedule Dates.
c. Estimate to Complete - Estimate to Complete is spread across the Early Current Schedule Dates; although this can be changed to
use Late Current Schedule Dates or some increment in between.
"blank" No calculation, data is not time phased.

The distribution is based on the weighted average of the linked Activities. Requires Activities to be imported into
ACTIVITY
the Activities date pane and cross-referenced to Control Accounts.
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Schedule Activity Cross-references (Budget/EAC Changes)

Budget/EAC Changes can be time phased; meaning the total change in cost, hours, and quantities can be distributed across time. To
distribute these values, both Start Dates and Finish Dates must be applied to the Budget/EAC Change. If the Approved, Control, and/or
Current Schedule have Activities added or modified to reflect the change, those Schedule Activities can be cross-referenced to the Budget/EAC
Change in order to populate the Schedule Dates in the Budget/EAC Change data pane. The Budget/EAC Changes-Schedule Activity
Cross-references subpane is used to cross-reference Schedule Activities to Budget/EAC Changes.
The Schedule Activities data pane is where Baseline, Approved, Control, and Current Schedule Dates are populated. For each
cross-referenced Activity, these Dates and the Activity's Percent Complete and Activity Weight are displayed in a read-only format in the
Schedule Activity Cross-references subpane. The only field that is not read-only is a Cross-reference Weight field which is used to supersede
the Activity Weight assigned in the Schedule Activities data pane. Weighting is useful for time phasing data when the distribution curves are
set to ACTIVITY, causing the distribution to be based on the weighted average of linked schedule activities.
The relationship of Schedule Activities to Budget/EAC Changes is many-to-many meaning one Schedule Activity can be assigned to several
Control Accounts and several Schedule Activities can be assigned to one Budget/EAC Change.
To Link Schedule Activities to Budget/EAC Changes:

5) Check one or more Schedule Activity IDs to cross-reference it to the Budget/EAC Change and click OK. Data from the Schedule
Activity is displayed in read-only format. This includes Activity Description, Percent Complete, Activity Weight, and all schedule
dates.
6) If you need to supersede the Activity Weight value assigned to the Schedule Activity, click in the Cross-reference Weight cell and
enter a Weight Value. This will affect how the Change values are distributed across time, but only if the Distribution Curves
assigned to the Budget/EAC Change are set to ACTIVITY.
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Links (Budget/EAC Changes)

The Budget/EAC Changes-Links subpane allows Change records to be linked together. This subpane can be used in a variety of ways to track
Changes that are being entered for a Project. A User may want to link Changes that are associated with a single Control Account or link
Changes by Project Manager.
By linking Changes, Users can toggle between Budget/EAC Change records using the Show Linked Record icon.
To Link Budget/EAC Changes:

3) Click the Links subpane tab.
4) Click the Add Record icon, select one or more Budget/EAC Changes from the picklist, and click OK. Notice that the Budget/EAC
Change ID and Description is displayed in a read-only format.
5) To view the linked Budget/EAC Change, click the Show Linked Record icon on the subpane's navigation toolbar. To Return the original
record, click the Show Linked Record.
Last Update (Budget/EAC Changes)

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Understanding which PRISM User created a Budget/EAC Change or Trend and when it was created may be important to you. Additionally,
knowing who the last User to modify a Budget/EAC Change or Trend and when it was done, may also be important. The Last Update subpane
allows you to view this information.
To View Last Updated Information:

1) Select Cost Management > Change Management > Budget/EAC Changes or Cost Management > Change Management > Trends.
2) Locate a Budget/EAC Change or a Trend.
3) Click the Last Update subpane tab and review when the record was Last Updated.
Note that this information is read-only and cannot be altered.
Budget/EAC Changes (Advanced Change Management)

Entering Budget/EAC Changes (on page 358) to the baseline and forecast using the Advanced Change Management feature is similar to the
default Change Management process. However, Changes can be managed at the Project or Enterprise level when using this feature. By
enabling this feature at the Enterprise level, a single change can be created and applied to Control Accounts for multiple projects.
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When entering and tracking Changes using Advanced Change Management, there are specific settings that need to be defined and processes
that need to be followed.
A Change Impact (see "Change Impact (Advanced Change Management)" on page 274), defining which budget the change will affect, must
be entered before a Change amount can be entered for a Control Account.
A Reporting Period can also be entered on each Change record. This allows Users to create Changes for future Reporting Periods. If a future
Reporting Period is assigned, the Change amount will not be added to the budget until the future Reporting Period becomes the current
period. A default Reporting Period for all new Changes can be defined in the Project (see "Project Settings" on page 202) or Enterprise
Settings forms (see "Enterprise Settings" on page 304).
When a Budget/EAC Change has been modified or statused, a Revision can be created by using the Add To History feature. This provides
Users a way to track and monitor modifications to Change throughout the life of the Budget/EAC Change.
Review and Approval option

If the Review and Approval option is enabled in the Project (see "Project Settings" on page 202) or Enterprise Settings (on page 304), there
are several additional settings that need to be defined as well as additional fields that can be used in this process.
A Review and Approve method must be defined for each Budget/EAC Change. This will define the protocol for how Reviewers and Approvers
are assigned in the Budget/EAC Changes-Approvals subpane.
Primary and Secondary Change Owners can be identified for each Change. When Change owners are assigned they can be given permissions
to override the Review and Approval process and approve the Change. Assigning Change Owners can also be useful when several Changes are
being created by someone other than the Change Owners. Change Approvers can also be copied on Email Notifications if the Email
Notifications (on page 79) option is enabled.
The Review and Approval (on page 76) process describes the process flow for developing Trends and Budget/EAC Changes.
To Enter Budget/EAC Changes using Advanced Change Management:

1) To create Budget/EAC Changes for a Project, select Cost Management > Change Management > Budget/EAC Changes or to create
Budget/EAC Changes at the Enterprise level, select Enterprise > Cost Budget/EAC Changes.
a. If Changes are entered at the Enterprise level, apply a Filter, if necessary. This filter allows you to search for Change records by
Budget/EAC Change fields.
3) Click the Change Impact drop-down and select a Change Impact ID.
a. This will limit the Change Status IDs that can be selected in the Status ID drop-down. If no Change Impact code is selected, then
all of the Change Status IDs are available.
b. The Default Change Status ID defined in the Change Impact data pane is automatically assigned to the Status ID when the
Change Impact code is selected.
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c. The Change Impact affects what data can be entered in the Budget/EAC Change-Control Accounts Breakdown subpane
depending on the Impacts option selected in the Change Impact data pane. These options include the Approved Budget, Control
Budget, Financial Budget, and the Estimate at Completion.
Note that a Change Impact must be assigned to a Budget/EAC Change record in order for a Change amount to be entered
in the Control Accounts Breakdown subpane.
4) Click the Change ID drop-down and enter a unique alphanumeric Change ID.
5) Click in the Description box and enter a Description of the Change.
6) Check the Risk Change checkbox if the Risks-Change Breakdown data is used to populate the Budget/EAC Changes-Control Accounts
Breakdown subpane. If Changes are being managed at the Enterprise Level, this functionality is disabled.
7) Click the Change Variety ID drop-down and select a pre-defined Change Variety.
8) Click the Change Source box and enter Information that identifies the source of the Change.
9) Click the Primary Change Owner drop-down and select a Primary Change Owner.
10) Click the Secondary Change Owner drop-down and select a Secondary Change Owner, if necessary.
11) Click the Status ID drop-down and select a pre-defined Change Status ID.
Note that it may be necessary to modify the Status ID as the Change is processed. For instance, at first it may be set to
Submitted when it is provided to the client, then it might be set to Pending when the initial approval is provided, and finally it is
set to Approved once final approval is granted.
12) Click the Status Date box and enter the Date when the Change Status was updated.
13) Once the Status of the Budget/EAC Change is considered finalized, meaning it is not planned to be changed, check the Final Status
checkbox. This checkbox will be automatically checked when the Budget/EAC Change has gone through the Review and Approval (on
page 76) process.
a. Enabling this option locks the Budget/EAC Change so that no changes can be made to the Change, either in the Budget/EAC
Change data pane or its subpanes.
14) Click the Reporting Period drop-down and enter a Reporting Period that the Change will be added to the budget once it is approved.
The Reporting Period can be entered on each Change or can be automatically entered by defining a Reporting Period for new Changes
in the Project or Enterprise Settings form.
15) Click in the Company box and enter the Name of the company requesting the change.
16) Click in the Requester box and enter the Name of the person requesting the change.
17) Click in the Request Date box and enter the Date the change was requested; usually when the Change was first identified.
18) Click in the Alternate ID box and enter an Alternative Change Identification, if necessary. This is for reference only. As an example,
this might be the client issued Change ID.
19) In the Change Totals group box:
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a. The Hours box displays the summary of the Hours entered in the Budget/EAC Changes-Control Accounts Breakdown subpane. If
the Advanced Change Management option in Project Settings (on page 202) is enabled, then the Change Hours for the Approved
b. The Cost box displays the summary of the Cost entered in the Budget/EAC Changes-Control Accounts Breakdown subpane. If the
Advanced Change Management option in Project Settings (on page 202) is enabled, then the change Cost for the Approved
c. The Currency ID box displays the Currency ID values assigned to records in the Budget/EAC Changes-Control Accounts
Breakdown subpane, as long as all the records are assigned the same Currency ID. Otherwise, the Project's Base Currency ID
entered in the Project Settings (on page 202) form is displayed.
21) Click in the Cost Impact/Alternative box and enter a Narrative that describes the impact that the Change will have on the cost to the
project.
22) Click in the Review and Approve group box and enter the following if the Review and Approval option is enabled:
approved.
24) In Sequence - A Change must be reviewed in the sequence that the Reviewers are listed in the Budget/EAC Changes-Approvals
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26) Check the Copy Change Owners On Email Notification if you want the Change Owners notified when emails are sent to Users taking
part in the Review and Approval process. This feature is only used if the Email Notification (see "Email Notifications" on page 79)
option is enabled.
27) Click the Add To History icon in the navigation toolbar to create Revision of the Budget/EAC Change record. This takes a snapshot of
the Change data providing a mechanism for tracking changes made to the Budget/EAC Change record. When this feature is used, a
Revision is created in the Revision History subpane. It is recommended that this feature be used after the Budget/EAC Change has
been initially created to establish a baseline.
Budget/EAC Changes Filters (Advanced Change Management)

When Budget/EAC Changes are being created at the Enterprise level, you can apply a Filter that reduces the list of records to a subset of
records that match the conditions applied in the filter. This filter expedites the process of opening the Budget/EAC Changes data pane when
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several Change records have been entered in PRISM .
Budget/EAC Change records can be filtered by the corresponding fields in the data pane. One or more fields can be entered, if necessary.
Note that this filter can only be applied when opening a Budget/EAC Change record when the Advanced Change Management
feature is being used at the Enterprise level to manage Trends and Changes.
To Apply a Budget/EAC Change Filter:

1) Select Enterprise > Cost > Budget/EAC Changes.
3) Click OK.
Note that this filter will appear whether you are creating a new Change or locating an existing Change.
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Approvals (Advanced Change Management)

The Budget/EAC Changes-Approvals subpane is where Users/Teams are assigned and defined as Reviewers and Approvers to a Change. The
order in which the Change is reviewed and approved is determined by the Review and Approve method assigned in the Budget/EAC Changes
data pane.
Once a Change amount has been entered in the Control Accounts Breakdown subpane, a list of Reviewers and Approvers can be generated by
using the Generate feature. This feature will import the Users/Teams assigned in the Control Accounts-Change Approvers subpane to partake
in the Review and Approval process. Additional Users, not assigned to the Control Account, can be added, if necessary.
A Users/Teams' role as a Reviewer and/or Approver is defined by the Change amount and their Approval Authority (see "Approval Authority
(Advanced Change Management)" on page 282). When the list of Users/Teams has been generated, the Review and Approval process is
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initiated by the Submit feature. This icon, when used with Email Notifications (on page 79), notifies Users that they must login to PRISM to
take action on a Change. If Email Notifications are not being used, the Change Owner of the Change must communicate with the Reviewers
and Approvers, alerting them of the Change they are required to Review and/or Approve.
When the Review and Approval process is complete and the Change has been Approved, the Change will be statused and the Final Status
checkbox will be checked in the Budget/EAC Changes data pane. The Change amount will be added to the budget and forecast.
Note that this subpane will be hidden if the Advanced Change Management feature is not enabled and the Review and Approval
option is also enabled.
The following examples show the requirements a Change must satisfy to be added to the budget and forecast based on the Review and
Approve Method assigned. If the Review Method is set to None or Not Required, a Change does not need to be Reviewed before it can be
Approved. If the Approve Method is set to None, the Change is Approved, once it is Reviewed.
For Changes where a Reviewer and Approver are required, the following examples show how the Review and Approve methods define the
sequencing of the Users as Reviewers and Approvers. The following Change amount is $30,000 and five Users have been assigned in the
Approvals subpane. It is assumed that Reviewers with Insufficient Approval Authority is checked in the Project or Enterprise Settings form. In
this example because of the Change amount and the Approval Authority, Joe Black and Bob Harris are assigned as Reviewers, while Fred
Rodgers, Todd Martin, and John Smith are Approvers.
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Reviewer/Approver Approval Authority ID Approval Authority Reviewer Approver
Joe Black Project Controls Specialist $10,000 X

Bob Harris Project Engineer $25,000 X
Fred Rodgers Technical Lead $50,000 X
Todd Martin Project Manager $75,000 X
John Smith Change Review Board Unlimited X
When the Review Method is defined as Any User, either Joe Black or Bob Harris can review the change. If the Review Method is All Users,
both Joe Black and Bob Harris must review the Change before it can be Approved. If In Sequence is selected, Joe Black and Bob Harris both
must review the Change, however, Joe has to review the Change first because his Approval Authority is less than Bob's.
Settings for the various Approve Methods are similar. If the Approve Method is defined as Any User, Fred Rodgers, Todd Martin, or John
Smith can approve the Change. If the Approve Method is All Users, all three Approvers must approve the Change. If In Sequence is selected,
all Approvers must approve the change, however Fred Rodgers must first approve the Change because his Approval Authority is the least
among the Approvers, followed by Todd Martin, then John Smith. If First User is selected, only one of the three Approvers needs to approve
the Change.
Note that the Review and Approval Methods are independent of each other, meaning that Approvers can approve the Change
before Reviewers review the Change if the Review and Approve Methods are set to Any or All Users. If the Review and Approve
Method is set to In Sequence or First User, there is an order in which the Change must be reviewed and approved. For example, if
both the Review and Approval Methods are set to Any User, Fred Rodgers can approve the Change before Joe Black reviews the
Change. But the Change cannot be statused and marked as Final until Joe Black has reviewed the Change.
To Assign Reviewers and Approvers to Budget/EAC Changes:

1) To add Reviewers and Approvers to a Budget/EAC Change at the Project level select Cost Management > Change Management >
Budget/EAC Changes or to add Reviewers and Approvers to a Budget/EAC Change at the Enterprise level, select Enterprise > Cost
Budget/EAC Changes.
a. If Changes are entered at the Enterprise level, apply a Filter, if necessary. This filter allows you to search for Change records by
Budget/EAC Change fields.
2) Click the Approvals subpane tab.
3) Click the Generate icon on the navigation toolbar.
a. When this icon is selected, the Users assigned in the Control Account-Change Approvers subpane can be copied based on the
Change amount and the User's Approval Authority.
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 If Users with Sufficient Approval Authority is checked in the Project/Enterprise Settings form, only Users who have Approval
Authority (see "Approval Authority (Advanced Change Management)" on page 282) to approve the Change amount will be
assigned in the subpane.
 If Users with Insufficient Approval Authority is checked in the Project/Enterprise Settings form, all Users assigned in the
Control Account-Change Approvers will be copied.
4) Click the Add Record icon to assign additional Reviewers and Approvers. You must have Change Management Run Process
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permissions to override the Generate feature to perform this function. Any User created in PRISM can be added as long as they are
either assigned as Available or a Default Change Reviewer or Approver in the Users (see "Users (Advanced Change Management)"
on page 229) form.
5) Click in the Review Due Date box or Approver Due Date box and enter a Review Due Date or an Approve Due Date, if necessary.
6) Check the Notify Reviewer or Notify Approver checkboxes to generate and send emails to notify the Reviewer/Approver that they
must take action on the Budget/EAC Change record before it can be added to the budget and forecast. By checking this option, emails
will be sent to the User/Team when using the Submit feature. These features only functions if the Email Notification option is enabled
and the Send Review and Approval Emails Directly feature is disabled in the Project or Enterprise Settings.
7) Click the Submit icon on the navigation toolbar to initiate the Review and Approval process for the Change.
 If the Email Notification (see "Email Notifications" on page 79) option is enabled in the Project/Enterprise Settings form,
emails will be sent to the Users in the subpane notifying them that they must take action on a Budget/EAC Change.
8) If a User is assigned as a Reviewer the following steps need to take place:
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a. The Reviewer must login to PRISM and review the Change.
b. After they have reviewed the Change, they must check the Reviewed checkbox. Their role in the Review and Approval process
has been completed.
c. If they reject the Change, they can check the Rejected checkbox to stop the Review and Approval process.
9) If a User is assigned as an Approver the following steps need to take place:
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a. The Approver must login to PRISM and review the Change.
b. After they have approved the Change, they must check the Approved checkbox. Their role in the Review and Approval process
has been completed.
c. If they reject the Change, they can check the Rejected checkbox to stop the Review and Approval process.
10) When the Review and Approval process has been completed and the requirements for the Review and Approve methods have been
satisfied, the Budget/EAC Change Status ID is changed to Approved and the Final Status checkbox is checked. When this occurs, the
Change amount is added to the budget.
Revision History (Advanced Change Management)

The Budget/EAC Changes-Revision History subpane allows Users to view and track revisions made to Budget/EAC Changes. This may be useful
in establishing a baseline if a Change record undergoes several revisions before it is Approved and added to the budget and forecast.
This subpane provides a mechanism for determining the following information on each change:
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 How many times the Change has been revised and when it was revised
 Who performed the Revision
 The budget and forecast data
 The Impact ID, Change Variety ID, and Status ID
A Budget/EAC Change revision is created each time the Add To History icon is selected in the Budget/EAC Changes navigation tool bar. The
data that was entered for the Change record at the time the icon was selected is copied to this subpane in a read-only format and assigned a
sequential Revision Number and Revision Date.
Note that when data is modified on a Budget/EAC Change, a revision is not automatically created. Revisions are only created
when the Add To History icon is selected.
To View Budget/EAC Changes Revision History:

3) Click the Revision History subpane tab to view any Revisions that have been created.
Copy Record (Advanced Change Management)

Any Budget/EAC Change record that is created using the Advanced Change Management feature can be copied using the Copy Record icon on
the navigation toolbar. When the Copy Record icon is used, the data from the data pane as well as the data in the subpanes are copied to the
new Change Record.
Note that the Copy Record feature only copies Budget/EAC Change record data if the Auto-generate Change ID in the Project or
Enterprise Settings forms is set to CM Period + Counter or User-defined Prefix + Counter. If the Auto-generate Change ID is set to
None, the data will not be copied to a new record until a Change ID has been entered.
To Copy a Budget/EAC Change Record:

1) Click on a Budget/EAC Change record.
2) Click the Copy Record icon on the navigation toolbar to Copy the Budget/EAC Change data to a new record.
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Trends
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PRISM has a Trends data pane that can be employed as part of the Change Management system. Many companies choose to skip this
feature and only use Budget/EAC Changes. However, Trends can be used as a means of communicating potential changes to the baseline or
the forecast affecting Cost, Hours, and Quantity data. Unlike Budget/EAC Changes, Trends do not directly affect the Budgets or Estimate at
Completion.
Trends can be used to identify issues that could affect just a single Control Account/Control Element or they could affect many Control
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Accounts/Control Elements. PRISM uses a many-to-many relationship between Trends and Budget/EAC Changes. This means that one Trend
can be assigned to multiple Budget/EAC Changes and one Budget/EAC Change can be assigned to multiple Trends.
Trend details are assigned to one or more Budget/EAC Changes, once the changes are defined in the Budget/EAC Changes data pane. This
process eliminates the need to re-create the data already entered in the Trend.
A written description of how the schedule might be impacted due to the Trend can be entered.
To Enter Trends:
1) Select Cost Management > Change Management > Trends.
3) Click in the Trend ID box and enter a unique alphanumeric Trend ID.
4) Click in the Description box and enter a Description of the Trend.
5) Click the Change Variety ID drop-down and select a Change Variety.
6) Click in the Change Source box and enter Information that identifies the Source of the Trend.
7) Click in the Requester box and enter the Name of the person requesting the Trend.
8) Click in the Request Date box and select the Date the Trend was requested; usually when the Trend was first identified.
9) In the Totals group box:
a. The Hours box displays the summary of the Hours entered in the Trends-Control Accounts Breakdown subpane. If the Advanced
Change Management option in Project Settings (on page 202) is enabled, then the trend Hours for the Approved Budget, Control
Budget, Financial Budget, and Estimate at Completion are displayed separately.
b. The Cost box displays the summary of the Cost entered in the Trends-Control Accounts Breakdown subpane. If the Advanced
Change Management option in Project Settings (on page 202) is enabled, then the trend Cost for the Approved Budget, Control
Budget, Financial Budget, and Estimate at Completion are displayed separately.
c. The Currency ID box displays the Currency ID values assigned to records in the Trends-Control Accounts Breakdown subpane, as
long as all the records are assigned the same Currency ID. Otherwise, the Project's Base Currency ID entered in the Project
Settings (on page 202) form is displayed.
10) Click in the Schedule Impact box and enter a Narrative that describes the impact that the Trend will have to the project's schedule.
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Detailed Description (Trends)

The description field in the Trends data pane can only contain a maximum of 100 characters. You may want to include a longer description to
properly describe the scope of the Trend. The Detailed Description subpane is a memo field where you can enter more information about the
Trend.

2) Select a Trend.
4) Click in the Detailed Description subpane and enter an extended Description about the Trend.
Control Accounts Breakdown (Trends)

The Trends-Control Accounts Breakdown subpane is where the potential change to the Cost, Hours, and Quantity Elements affecting Control
Accounts are entered. These Trend details are also reflected in the Control Account-Budget/EAC Changes subpane.
Any Trend item can be cross-referenced to a Change thus causing the Trend item to be a part of the Change. This eliminates the need to
re-enter the line item data in a Change.
Note that if the Advanced Change Management option in Project Settings (on page 202) is enabled, you can enter different
change values for the Approved Budget, the Control Budget, and the Estimate at Completion on one Trend.
To Enter Trend Details:

2) Locate a previously created Trend.
3) Click the Control Accounts Breakdown subpane tab.
4) If the Advanced Change Management feature is enabled and Trends are being managed at the Enterprise level, select a Project from
the Project drop-down menu on the navigation toolbar.
5) Click the Add Record icon, select one or more Control Account IDs, and click OK. The Control Account Description is displayed in a
read-only field.
6) Click a Change ID that the Trend affects. The Change must be previously generated. The Change Description is displayed in a
read-only field.
Client.
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8) Click in the Item cell and enter an Item Number which is used to order or sequence the items of the Trend.
9) Click in the Scope cell and enter a brief Description of the Trend.
b. If the Advanced Change Management option in Project Settings is selected, then four Quantity fields are displayed; Approved
Budget Change Quantity, Control Budget Change Quantity, Financial Budget Change Quantity, and EAC Change Quantity. Using
the advanced options allows you to enter different values for each of these budgets and the forecast.
b. If the Advanced Change Management option in Project Settings is selected, then four Hours fields are displayed; Approved
Budget Change Hours, Control Budget Change Hours, Financial Budget Change Hours, and EAC Change Hours. Using the
b. If the Advanced Change Management option in Project Settings is selected, then four Cost fields are displayed; Approved Budget
Change Cost, Control Budget Change Cost, Financial Budget Change Cost, and EAC Change Cost. Using the advanced options
allows you to enter different values for each of these budgets and the forecast.
16) Click in the Post Date cell and enter the Date the Trend was posted. The Post Date is for information only.
17) Click in the Original Currency Cost cell and enter the Trend Cost in its Original Currency, if it is different from the Control Account's
currency.
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202) form.
Documents (Trends)
The Trends-Documents subpane is where electronic documents associated with the Trend can be electronically linked to the Trend. The
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documents must be stored on a network accessible to the PRISM user.
You can identify the entity that provided the document, track revisions to the document, and assign the document to a Document Type to aid
in sorting and grouping documents in grids and reports.
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Documents linked to Trends can also be linked to Changes once the Change is entered in the Change data pane.
To Link Trend Documents:

2) Locate a previously created Trend.
5) Click in the Document cell and enter a Document Number or some other method for identifying the document.
7) To assign a Trend Document to an existing Change, click the Change ID drop-down and select a Change ID. The Change Description
is displayed in the Budget/EAC Change Description cell.
12) Click in the Sort Code cell and enter a Sort Code, if necessary.
13) Click the Document File browse button and select the document's File Location and File Name.
a. The Link Documents' File Path in the Cost Management Settings form defines the Default Folder that is first accessed when
linking a document.
b. After a Document is linked, an application button appears next to the browse button that corresponds to the file's extension.
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Click the application button and the Document is opened in the application, if the PRISM User has access to the application.
This process is available for most standard Microsoft Office applications.
Last Update (Trends)

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Understanding which PRISM User created a Budget/EAC Change or Trend and when it was created may be important to you. Additionally,
knowing who the last User to modify a Budget/EAC Change or Trend and when it was done, may also be important. The Last Update subpane
allows you to view this information.
To View Last Updated Information:

1) Select Cost Management > Change Management > Budget/EAC Changes or Cost Management > Change Management > Trends.
2) Locate a Budget/EAC Change or a Trend.
3) Click the Last Update subpane tab and review when the record was Last Updated.
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Note that this information is read-only and cannot be altered.
Risks
The Risks data pane is used for identifying Risks that could adversely affect a project's cost and schedule. The hours and cost assigned to Risks
are defined in terms of being unmitigated and mitigated. When the Risk is unmitigated, that refers to the potential hours and cost the project
will incur if the Risk is not addressed and it actually occurs. When a Risk is mitigated, that means some additional work is performed to control
or eliminate the risk from occurring.
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The unmitigated cost and hours are labeled as Risk Total Hours and Risk Total Cost in PRISM where as the mitigated cost and hours are
labeled as Mitigation Total Hours and Mitigation Total Cost. This data is usually an independent assessment made by the Risk Manager.
The Project Controls specialist enters their own set of Risk hours, cost and Mitigation hours, and cost into the Risks-Budget/EAC Changes
Breakdown subpane in order to split the costs into the various Control Accounts and Control Elements. The Unassigned Hours and
Unassigned Cost for both Risk and Mitigation values indicate the difference between the totals entered in the Risks data pane and the values
entered in the Risks-Items subpane.
Risks can be copied to Budget/EAC Changes (see "Copy Risks to Changes" on page 707). The Risk or Mitigation values entered in the Risks
data pane are not copied. The Mitigation Hours and Cost entered in the Risks-Items subpane are the values that are copied.
To Enter Risks:
1) Select Cost Management > Change Management > Risks.
3) Click in the Risk ID box and enter a unique alphanumeric Risk ID.
4) Click in the Description box and enter a Description of the Risk.
5) Click in the Identifier box and enter the Name of the person who identified the Risk.
6) Click in the Identification Date box and enter the Date the Risk was identified.
7) Click in the Schedule Impact box and enter a Schedule Impact Narrative that indicates how the schedule may be affected by the Risk.
8) Enter the following hours and cost for both Risks and Risk Mitigation as identified by the Risk Manager; Risk Total Hours, Risk Total
Cost, Mitigation Total Hours, and Mitigation Total Cost.
9) The Unassigned Hours and Unassigned Cost for both Risk and Mitigation Cost and Hours are calculated:
a. Unassigned Risk/Cost Hours = Total Risk Hours/Cost - Total Risk Hours/Cost defined in the Items subpane.
b. Unassigned Mitigation Hours = Total Mitigation Hours/Cost - Total Mitigation Hours/Cost defined in the Items subpane.
10) Click in the Probability Percent box and enter a Percentage. This defines the probability of the risk occurring and is for information
only; it does not affect calculations.
11) If the project tracks Multiple Currencies, click the Currency ID drop-down and select a Currency ID.
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202) form.
Detailed Description (Risks)

The description field in the Risk data pane can only contain a maximum of 100 characters. You may want to include a longer description to
properly describe the scope of the Risk. The Detailed Description subpane is a memo field where you can enter more information about the
Risk.

2) Select a Risk.
4) Click in the Detailed Description subpane and enter an extended Description about the Risk.
Items (Risks)
The Risks-Items subpane is where the potential affect of a Risk or Risk Mitigation is identified in terms of Cost and Hours. The Project Controls
Specialist uses this subpane to assign specific Risk and Risk Mitigation cost and hours to Control Accounts and Cost Elements.
The summary of the costs and hours entered do not need to match the values entered in the Risks data pane due to the fact that the project
manager's plan to mitigate the risk may be different than what the Risk Manager envisioned. The Risk Manager's estimate is maintained in the
Risks data pane and the Project Manager's budget is developed in the Risks-Items subpane. As you enter hours and cost in this subpane, you
can see how many hours and how much cost for both Risk and Control values have not been assigned by reviewing the Unassigned Hours and
Unassigned Cost in the Risk data pane.
The added hours and costs to mitigate or control the Risk should be less than the hours and costs added if the Risk occurs.
Risk items can be assigned to Budget/EAC Changes. A Budget/EAC Change does not have to be defined in the Budget/EAC Changes data pane.
It can be generated using the Copy Risks To Changes (on page 707) utility. Only the Risk Control Cost and Hours are transferred to the
Budget/EAC Change.
To Enter Risk Items:

2) Locate a Risk.
3) Click the Items subpane tab.
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Client.
6) Click in the Item cell and enter an Item Number which is used to order the items of the Risk.
7) Click in the Details cell and enter a brief Description of the Risk or Risk Control tasks.
8) To assign a Risk to a Change, click the Change ID drop-down and select a Change ID. A Change ID can also be entered manually if a
Budget/EAC Change has not been defined.
10) Click in the Risk Hours cell and enter the added Hours if the Risk occurs.
11) Click in the Mitigation Hours cell and enter the added Hours to mitigate or control the Risk.
13) Click in the Risk Cost cell and enter the added Cost if the Risk occurs.
14) Click in the Mitigation Cost cell and enter the added Cost to mitigate or control the Risk.
Note that you can review the Unassigned Hours and Unassigned Cost values in the Risks data pane to see the remaining Risk
hours and costs and Mitigation hours and costs to enter to match the Total Cost and Total Hours defined in the Risk data pane.
15) Click in the Post Date cell and enter the Date the Risk/Risk Control was posted. The Post Date is for information only.
16) Click the Control Account ID drop-down and select a Control Account ID that the Risk Control Cost and Hours are assigned to.
Change Summary (Advanced Change Management)

The Change Summary allows Users who are assigned as Reviewers/Approvers to Budget/EAC Changes to review and/or approve multiple
changes at a time. This eliminates the need for Users/Teams to open each individual Change to review and/or approve the Change amount.
The Change Summary form allows Users/Teams to not only view the summary information of the changes, but also the Project and Control
Account that it is linked to.
For Users/Teams who are assigned to multiple Change records, they can add a filter to the Change records to create a User-defined summary
of Changes. In addition to viewing summary information, Users/Teams can view the Budget/EAC Change record and its subpanes in a
read-only format.
Note that the Change Summary is only used if the Review and Approval option is enabled as part of the Advanced Change
Management feature.
To Summarize Budget/EAC Changes:

1) To use the Change Summary feature at the Project level, select Cost Management > Change Management > Change Summary. To
use the Change Summary feature at the Enterprise level, select Enterprise > Cost > Change Summary.
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2) Click the Change ID Filter drop-down and select a method for filtering Budget/EAC Changes:
a. Review/Approve Budget/EAC Changes - Changes have been created; The Review and Approval process has been initiated.
b. View Completed Budget/EAC Changes - Changes that have been Reviewed/Approved and added to the budget and forecast.
c. View Incomplete Budget/EAC Changes - Changes that have been created; the Review and Approval process has not been
initiated.
d. View All Budget/EAC Changes - All Changes that have been created using the Advanced Change Management process.
3) Click the Group By drop-down and apply a Project or Enterprise Group filter, if necessary.
4) Check the Show Control Accounts Only if Reviewer/Approver checkbox to view the Control Accounts where the User is assigned to
the change as a Reviewer and/or Approver.
5) Check the Include checkbox to include the Change record in the Change Summary form.
6) Click OK.
7) In the Change Summary form, the User can Review, Approve, or Reject the Change by checking the corresponding checkbox on the
Budget/EAC Change.
8) On the navigation toolbar several functions can be performed:
a. Expand All - displays the Project and the Control Account the Change is affecting, including the Change amount. The function can
also be performed by clicking on the "+" on the left side of the Change record.
Note that the Show Control Accounts Only if Reviewer/Approver check box must be checked in order for this menu to expand
and view the Control Accounts linked to the Budget/EAC Change record.
b.Collapse All - collapses the Change Summary information to only display the Change record. This function can also be performed
by clicking on the "-" on the left side of the Change record.
c. Mark All Reviewed - marks all Changes where the User is assigned as a Reviewer as Reviewed.
d. Mark All Approved - marks all Changes where the User is assigned as an Approver as Approved.
e. Mark All Rejected - marks all changes as rejected.
f. View Details - displays the Budget/EAC Change in a read-only format along with selected subpanes.
9) When the User is done reviewing and approving Changes, click OK.
Budget (Cost Management)

The Budget ribbon group on the Cost Management tab is where commands are found to enter and view budget details that are used to create
the project's baseline budget and estimated changes to the budget. Typically, estimate data is imported from an external estimating
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application into PRISM 's Budget Details data pane. However, you can manually enter Budget Details and link them to Control Accounts and
Control Elements using these commands.
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Budget Details
The Budget Details data pane is used to store a project’s budget details. Typically, an estimate is prepared in a separate estimating
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application and then imported in PRISM 's Budget Details. However, it is possible to enter budget details directly into PRISM .
Each Budget Detail includes the quantity and hour values and other supporting information. Separate Cost Elements are entered in the Cost
Element subpane.
You can use this system to store or create the baseline estimate, as well as any scope changes.
To Enter Budget Details:

1) Select Cost Management > Budget > Budget Details.
3) Click in the Budget Details ID box and enter a unique, alphanumeric Budget Details ID.
4) Click in the Description box and enter a Budget Detail Description.
5) Check the Use Description for Account checkbox if you want the Budget Detail's Description to populate the Control Account's
Description. This option will over-ride the Build Descriptions function. If multiple Budget Details are cross-referenced to the same
Control account, the Control Account description is determined by the first Budget Detail’s description (based on sorted order).
6) Click in the Quantity Title box and enter a Quantity Title to describe the estimated item. The Quantity Title displayed in reports. If
no title is provided the label Quantity is used instead.
7) Click in the Quantity Unit box and enter a Quantity Unit of Measure.
8) Click the Quantity Element ID drop-down and select a Quantity Element ID. When certain calculations are run, this setting
determines the Quantity Element that the Quantity value is assigned to in other tables.
9) Click in the Quantity box and enter the Quantity value. Hours and Costs are re-calculated when the Quantity value is modified.
The calculation is based on the Unit Price and the Unit Hours.
10) Click the Hours Element ID drop-down and select an Hours Element ID. When certain calculations are run, this setting determines
the Hours Element that the Hours value is assigned to in other tables.
11) Click in the Hours box and enter the Hours value.
12) Click the Default Control Account ID drop-down and select a Control Account ID. This is used to create a cross-reference of the
Budget Detail's Quantity, Hours, and Cost Elements data to a Control Account. Each Budget Detail's Cost Elements utilizes this
cross-reference unless an override Control Account is assigned in an individual Cost Element in the Cost Element subpane.
13) Click the Hours Account ID drop-down and select a Control Account ID. This is used to create a cross-reference of the Budget
Detail's Hours to a Control Account. If this is left blank, the Hours are added to the Default Control Account.
14) Click one of the Quantity Transfer to Account radio buttons to determine how quantity values are transferred to Control Accounts.
Estimate data is transferred using Calculate Control Account Totals.
a. None - quantities will not transfer to Control Accounts.
b. Default - quantities will transfer to the Default Control Account.
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User Guide
c. Default and Hours - quantities will transfer to the Default Control Account and to the Hours Control Account. Typically selected
when fabrication/procurement work is tracked separately from installation work in the control system.
15) If the project uses multiple currencies, click the Currency ID drop-down and select the Currency ID that corresponds to the Costs to
be entered.
a. This field is disabled if the project is not setup to be a multi-currency project.
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16) Click the WBS ID drop-down and select a WBS ID.
b. The WBS may have automatically been assigned when the Control Account was created; depending on if WBS Masking (see
"Work Breakdown Structure" on page 611) had been applied.
17) If the Budget Detail is used to estimate a Change, click the Change ID box and select a Change ID. The estimated values can be
transferred to the Change in the Changes (see "Budget/EAC Changes" on page 358) data pane.
18) Click in the Equipment/Material ID box and enter an Equipment ID or a Material ID.
Cost Element (Budget Details)

The Budget Details-Cost Elements subpane is used to enter various costs associated with a Budget Detail and to cross-reference those costs to
Control Accounts-Cost Elements.
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PRISM provides flexibility to override the Budget Details cross-references at the Budget Details-Cost Elements level. This may be necessary if
the cost to procure and install a piece of equipment is included in one Budget Detail, but split between two Control Accounts. Furthermore, it
can be desirable to track the procurement cost and schedule separately from the installation cost and schedule. By assigning a different
Control Account and Schedule Activity to the installation elements, the procurement can be tracked separately.
To Enter and View Estimate Cost Elements:

1) Select Cost Management > Budget > Budget Details.
2) Locate a Budget Detail.
3) Click the Cost Elements subpane tab.
4) Click the Add Record icon, select one or more Cost Element IDs, and click OK. The Cost Element Title and the Price Base is displayed
as defined in Control Elements (on page 600).
5) Click in the Cost Rate cell and enter a Cost Rate. The Extended Cost is automatically calculated and displayed in the Cost cell:
a. Hours Price Base: Cost Rate x Hours = Cost
b. Quantity Price Base: Cost Rate x Quantity = Cost
c. No Price Base (blank): Unit Price and Cost are independent of each other; no calculation.
6) The Cost cell displays the Extended Cost but can be modified, which automatically calculates a new Unit Price:
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a. Hours Price Base: Cost / Hours = Cost Rate

b. Quantity Price Base: Cost / Quantity = Cost Rate
c. No Price Base (blank): Unit Price and Cost are independent of each other; no calculation.
7) If you want to override the Default Control Account ID assigned in the Budget Detail data pane, click the Control Account ID
drop-down and select a Control Account ID.
8) If you want the Budget Detail's Cost Element to be cross-referenced to a different Cost Element when the costs are transferred to
Control Accounts then, click the X-fer Cost Element ID drop-down and select a Cost Element ID.
9) If the project uses multiple currencies and you want to override the Currency assigned in the Budget Detail data pane, click the
Currency ID drop-down and select the Currency ID that corresponds to the Costs to be entered.
a. This field is disabled if the project is not setup to be a multi-currency project.
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11) Click in the Reference Code cell and enter a Reference Code, if there is a need to identify the costs with an alternative method of
identification.
Schedule (Cost Management)

The Schedule ribbon group on the Cost Management tab is where commands are found to enter and view a schedule's Activities and
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Resources. Typically, schedule data is imported from an external scheduling application into PRISM . However, you can manually enter
Activities and Resources, assign rates to Resources, or link Activities or an Activity's Resources to Control Accounts using these commands.
Activities
The Activities data pane is used to store baseline, approved, control, and current schedule data. Typically, schedule data is imported from a
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spreadsheet file, Primavera schedule, or a Microsoft Project schedule into PRISM in order to populate this pane.
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The schedule data is used throughout PRISM . For instance, Schedule Dates are used to time phase Control Account total costs, hours, and
quantities.
Schedule Activities can be manually entered but this is inefficient. If you do not have an external schedule then it may be easier to simply add
Start and Finish dates directly to Control Accounts.
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Note that PRISM is not a scheduling application. Relationships between activities are not maintained in PRISM ; therefore a
critical path cannot be calculated. Use an external scheduling application to establish relationships between schedule activities,
calculate the critical path, etc.
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To Enter Schedule Activities:

1) Select Cost Management > Schedule > Activities.
3) Click in the Activity ID box and enter an Activity ID. If activities were imported from a Primavera schedule, the ID may include the
project ID, depending on the import options selected.
4) Click in the Description box and enter the Activity Description.
5) Click the WBS drop-down and select a Work Breakdown Structure Element Code that the schedule activity is associated with. If
activities are imported from a Primavera schedule, the WBS may include the project ID, depending on the import options selected.
b. The WBS may have automatically been assigned when the Control Account was created; depending whether WBS Masking (see
6) Click in the Milestone box and enter a Milestone Identifier if the activity is a Milestone.
a. If activities were imported from a Primavera schedule, S indicates a Start Milestone and F indicates a Finish Milestone. For
activities imported from a Microsoft Project schedule, Y indicates the activity is a Milestone.
7) Click the Percent Method drop-down and select a Percent Complete Method. If the drop-down is left blank, the default Percent
Complete Method is MAN or Manual.
8) Click in the Percent Complete box and enter a Percent Complete that equates to the activity's current physical progress. This box is
only enabled if the Percent Complete Method is set to MAN.
9) The Imported Percent complete box is read-only and populated with a P6 Schedule that is imported, when the Percent Complete
Method is set to IMP or Import.
Note that the Percent Method and Imported Percent features are disabled unless the User has a SCHPC license option.
10) Click in the Weight box and enter a Progress Weight, which is a numerical value used to calculate the progress on Control Accounts
that are cross-referenced to Schedule Activities.
a. When importing a resource-loaded schedule, weighting is assigned to either the Activities-Control Account cross-reference
subpane or the Activities data pane depending on the import options selected.
11) Click the Curve ID drop-down and select a Time Phased Data Curve which defines how Costs, Hours, and Quantities budgeted and
forecast data will be spread when this Activity is linked to a Control Account. If the Curve ID is left blank, an EVEN spread will be used
for time phasing the Activity. User-defined or system-defined Curves can be assigned. The table is a list of the system-defined
algorithms and a description of how they spread hours and cost across time:
"blank" Will default to EVEN.

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Note that the Control Account's Curve ID must be set to ACTIVITY in order to spread budget and forecast data using the Curve
ID assigned to an Activity.
1) Click in the Schedule Dates boxes and enter the Early Start, Early Finish, Late Start, and Late Finish Dates that apply to the Activity.
The Early dates indicate the earliest dates the activity can start and finish. The Late dates indicate the latest dates the activity can
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start and finish. These dates are used in several PRISM processes including being transferred to Control Accounts in order to time
phase budgets.
a. Baseline - these are the Baseline or Original Schedule Dates.
b. Approved - these are the Approved Schedule Dates, which is the Baseline Schedule with Approved Schedule Changes included.
c. Control - these are the Control Schedule Dates, which is the Baseline Schedule with Control Schedule Changes included.
d. Current - these are the Current Schedule Dates, which is the Current or Working Schedule which represents the actual
completion of work and forecast of scheduled work.
Control Account Cross-reference (Schedule Activities)

The Schedule Activities-Control Account Cross-reference subpane is used to cross-reference Schedule Activities to Control Accounts. This is
necessary for utilizing schedule dates, resource budgets, and progress information for developing baselines, tracking progress, and forecasting
data.
You can manually create and delete cross-references of Schedule Activities to Control Accounts. However, this is time consuming and there
are more efficient approaches to making these cross-references. For instance, when importing a schedule, the Create Account X-ref (see
"Create Account Cross-ref" on page 713) utility allows you to globally create the cross-reference between Schedule Activities and Control
Accounts. You can even generate new Control Accounts automatically based on Schedule Activity coding.
Data entered in the Schedule Activity data pane is used to populate data in this subpane. The Control Account ID, Account Description, %
Complete, and Schedule Dates are displayed in a read-only format. A Cross-reference Weight field is also displayed but is not read-only. A
Cross-reference Weight value entered in this field will supersede the Progress Weight assigned in the Schedule Activities data pane. Weighting
is useful for many reasons.
The relationship of Schedule Activities to Control Accounts is many-to-many meaning one Schedule Activity can be assigned to several Control
Accounts and several Schedule Activities can be assigned to one Control Account.
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When Activities are cross-referenced to Control Accounts in the Schedule Activities-Control Accounts subpane, this same linkage is displayed
in the Control Accounts-Schedule Activities subpane.
To Enter and View Schedule Activity to Control Account Cross-references:

2) Locate a Schedule Activity.
3) Click the Control Account Cross-reference subpane tab.
4) Click the Add Record icon, select one or more Control Account IDs, and click OK. The Description cell displays the Control Account
Description.
5) If you need to supersede the Progress Weight value assigned to the Schedule Activity, click in the Cross-reference Weight cell and
enter a Weight Value.
6) The % Complete cell displays the Activity's Percent Complete.
7) The Early Start, Early Finish, Late Start, and Late Finish Schedule Dates for the Baseline Schedule, Approved Schedule, Control
Schedule, and Current Schedule are displayed.
Resource Assignments (Schedule Activities)

There are four Schedule Activities-Resource Assignments subpanes; Baseline Resources, Approved Resources, Control Resources, and
Current Resources. These subpanes are used to manually enter and view Resource Assignments associated with a Schedule Activity. The
Quantity/Hours and Cost values for both the Budget and EAC are entered.
A separate subpane is available for the Baseline, Control, Approved, and Current Resources because each schedule (Baseline, Control,
Approved, and Current) could conceivably have different resource loading.
Typically, Activities and their associated Resources are imported from a Resource-Loaded Schedule. It would be highly unusual to enter
Resource Assignments manually.
An external schedule can contain both EAC and ETC data. By default, the EAC is imported. However, you can choose to import the ETC instead.
The Estimate Type field indicates if the resources imported reflect either EAC or ETC values.
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Note that Resources data imported from a Schedule lumps both Quantity and Hours together. Therefore, PRISM combines
Quantity and Hours data together in a single field. The Control Element that the Resource is assigned to in the Resources data
pane distinguishes whether the imported value is Quantity or Hours data.
To Enter and View Resource Assignments:

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3) Click either the Baseline Resources, Control Resources, Approved Resources, or the Current Resources subpane tab.
4) Click the Add Record icon, select one or multiple Resource IDs, and click OK. The Resource Description cell displays the Resource
Description as defined in the Resources data pane. The Unit cell displays the Resource Unit as defined in the Resources data pane.
5) Click the Control Account ID drop-down and select a Control Account to assign the Resource against.
6) Click in the Qty-Hour Budget cell and enter the Resource Budget value in terms of Quantity or Hours.
7) Click in the Cost Budget cell and enter the Resource Budget Cost value.
Engineering Account Cross-reference (Schedule Activities)

The Schedule Activities-Engineering Account Cross-reference subpane is used to cross-reference Schedule Activities to Engineering Accounts
in the Engineering package. This is necessary for utilizing schedule dates and progress information for developing baselines, tracking progress,
and forecasting data.
Data entered in the Schedule Activity data pane is used to populate data in this subpane. The Engineering Account ID, Account Description, %
The relationship of Schedule Activities to Engineering Accounts is many-to-many meaning one Schedule Activity can be assigned to several
Engineering Accounts and several Schedule Activities can be assigned to one Engineering Account.
When Activities are cross-referenced to Engineering Accounts in the Schedule Activities-Engineering Accounts subpane, this same linkage is
displayed in the Engineering Accounts-Schedule Activities subpane.

3) Click the Engineering Account Cross-reference subpane tab.
4) Click the Add Record icon, select one or more Engineering Account IDs, and click OK. The Description cell displays the Engineering
Account Description.
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User Guide
Progress Accounts Cross-reference (Schedule Activities)

The Schedule Activities-Progress Account Cross-reference subpane is used to cross-reference Schedule Activities to Progress Accounts in the
Field Management package. This is necessary for utilizing schedule dates and progress information for developing baselines, tracking progress,
and forecasting data.
Data entered in the Schedule Activity data pane is used to populate data in this subpane. The Progress Account ID, Account Description, %
The relationship of Schedule Activities to Progress Accounts is many-to-many meaning one Schedule Activity can be assigned to several
Progress Accounts and several Schedule Activities can be assigned to one Progress Account.
When Activities are cross-referenced to Progress Accounts in the Schedule Activities-Progress Accounts subpane, this same linkage is
displayed in the Progress Accounts-Schedule Activities subpane.

3) Click the Progress Account Cross-reference subpane tab.
4) Click the Add Record icon, select one or more Progress Account IDs, and click OK. The Description cell displays the Progress Account
Description.
Resources
The Resources data pane is used to create Resources and cross-reference each Resource to a Quantity or Hours Element and to a Cost
Element. This cross-reference is not automatically created when a schedule is imported. This cross-reference is necessary to transfer Budget,
Estimate at Completion, or Estimate to Complete data from Resources to Control Accounts which is useful for creating and updating the
baseline and forecast. You would use the Calculate Budget/EAC from Resources (see "Budget/EAC From Resources" on page 404) calculation
to perform this transfer.
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Typically, resource data is imported from a Resource-Loaded Primavera or a Microsoft Project schedule into PRISM in order to populate this
data pane.
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If the imported schedule is resource-loaded with hours only, and you want PRISM to calculate the budgeted and forecast costs, you can
assign a Category ID (see "Enterprise Categories" on page 275) to the Resource. Categories are assigned Multipliers (on page 287) which
utilize Indirect Cost Multipliers to calculate the direct and indirect costs. Hours assigned to a Resource in the Schedule Activities-Resource
Assignments subpanes are multiplied by the Category's Bare Cost Rate and Multiplier to calculate these costs.
You can also calculate labor resource costs on Control Accounts by multiplying the resource hours by a Time and Materials Rate. The standard
and alternative Time and Materials Rates are defined in the Categories-Rates by Reporting Period subpane. The standard rate is always used
unless you select an alternative Time and Materials Rate for any Budget Plan or ETC Plan record.
To Enter Resources:
1) Select Cost Management > Schedule > Resources.
3) Click in the Resource ID box and enter a Resource ID.
4) Click in the Description box and enter a Resource Description.
5) Click in the Quantity Unit box and enter the Unit for the Resource. Once assigned, it will not be overwritten from subsequent
schedule imports.
6) Click the Qty-Hours Element ID drop-down and select either an Hours Element or a Quantity Element. Once assigned, it will not be
overwritten from subsequent schedule imports.
7) Click the Cost Element ID drop-down and select a Cost Element. Once assigned, it will not be overwritten from subsequent schedule
imports.
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8) Click the Category ID drop-down and select a Category ID, if you want PRISM to calculate the direct and indirect costs.
9) If you plan to use alternative Time and Materials Rates to calculate costs on Control Accounts, click the Alternative Time and
Materials Rate drop-down and select a Time and Materials Rate Label.
a. Only the Time and Materials Rate Labels defined in Enterprise Settings (on page 304) are displayed.
b. Time and Material Rates are defined in the Categories-Rates by Reporting Period (see "Rates By Enterprise/Reporting Period
(Categories)" on page 276) subpane.
Activity Assignments (Schedule Resources)

There are four Resources-Activity Assignments subpanes; Baseline Activities, Approved Activities, Control Activities, and Current Activities.
These subpanes are used to assign Activities to a Resource and a Control Account. In addition, the Quantity/Hours and Cost values for both
the Budget and the Estimate are entered.
A separate subpane is available for the Baseline, Approved, Control, and Current Activities because the Baseline Schedule could conceivably
have different resource loading as compared to the Approved Schedule, the Control Schedule, and the Current Schedule.
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Typically Resources and their associated Activities are imported from a Resource-Loaded Schedule. It would be highly unusual to enter Activity
Assignments manually.
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Note that Resources data imported from a Schedule lumps both Quantity and Hours together. Therefore, PRISM combines
Quantity and Hours data together in a single field. The Control Element, that the Resource is assigned to in the Resources data
pane, distinguishes whether the value imported is quantity or hours data.
In order to add a record to these subpanes, you must select an existing Resource. Multiple Activities can be added, as necessary.
To Enter and View Activity Assignments:

1) Select Cost Management > Schedule > Resources.
2) Locate a Resource.
3) Click either the Baseline Activities, Approved Activities, Control Activities, or the Current Activities subpane tab.
4) Click the Add Record icon, select one or more Activity IDs from the picklist, and click OK. The Activity Description cell displays the
Activity Description as defined in the Activities data pane.
5) Click the Control Account ID drop-down and select a Control Account to assign the Resource against.
6) Click in the Qty-Hour Budget cell and enter the Resource Budget value in terms of Quantity or Hours.
7) Click in the Cost Budget cell and enter the Resource Budget Cost value.
Calculations (Cost Management)

The Calculations ribbon group on the Cost Management tab is where commands for accessing the forms for performing calculations and data
processing are found.
Calculate Control Account Totals

The Calculate Control Account Totals feature is used to globally calculate the totals data on Control Accounts after the data have been
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entered or modified in various tables in PRISM . This calculation is generally run each Reporting Period after data is entered or modified and
prior to using the Spread Time Phased Data calculation.
By default, this feature calculates the following three sets of data. You can choose to not calculate any one of them, however, calculating all
three does not have any adverse affects.
 Actuals
 Commitments
 Progress and Time Phased Data
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Data from various sources can be copied to Control Accounts. The copying process can be controlled individually as to which of the five fields
are populated:
 Baseline Budget
 Approved Budget
 Control Budget
 Financial Budget
The data can be populated in those fields from the following sources:
 Budget Details
 Staffing Plans
 Budget/EAC Changes
 User-defined Amount Transactions
 Estimate at Completion Calculation - a calculation which replaces data previously entered in the Estimate at Completion.
Estimate at Completion = Actual to Date / Percent Complete
This calculation is not recommended because it does not take into account the many variables that can affect the forecast. Typically,
changes to the Estimate at Completion are manually entered against each Control Account, either in the Control Accounts-Control
Elements subpanes or by using the Budget/EAC Changes data pane. The second method maintains an audit trail of Estimate at
Completion changes.
 Engineering Accounts - engineering hours can be used to also calculate costs on Control Accounts.
 Progress Accounts - field quantities and hours can be used to also calculate costs on Control Accounts.
Note that if the data source for a Control Account is changed after the calculation is run; the existing data will be replaced. For
example, if you calculate the Approved Budget using Budget Detail data, if the same Control Accounts are re-calculated using
Staffing Plan data, the Staffing Plan with overwrite the Budget Details data on the Control Accounts.
To Calculate Control Account Totals:

1) Select Cost Management > Calculations > Calculate Account Totals.
2) By default, the Actual Totals check box is enabled. Data in the Control Accounts-Control Elements subpanes are modified.
a. Actual and accrual data in the Period Actuals data pane is transferred to the Period field.
b. Incurred data in the Period Actuals data pane is transferred to the Incurred field.
c. Actual to Date values are recalculated: Period Actuals + Previous Actual to Date
d. Open Commitments, Commitments to Date, and ETC values are updated depending on how the commitments settings are
defined.
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3) By default, the Commitment Totals check box is enabled. Data in the Control Accounts-Control Elements subpanes are modified. The
commitment options selected will affect how commitment values are calculated.
a. Commitment data in the Commitments data pane is transferred to the Open Commitment field if the Open Commitments option
is set in the Cost Management Settings form.
b. Commitment data in the Commitments data pane is transferred to the Commitment to Date field if the Total Always
Commitments option is set in the Cost Management Settings form.
c. Open Commitments or Commitments to Date values and the ETC value are updated depending if the Total If Commitment Exists
option is set in the Cost Management Settings form.
Note that if the Commitment setting in the Cost Management Settings form is assigned to Totals from Purchase Orders and
Contracts, then this calculation also deletes any Commitment records that were previously transferred from the Procurement or
Contracts packages, and then it transfers all of the current Commitment data from those packages to the Control Accounts.
Commitment Totals are then calculated. This process does not affect any Total Commitments that were imported or manually
entered.
4) By default, the Progress and Time Phased Data check box is enabled. Data in the Control Accounts data pane, Control
Accounts-Control Elements subpanes, and the Control Accounts-Time Phased Data subpanes are modified.
a. Percent Complete for the Reporting Period is calculated based on the Percent Complete Method assigned to the Control
Account. This is found in the Control Accounts data pane.
b. Earned value for the Reporting Period is calculated. This is found in the Control Accounts-Control Elements subpanes: Percent
Complete x Budget at Completion
c. Period data for Earned Value and Commitment data is calculated and added to the Control Accounts-Time Phased Data
subpanes, as well as adding Period Actual data.
5) If Control Account IDs are entered in the Budget Details data pane but do not have matching Control Account IDs in the Control
Accounts data pane, and you want those Control Accounts to be added when calculating Control Account totals, then check the
Create Missing Control Accounts checkbox. Note that a Filter must not be applied in order for this option to be available.
6) Click in the Data Date box and enter a Date. This is only necessary if you want the Data Date displayed in Cost Management Reports
to be something other than the default header, which is the Title of the current Reporting Period.
7) Click each of the five drop-downs; Baseline Budget, Approved Budget, Control Budget, Financial Budget, and Estimate at
Completion. Choose one of the following selections to modify data in the Control Accounts-Control Elements subpane as described
below:
a. No Action - No action is taken, which is the default setting.
b. Use Budget Detail Data - Budget Details-Cost Element values in the Budget Details data pane that are cross-referenced to
Control Accounts-Control Elements, and are not assigned to a Change ID, are transferred to the Control Accounts. This option is
usually used when creating the Baseline Budget. At the same time, the Approved Budget, Control Budget, Financial Budget, and
Estimate at Completion should use this same option so that the same values are transferred into these fields, so that all budgets
and the forecast are equal at the time the project's baseline is developed.
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c. Use Staffing Plan Budget Data - Budget Plan data entered in the Plans-Budget Plan subpane is applied to the Control Accounts'
Baseline Budget, Approved Budget, Control Budget, and/or Financial Budget. Plan Hours and Bare Cost data are calculated as
follows to derive the Extended Cost applied to Control Accounts-Cost Elements. This option is available to all drop-downs except
the Estimate at Completion drop-down.
Labor Hours x Time and Materials Rate = Extended Cost (on Time and Materials contracts)
Labor Hours x Base Rate x Indirect Cost Multiplier = Extended Cost (on Cost Plus contracts)
ODC Bare Cost x Indirect Cost Multiplier = Extended Cost
d. Use Actuals + Staffing Plan ETC Data - Estimate to Complete Plan data entered in the Plans-ETC Plan subpane is added to the
Control Account's Actuals Data and applied to the Control Accounts' Estimate at Completion. Plan Hours and Bare Cost data is
calculated as described in Step 6.c. This option is only available to the Estimate at Completion drop-down.
e. Use Change Management Data - The summarized values of all Change data entered in the Budget/EAC Changes-Account
Breakdown subpanes that are cross-referenced to Control Accounts is added to the Control Accounts' Baseline Budget in order
to calculate the Approved Budget, Control Budget, Financial Budget, and/or Estimate at Completion. This option is available to all
drop-downs except for the Baseline Budget drop-down.
 The calculation deletes the existing Estimate at Completion, Approved Budget, and Control Budget and adds the Change
values to the Baseline Budget.
 The Change Status (on page 273) assigned to each Change also determines which budget or estimate at completion value is
affected.
 You can use this option to modify the Estimate at Completion if you want an audit trail. It is best not to mix manual Estimate
at Completion modifications with calculated Estimate at Completion modifications entered in the Budget/EAC Change data
pane.
 If the Escalation option in the Cost Management Settings (on page 414) is enabled, and if the Baseline Budget on a Control
Account is indicated as having been escalated, then the Change is assumed to be escalated. In this case, the calculated data
type; Approved Budget, Control Budget, and/or Estimate at Completion, will be assigned an indicator, which is used to tag
the cost values that are calculated.
The Escalation field in the Control Accounts-Cost Elements subpane is where this indicator is applied as an alpha character:
 E - Estimate to Complete
This process assumes the Budget/EAC Changes are escalated.
If the Baseline Budget does not have this indicator applied when the Budget/EAC Changes are calculated for any of the other
data types, then the Escalation indicator is removed from these data types, indicating that they do not have escalation
applied. This process assumes the Budget/EAC Changes are not escalated.
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f. Use CM without Baseline - The summarized values of all Change data entered in the Budget/EAC Changes-Account Breakdown
subpanes that are cross-referenced to Control Accounts are transferred. These values do NOT get added to the Baseline Budget,
consistent in the Use Change Management Data option. This option is only available for the Control and Financial Budgets
drop-downs.
g. Use Actuals to Date / Percent Complete - This option is available only for modifying the Estimate at Completion and is not
necessarily recommended. Typically, the Estimate at Completion should be manually adjusted as opposed to being calculated.
However, the calculation is available and the Estimate at Completion is calculated as such:
Actual To Date / Percent Complete = Estimate at Completion.
 This calculation is not applied on a Control Account if the Actual to Date or the Percent Complete are equal to zero.
 This calculation is not applied to Quantity Control Elements when the Control Account's Percent Complete Method is set to
QAE or QTE.
 This calculation is not applied to Hours Control Elements when the Control Account's Percent Complete Method is set to HAE
or HTE.
 This calculation is not applied to Cost Control Elements when the Control Account's Percent Complete Method is set to CAE
or CTE.
h. Use Engineering Hours - The summarized Hours of all the Engineering Accounts that are cross-referenced to Control Accounts
are transferred to the Control Accounts.
 The Hours Element and the Cost Element options in the Engineering Settings form need to be defined in order for Hours to
be transferred and for Cost Elements to be created.
 The Engineering Account's Approved Budget Hours are transferred into the Control Account's Approved Budget.
 Once the calculation is run, the Cost Elements are generated and the costs are calculated based on the Labor Category ID
assigned to the Engineering Account. If a Labor Category ID is not assigned to an Engineering Account, the ETC Rate for the
Control Element is used.
 The cost for the Baseline Budget, Approved Budget, and Control Budget Cost is calculated as Labor Category Rate x
Engineering Account Budgeted Hours.
i. Use Field Management Data - The summarized Quantities and Hours of all the Progress Accounts that are cross-referenced to
Control Accounts are transferred to the Control Accounts.
 The Quantity, Hours, and Cost Element options in the Field Management Settings form must be defined in order for
Quantities and Hours data to be transferred to the Control Accounts and for Cost Elements to be created.
 The Progress Account's Approved Quantities and Hours are transferred into the Control Account's Approved Budget.
 The Progress Account's Approved Quantities are transferred to the Control Accounts-Quantity Elements subpane.
 Once the calculation is run, the Cost Elements are generated and the costs are calculated based on the Cost Per Quantity and
Labor Category ID assigned in the Progress Accounts-Cost Rates subpane. If a Labor Category ID is not assigned to the
Progress Account, the ETC Rate for the Control Element is used.
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 The Cost Per Quantity is calculated as Cost Per Quantity Rate x Approved Budget Quantities and transferred to the Control
Accounts-Cost Element subpane as the Cost Element ID From Quantity.
 The Labor Category ID is calculated as the Category ID's Time and Materials Rate x the Approved Budgeted Hours.
8) Check the User-defined Amount Transactions checkbox for each User-defined Amount you wish to calculate. The Control
Accounts-Control Elements subpanes (see "Control Elements (Control Accounts)" on page 323) are updated with data from the
Control Accounts-Amount Transactions subpane (see "Amount Transactions (Control Accounts)" on page 340) or from the
User-defined Amount Calculations found on the Cost Management Settings (on page 414) form.
a. These checkboxes are only available if the User-defined Amount labels are defined in the Cost Management Settings form.
b. If the Rebaseline Utility (see "Rebaseline" on page 698) is enabled, and if User-defined Amount fields are assigned as
Reprogramming Adjustment Storage fields in the Rebaseline form, then those User-defined Amount fields will not be available to
be calculated.
10) Click OK.
Commitment Option Affects on Commitment Calculations

When maintaining a Commitment log you only want to enter commitment data for Control Accounts that have Purchase Orders or Contracts
associated with them. You should not have to track commitments for your company's labor, travel, or minor material purchases.
The committed values for these types of items are equal to Actual to Date values. This is due to the fact that if your project is halted, it is only
obligated to pay the costs through the current period of work. There are no contractual obligations requiring your project to pay more than
the current actual costs.
In the Cost Management Settings (on page 414), the Commitments option affects how commitment data is calculated and applied in the
Commitments data pane and in the Control Accounts' Performance, Control Elements, and Time Phased Data subpanes. The table below
indicates the radio button selections and the affect each has on the Commitment to Date.
Radio Buttons Data Calculated in Commitments to Date
Open Actuals to Date + Commitments

Total Always Commitments
Total if Commitment Exists Commitments (if entered); otherwise Actuals to Date
Total from Purchase Orders and Contracts Commitments
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Spread Time Phased Data

The Spread Time Phased Data form is primarily used to globally distribute each Control Account's Cost, Hours, and Quantity values found in
the Control Accounts-Control Elements subpanes across the range of schedule dates assigned to each Control Account. Control Element data
spread is based on the working days in each Reporting Period and the Distribution Curves assigned to each Control Account. The Baseline
Budget, Approved Budget, Control Budget, Financial Budget, Earned Value, and Actual/ETC data is distributed in the Control Accounts-Time
Phased Data subpanes.
By default, the Baseline Budget, Approved Budget, Control Budget, and Financial Budget are distributed from the current Reporting Period
forward using the Schedule Dates. By default, the spreading of data begins at the current period forward. You can choose to distribute these
budgets starting at an earlier Reporting Period. This is usually done when changes to the baseline are entered later than when they were
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approved. PRISM will calculate the amount of budget to spread by subtracting the budget value in the early Reporting Periods not being
spread from the total budget. This is referred to as the remaining budget.
The Estimate to Complete and Earned Value are distributed from the period after the current Reporting Period using the Current Early Dates.
You can choose to distribute these starting at the current Reporting Period, but this will overwrite any Period Actuals and the current Period's
Earned Value.
If Budget/EAC Changes are assigned their own Schedule Dates and Distribution Curves, there is an option to spread the data using the
change-specific time phasing. This calculation essentially time phases each Budget/EAC Change and layers that spreading on top of the Control
Account's Baseline Budget time phasing to populate the Approved Budget, Control Budget, and/or Estimate to Complete.
Note that this spreading does not occur if the Distribution Curve assigned to a Control Account's Budgets or Estimate to Complete
is set to Manual, Plan, or None.
This calculation can also be used to spread Commitment data into future Reporting Periods. The Commitment Forecast totals in the Control
Accounts-Commitment subpane or the Commitments table can be spread if the Commitment is set to forecast. The Reporting Period assigned
to each forecast commitment determines which Reporting Period the value is applied to. The Reporting Period must be set to a future
Reporting Period in order for the calculation to work.
This calculation also provides a means for spreading Funding values that are defined in the Funding Sources-Project/Account Breakdown
subpane across Control Accounts in the Control Accounts-Time Phased Data subpanes. The Post Date assigned to each Funding value
determines the Reporting Period the value is applied to.
This calculation can also spread Cash Flow values that are defined in the Cost Management Settings (on page 414) across Cost Elements in
the Control Accounts-Time Phased Cost subpane. This calculation only affects Cost Elements that have been defined to track Cash Flow.
In addition, User-defined Amount Transactions entered in the Control Accounts-Amount Transaction subpane can be spread in the Control
Accounts-Time Phased Data subpanes. You can choose how to spread each User-defined Amount.
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The table below summarizes for each Data item that can be spread, which dates are used for spreading the data, which time phased data
distribution curves are used to spread the data, and the default and the earliest starting periods where the spreading of data begins:
Data to be Spread Dates used for TPD Curves used for Spreading Data Default Starting Period / Earliest Starting Period
Spreading Data
Baseline Budget Baseline Early Dates Baseline Curve Current period / First period
Approved Budget Approved Early Dates Approved Curve Current period / First period
Financial Budget Approved Early Dates Approved Curve Current period / First period
Approved Late Budget Approved Late Dates Approved Curve Current period / First period
Control Budget Control Early Dates Control Curve Current period / First period
Earned Value Current Early Dates Estimate to Complete Curve Period after current period / Current period
Estimate to Complete Current Early Dates Estimate to Complete Curve Period after current period / Current period
Commitment Forecast Commitment Period Based on Commitment Period Based on Commitment Period
Funding Funding Post Dates Based on Funding Post Dates Based on Funding Post Dates
Cash Flow Based on Settings Estimate to Complete Curve Based on Settings
User-defined Amounts Selected Based on Selection Based on Selection
There are a few other options available with this calculation. One option allows you to globally assign distribution curves to Control Accounts.
Another option allows you to transfer Schedule Dates from the Schedule Activities data pane to the Control Accounts data pane.
To Calculate Time Phased Data:

1) Select Cost Management > Calculations > Spread TPD.
Note that this menu item is disabled if Reporting Periods are not defined for the project.
2) Check the Spread Data checkbox to distribute any of the five types of data; Baseline Budget, Approved Budget, Control Budget,
Financial, Earned Value, Actual/ETC. For each data type selected, click the Start Period drop-down and select a Reporting Period
from when the time phasing of data begins. Prior period distributions are not affected.
a. At the beginning of the project, all data types to be used should be checked and the Start Period set to the first Reporting Period
in order to generate a performance measurement baseline where the time phased data is equal for all data.
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b. The four Budget fields Start Period setting defaults to the current Reporting Period, but can be changed to any Reporting Period.
The Earned Value and the Actual/ETC Start Period setting defaults to the period after the current Reporting Period. They can be
modified to as early as the current Reporting Period or any later period. If you do calculate over the current Reporting Period for
the Earned Value or the Actuals/ETC, you can always reset the calculated values by rerunning the Calculate Control Account
Totals calculation.
c. If any budgets or schedule dates are modified the specific data type should be respread.
d. The Actuals/ETC is used to spread the Estimate to Complete. This is because the total Estimate to Complete is calculated by
subtracting the Actuals to Date from the Estimate at Completion. Since the Actuals to Date typically increase each Reporting
Period, then the ETC changes as well. If the Estimate to Complete is not re-spread each month, the sum of the time phased
Actuals/ETC may not match the total Estimate at Completion.
Note that you can also choose to spread the Earned Control Value and the Earned Financial Value if you have entered amounts
for those two budgets on the project. These options must be checked to spread the Earned Value for these two budgets.
3) Check the Spread using Change Data checkbox if you want to time phase the Approved Budget, Control Budget, and/or the Estimate
at Completion based on change-specific time phasing.
a. The Budget/EAC Changes must have Schedule Dates and Distribution Curves assigned.
b. The Budget/EAC Change values are spread across time and then added to the Control Account's Baseline Budget time phased
data.
c. Change data is not spread on a Control Account's Budgets or Estimate to Complete if the Control Account's Distribution Curves
are set to Manual, Plan, or None.
4) Check the Put Unspreadable Data in Start Period checkbox to place any values in the Start Period that cannot be spread.
Unspreadable data means that a portion of a total value, such as the Approved Budget, cannot be distributed in the Control
Accounts-Time Phased Data subpanes. This would cause the total values in the Control Account-Performance subpane to not match
the sum of the time phased data.
a. Two conditions must occur to cause unspreadable data:
 The total value of the item being spread is not equal to the sum of the spread before the selected Start Period, and
 The Control Account's Finish Date is before the selected Start Period or the Control Account's Start Date is after the Project's
last Reporting Period.
b. If this option is not enabled, there is a possibility that the sum of the budgets and/or ETC/EAC spreads may not equal the total
values in the Control Accounts-Performance subpane.
5) Check the Put Negative Data in Start Period checkbox to place any negative values in the Start Period. Negative values are generated
when a Change reduces the total Approved Budget below the sum of the previous periods Approved Budget, or the Actuals are
greater than the EAC.
6) Check the Replace Existing Curves checkbox if distribution curves are already assigned to Control Accounts and you want the Default
Curve to replace the existing distribution curves.
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a. If an external schedule is imported into PRISM and there is a mismatch between the Schedule Dates and the Reporting Periods,
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PRISM will handle this problem a bit differently:
 If the Schedule Start and Finish Dates are before the Reporting Period dates, then the data is lumped into the first Reporting
Period.
 If the Schedule Dates start prior to the Reporting Periods but overlap with the Reporting Periods, the data is spread across
the common periods.
 If the Schedule Start and Finish Dates are after the Reporting Period dates, then the data is lumped into the last Reporting
Period.
b. If the Financial Budget is selected in Step 2 to be spread, and the Approved Budget has not been selected, this feature will not
cause the Approved Budget distribution curve to be changed.
7) Click the Default Curve ID drop-down and select a Distribution Curve. The Default Curve selected is assigned to Control Accounts
distribution curves if no curve is currently assigned. Which distribution curves are assigned depends on which Spread Data
checkboxes are selected in Step 2.
a. If the Financial Budget is selected in Step 2 to be spread, and the Approved Budget has not been selected, this feature will not
cause the Approved Budget distribution curve to be changed.
8) Click in the Percent Float box and enter a Percentage value which is used to determine which Schedule Dates are used for distributing
the Estimate to Complete and the Earned Value.
a. By default, this is blank which equates to 0%. This indicates that Early Dates are used.
b. If 100% is entered, then the Late Dates are used.
c. If a percentage ranging from 1% to 99% is entered, then a linear equation calculates the dates between the Early Dates and the
Late Dates relative to the percentage entered.
9) Check the Commitment Forecast checkbox to spread Commitments that are assigned as Forecast to Control Accounts in either the
Control Accounts-Commitments subpane or the Commitments table. The Commitment must be assigned a future Reporting Period in
order for the Commitment to be forecasted to future Reporting Periods.
10) Check the Funding checkbox to spread the Funding Amounts that are assigned to Control Accounts using the Funding
Sources-Account Assignments subpane or the Control Accounts-Breakdown subpane. Funding Amounts are assigned to Reporting
Periods based on the Post Date.
DO NOT use this option if you have manually entered Funding data in the Control Accounts-Time Phase Data subpanes.
11) Check the Cash Flow checkbox to spread Cash Flow amounts that are assigned to Cost Elements. Cash Flow amounts are assigned to
Reporting Periods and spread based on the durations and the percentage amounts defined in the Cost Management Settings (on
page 414) form.
12) Click the User-defined Amounts drop-down for each User-defined Amount that you want to spread. These drop-downs are only
available for the User-defined Amount labels defined on the Cost Management Settings (on page 414) form. The Control
Accounts-Time Phased Data subpane uses total values from the Control Accounts-Amount Transactions subpane. The drop-down
settings determine how the data is spread, which includes:
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a. None - this is the default setting; the User-define Amount Transactions are not spread.
b. Baseline - spread based on the Baseline Budget Curve assigned to a Control Account, the Control Account's Baseline Early Dates,
and the defined Reporting Periods/Work Days. The spread begins at the Start Date assigned to the Spread Baseline Budget.
c. Approved - spread based on the Approved Budget Curve assigned to a Control Account, the Control Account's Approved Early
Dates, and the defined Reporting Periods/Work Days. The spread begins at the Start Date assigned to the Spread Approved
Budget.
d. Control - spread based on the Control Budget Curve assigned to a Control Account, the Control Account's Control Early Dates,
and the defined Reporting Periods/Work Days. The spread begins at the Start Date assigned to the Spread Control Budget.
e. Financial - spread based on the Approved Budget Curve assigned to a Control Account, the Control Account's Approved Early
Dates, and the defined Reporting Periods/Work Days. The spread begins at the Start Date assigned to the Spread Financial
Budget.
f. ETC - spread based on the ETC Curve assigned to a Control Account, the Control Account's Current Early Dates, and the defined
Reporting Periods/Work Days. The spread begins at the Start Date assigned to the Spread Actual/ETC. The % Float for ETC
selection also affects the calculation in the manner described in Step 3.
g. Transactions - spread based on the Post Dates assigned to each User-defined Amount Transaction.
Note that if the Rebaseline Utility (see "Rebaseline" on page 698) is enabled, and if User-defined Amount fields are assigned as
Reprogramming Adjustment Storage fields in the Rebaseline form, then those User-defined Amount fields will not be available
to be calculated.

14) Click OK.
Budget/EAC From Resources

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If you have imported a Resource-loaded schedule into PRISM , you can utilize the Calculate Budget/EAC from Resources calculation to apply
Budget data and Estimate at Completion data to the Control Accounts, as well as, time phasing the data. Usually, this calculation is performed
one time when the project is first baselined. This is a very useful calculation if you have imported a resource-loaded schedule because it
eliminates the need to import Budget Details from an estimate.
This calculation transfers Activities-Resource Assignments' Cost, Hours, and Quantity values to the Control Accounts-Control Elements
subpanes. In addition, the Baseline Budget, Approved Budget, Control Budget, Financial Budget, Earned Value, and Estimate at Completion
data is distributed in the Control Accounts-Time Phased Data subpanes.
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Note that a Resource-loaded schedule must be imported into PRISM and Resources must be cross-referenced to Control
Elements in order for this calculation to be available.
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By default, the Baseline Budget, Approved Budget, Control Budget, and Financial Budget are distributed from the current Reporting Period
forward using the Schedule Dates. By default, the spreading of data begins at the current period forward. You can choose to distribute these
budgets starting at an earlier Reporting Period. This is usually done when changes to the baseline are entered later then when they were
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approved. PRISM will calculate the amount of budget to spread by subtracting the budget value in the early Reporting Periods not being
spread from the total budget. This is referred to as the remaining budget.
The Estimate at Completion and Earned Value is distributed from the period after the current Reporting Period using the Current Early Dates.
You can choose to distribute these starting at the current Reporting Period but this will overwrite any Period Actuals or calculated Earned
Value for the current period.
When running this calculation, you can create Control Accounts if Control Account cross-references exist in the Control Accounts-Schedule
Activities Cross-references subpane.
WARNING: This calculation can be run during project execution; however, this would be very unusual. It would mean that
Estimate at Completion quantities and costs would have to be maintained in the project schedule, which is rarely done.
If the Resource-loaded schedule does not include costs or if you want to override the labor and/or non-labor costs from the schedule, Rates
and Multipliers (on page 85) can be used to calculate costs on Control Accounts. For labor costs to be calculated:
 Calculate Labor Costs option must be enabled.
 Resources must have a Category ID, Quantity/Hour Element ID, and Cost Element ID defined.
 Labor Rate Type must be assigned to each Control Account or the Default Labor Rate Type in Cost Management Settings must be
defined
Labor costs are calculated by multiplying the hours by bare rates and the cost multipliers when the Labor Rate Type is set to Cost Plus. They
are calculated by multiplying the hours by the time and materials rates when the Labor Rate Type is set to Time and Materials.
For non-labor costs to be calculated the Calculate Non-labor Cost Indirects option must be enabled. The bare costs are multiplied by the cost
multipliers to calculate the extended costs.
To Calculate Budget/EAC from Resources:

1) Select Cost Management > Calculations > Calculate From Resources.
2) Check one or more of the Calculate Resources checkboxes to calculate any of the six types of data; Baseline Budget, Approved
Budget, Control Budget, Financial Budget, Earned Value, and/or Estimate at Completion. For each data type selected, click the Start
Period picklist and select a Reporting Period from when the time phasing of data begins. Prior period distributions are not affected.
a. At the beginning of the project, all data types to be used should be checked and the Start Period set to the first Reporting Period
in order to generate a Performance Measurement Baseline where the time phased data is equal for all data.
b. The Start Period defaults to the current Reporting Period for the Baseline Budget, Approved Budget, Control Budget, and
Financial Budget. They can be modified to any Reporting Period.
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c. The Start Period defaults to the period after the current Reporting Period for the Earned Value and the Estimate at Completion.
They can be modified to as early as the current Reporting Period or any later period.
d. The Estimate at Completion is used to spread the Estimate to Complete. This is because the total Estimate to Complete is
calculated by subtracting the Actuals to Date from the Estimate at Completion. Since the Actuals to Date typically increase each
Reporting Period, then the Estimate to Complete changes as well. If the Estimate to Complete is not respread each month, the
sum of the time phased Actuals/ETC may not match the total Estimate at Completion.
3) Check the Calculate using Time Phased Data checkbox to distribute the budgets, Earned Value and/or the Actual/ETC from the
Resource Assignments. By default, this option is enabled. Resource Assignment values are distributed over the reporting periods
based on each Resource Assignments' Schedule Dates and Distribution Curve.
4) Check the Place Unspreadable Data In Start Period checkbox to place in the Start Period any values that cannot be spread.
Unspreadable data means that a portion of a total value, such as the Approved Budget, cannot be distributed in the Control
Accounts-Time Phased Data subpanes. This would cause the total values in the Control Accounts-Performance subpane to not match
the sum of the time phased data.
a. Two conditions must occur to cause unspreadable data:
 The total value of the item being spread is not equal to the sum of the spread before the selected Start Period, and
 The Control Account's Finish Date is before the selected Start Period or the Control Account's Start Date is after the Project's
last Reporting Period.
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 If an external schedule is imported into PRISM and there is a mismatch between the Schedule Dates and the Reporting
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Periods, PRISM will handle this problem bit differently:
 If the Schedule Start and Finish Dates are before the Reporting Period dates, then the data is lumped into the first
Reporting Period.
 If the Schedule Dates start prior to the Reporting Periods but overlap with the Reporting Periods, the data is spread
across the common periods.
 If the Schedule Start and Finish Dates are after the Reporting Period dates, then the data is lumped into the last
Reporting Period.
b. If this option is not enabled, there is a possibility that the sum of the budgets and/or Estimate to Complete/Estimate at
Completion spreads may not equal the total values in the Control Accounts-Performance subpane.
5) If Control Account IDs are entered in the Schedule Activities-Resource Assignments subpanes but do not have matching Control
Account IDs in Control Accounts data pane, and you want those Control Accounts to be added when Calculating Budgets/EAC from
Resources, then check the Create Missing Control Accounts checkbox. Note that a Filter must not be applied in order for this option
to be available.
6) By default, this calculation transfers labor cost data imported from the resource-loaded schedule to Control Accounts. Check the
Calculate Labor Costs checkbox if you want to override the cost transfer and calculate costs using Cost Plus Multipliers or Time and
Material Rates (see "Rates and Multipliers" on page 85).
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a. This only affects Resources where the Category ID is assigned to a Labor Category, the Cost Element ID is assigned to a Cost
Element, and the Qty-Hours Element ID is assigned to an Hours Element. The costs from other Resources are transferred.
b. The Labor Rate Type assigned to Control Accounts determines if Cost Plus Multipliers or Time and Material Rates are used to
calculate labor hours. If a Labor Rate Type is not assigned on a Control Account, the Default Labor Rate Type in Cost
Management Settings (on page 414) is used. If the Default option is not assigned the resource cost data from the schedule is
used.
7) By default, this calculation transfers non-labor cost data imported from the resource-loaded schedule to Control Accounts. Check the
Calculate Non-labor Cost Indirects checkbox if you want to override the cost transfer and calculate costs using Cost Plus Multipliers
(see "Rates and Multipliers" on page 85). If this option is left unchecked, the resource cost data from the schedule is used.
9) Click OK.
Calculate Budget Details

When the Budget Details are imported, the Hours Rates and Cost Rates are automatically calculated and entered in the Budget Details panes.
However, if Budget Detail data is modified, especially by using the standard Import/Export feature, it is possible to have Hours Rates and Cost
Rates that do not make sense in relation to the Quantity, Hours, and Cost totals. The Calculate Budget Details calculation is used to ensure the
Budget Details are calculated properly.
The chart below describes the function of each calculation and why the calculation is applied.
TITLE FUNCTION APPLICATION
Recalculate Budget Details to ensure total cost

Calculate Budget Detail Cost Totals Only Calculates total costs for Budget Details.
values are calculated correctly.
Calculate Hours and Costs with Rates Calculates total hours and total costs using rates. Recalculate Budget Details to ensure values
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TITLE FUNCTION APPLICATION
Qty x Hours Rate = Total Hours calculate correctly.
Qty x Cost Rate = Total Cost

Calculates rates for each Budget Detail.
Imported and manually entered Budget Details
Calculate Hour Rates and Cost Rates Total Hours / Qty = Hours Rate
may not include rates.
Total Cost / Qty = Cost Rate
Removes rates from each Budget Detail. Total hour and total
Remove Hour Rates and Cost Rates To hide rates.
cost values are not affected.
To Calculate Budget Details:

1) Select Cost Management > Calculations > Calculate Budget Details.
2) Click one of the three Calculate radio buttons to select the desired Calculation.
a. Calculate Budget Detail Cost Totals Only
b. Calculate Hours and Costs with Rates
c. Calculate Hour Rates and Cost Rates
d. Remove Hour Rates and Cost Rates
4) Click OK.
Calculate Accruals
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Typically, accruals are entered in the Actuals data pane or imported into PRISM . However, sometimes users want to use a calculation to
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automatically generate accruals. PRISM can calculate accruals and automatically enter those accruals in the Period Actuals data pane using
the Calculate Accruals calculation. Accruals are applied to Cost Elements and Hours Elements. However, they are not applied to Quantity
Elements.
The default calculation used to derive an accrual value is:
(Estimate at Completion x Percent Complete) - Actuals to Date
If the accrual calculation is used on a Control Account where the Approved Budget is equal to the Estimate at Completion, this calculation will
cause the Actuals to Date (with the accrual) to be equal to the Earned Value. This means there would be a zero Cost Variance. If the
Estimate to Complete is higher than the Approved Budget, a negative Cost Variance will be calculated.
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Warning: Be very careful using this calculation. It could yield inappropriate results.
When calculating Accruals, you have several choices:

 Element ID - option to select Hours or Cost Elements to be calculated.
 All Elements - applies accrual calculation to all Hours and Costs Elements.
 All Hours Elements - applies accrual calculation to all Hours Elements.
 Specific Hours Elements - applies accrual calculation to a single Hours Element.
 All Cost Elements - applies accrual calculation to all Costs Elements.
 Specific Cost Elements - applies accrual calculation to a single Costs Element.
 Minimum Value - option applies a filter only allowing accruals greater than the minimum value to be added to the Period Actuals
data pane.
 Budget Data - option applies a filter only allowing accruals to be calculated for a specific Budget Type or User-defined Amount.
 Accrual Type - accruals added to the Period Actuals data pane are defined as either an Actual or Incurred record.
 Delete Existing Accrual Data - accruals already added into the Period Actuals data pane will be deleted prior to the new accruals
being added. Be careful, because this will also delete Accrual Reversals.
 Calculate Negative Accruals - it is quite possible that the accrual calculation used in this process could calculate negative accruals.
However, allowing the negative accrual to be added typically does not make sense. This would mean that the Actuals entered are not
correct. It is recommended to keep this option disabled.
 Calculate Control Accounts - runs the calculation that updates Control Accounts with the Period Actuals and the Actuals to Date.
The calculated Cost and/or Hours Accruals can be previewed prior to applying those records to the Period Actuals data pane.
To Calculate Cost Accruals:

1) Select Cost Management > Calculations > Calculate Cost Accruals.
2) By default, the Element ID is set to All Elements, which means that All Cost and Hours Elements will be used in the accrual
calculation. Click the Element ID drop-down and select a specific Cost or Hours Element to only calculate accruals for that element.
Alternatively, you can select All Hours Elements or All Cost Elements.
3) Click in the Minimum Value box and enter a value from 1 to 99,999,999 to assign a minimum cost value filter.
4) Click an Accrual Type radio button; Actual or Incurred. All accrual records will be identified as either Actual or Incurred when added
to the Period Actuals data pane.
5) Click the Budget Data drop-down and select a Budget Type or User-defined Amount. Accruals will be calculated as (Budget Data Type
x Percent Complete) - Actual To Date or (Budget Data Type x Percent Complete) - Incurred To Date, depending on the Accrual Type.
6) Check the Delete Existing Accrual Data checkbox to remove any Period Actuals records where the Data Source is set to Accrual prior
to adding any new calculated Accruals. Note that this will delete any Accruals entered manually.
7) Check the Calculate Negative Accruals checkbox if negative accruals are useful. Note that this is not recommended.
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8) Check the Calculate Control Accounts checkbox to update the Control Accounts' Period Actuals and Actuals to Date with the new
accruals data.
10) Click the Preview button.
a. Review the Preview screen to review the accrual records prior to being added to the Period Actuals data pane.
b. Click the Complete Accruals icon to add the accrual records to the Period Actuals data pane.
c. Click the Cancel Accruals icon to halt the process and not allow accrual records to be added to the Period Actuals data pane.
11) Alternatively, click the Create Accruals button to bypass the Preview screen and have the accrual records added to the Period Actuals
data pane without reviewing the data.
Close Period
At the end of each reporting cycle, once all data for the period has been collected, processed, analyzed, and reported, the Reporting Period
for Cost Management data is closed using the Close Period calculation. You will need Exclusive Use and Run Process permissions, as well as
Exclusive Use of the project in order to run this calculation.
This function runs several calculations and processes as listed below:
 Control Account Totals are calculated including Actuals, Commitments, Progress and the Current Period data is spread.
 Current Reporting Period is incremented to the next Reporting Period.
 Actual data in the Actuals data pane is copied to the Control Account-Actuals History subpane. How the data is copied depends on the
Actual History Setting chosen in the Cost Management Settings form.
 Detail - all actual records are copied.
 None - no Actual History table is created or maintained.
 Accrual Reversals are generated for every Accrual in the period being closed.
 Records in the Actuals data pane are deleted except for the newly-created Accrual Reversals.
 Commitment data is affected depending on the type of commitments defined in the Cost Management Settings (on page 414) form:
 Open Commitments - all commitment records are deleted from the Commitments data pane. The Control Accounts committed
to Date values are set to equal the Actual To Date values. It is expected that a new set of Open Commitments will be imported.
 Total Commitments - the commitment records are NOT deleted from the Commitments data pane. It is expected that a new set
of Total Commitments that only includes new commitments or incremental changes to existing commitments will be imported.
 Percent Complete is copied to the Previous Percent Complete.
 Estimate at Completion is copied to the Previous Estimate at Completion.
 In a multi-currency project, the Actuals Exchange Rate is copied to the Actuals Exchange Rate History.
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When a Reporting Period is closed, PRISM performs a system-defined process for calculating and verifying data. In an effort to expedite the
process and calculation, a User can choose if and when the data is calculated and if the data is verified during Period closeout.
Warning that modifying the standard process when Closing Out a Reporting Period can speed up the process, but should be used
with extreme caution.
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The PRISM database should always be archived (see "Archive" on page 213) prior to closing the period.
Note that it is a good approach to close out the Reporting Period just prior to processing the next period. This way, if you need to
re-print current reports, the data reported is available for the current period. Alternatively, if you are using the Project Snapshot
feature, you can create a snapshot of the project when it is finalized for the period, and then close the period.
Closing the Reporting Period in the Cost Management package does not close the Reporting Period in the Engineering or Field
Management package.
To Close the Reporting Period:

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1) Archive the PRISM project.
2) Select Cost Management > Calculations > Close Period.
3) If, for any reason, the User wants to modify the standard process, uncheck one of the following options:
a. Calculate Control Account Totals Before Closing Out Period
b. Verify Data
c. Calculate Control Account Totals After Closing Out Period
4) Click OK.
Apply Escalation
You can Apply Escalation to the Baseline Budget, Approved Budget, Control Budget, Financial Budget, or Estimate to Complete cost values.
The escalation percentages by Reporting Period must first be defined in the Escalations (on page 631) data pane. The Escalations IDs must
then be assigned to the various Cost Elements (see "Control Elements" on page 600).
Once these items are defined and the Apply Escalation calculation is run, it performs the following actions to determine the Escalated Costs.
These actions account for possible differences between summarized time phased costs and cost totals:
 Current Cost - memorizes the current Cost values in the Control Accounts-Cost Elements subpane.
 Current Summarized TPD Cost - summarizes Cost values in the Control Accounts-Time Phased Cost subpane for all Reporting Periods.
 Escalated Summarized TPD Cost - applies escalation to the Cost data in the Control Accounts-Time Phased Cost subpane.
 Escalated Cost - Calculates the Cost data in the Control Accounts-Cost Elements subpane by using the calculation:
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Escalated Costs = Escalated Summarized TPD Cost + Current Costs - Current Summarized TPD Costs
The table below indicates how escalation is calculated for one Cost Element where an Escalation Percentage is assigned in the third, sixth, and
seventh Reporting Periods. It shows how the Escalation Multiplier is calculated and how it is applied to the original cost to derive the escalated
cost values for each Reporting Period.
Period Escalation % Escalation Multiplier Original Cost Escalated Cost
1 1000 1.0000 x 1000 = 1000

2 1500 1.0000 x 1500 = 1500
3 2% 1+(2/100) = 1.02 1000 1.0200 x 1000 = 1020
4 1500 1.0200 x 1500 = 1530
5 2000 1.0200 x 2000 = 2040
6 2% 1+(2/100 + 2/100) = 1.04 1500 1.0400 x 1500 = 1560
7 1% 1+(2/100 + 2/100 + 1/100) = 1.05 1000 1.0500 x 1000 = 1050
TOTAL 9500 9700
There is an Escalated field in the Control Accounts-Cost Elements and Control Accounts-Time Phased Cost subpanes that indicates which cost
data have been escalated. One or more of the alpha characters below are added to this field to indicate which data was escalated:
 E - Estimate to Complete
If you plan on using Budget/EAC Changes to update the Approved Budget, Control Budget, Financial Budget, and Estimate at Completion, then
it is suggested that you only need to escalate the Baseline Budget. This assumes the cost values of the Budget/EAC Changes are already
escalated.
Note that when escalation is applied, it is not reversible. It is highly suggested that you maintain a copy of the unescalated
Baseline Budget in a User-defined Amounts (see "User-defined Amount" on page 90) field. That way you can always reset
the Baseline Budget and re-escalate, if necessary. The Approved Budget, Control Budget, Financial Budget, and Estimate at
Completion can then be updated based on Budget/EAC Changes. If you do not use Budget/EAC Changes then you may need to
maintain copies of the Approved Budget, Control Budget, Financial Budget, and the Estimate at Completion, as well.
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By default, escalation is NOT applied to previously escalated data. However, you have an option to Force Escalation on Data Already
Escalated.
By default, escalation is not applied to the Budgets or Estimate to Complete values on a Control Account where the Time Phase Data Curves
are assigned as Manual or Plan. Typically, time phased data entered manually is already escalated. In addition, time phased data that comes
from the Staffing Plans may have already been escalated by the use of Multipliers. However, you have options to enable the calculation of
escalation cost data using Manual or Plan distribution curves.
Escalation is applied from the project's first Reporting Period forward unless a different Budget Start Period or an ETC Start Period is selected.
Note that the Apply Escalation form is only available if the Escalation option in the Project Settings (on page 202) form is
enabled.
To Apply Escalation:
1) Select Cost Management > Calculations > Apply Escalation.
2) Check one or more of the Time Phased Data checkboxes to determine the cost data to be escalated: Baseline Budget, Approved
Budget, Control Budget, Financial Budget, and Estimate To Complete.
a. By default, the three Budgets are escalated beginning with the first Reporting Period. To calculate the escalation beginning at a
later Reporting Period, click the Budget Start Period drop-down and select a Reporting Period. Any Escalation Percentages
entered prior to the Reporting Period selected are ignored.
b. By default, the Estimate at Completion is escalated beginning with the period after the current Reporting Period. To calculate the
escalation beginning at a later Reporting Period, click the ETC Start Period drop-down and select a Reporting Period. Any
Escalation Percentages entered prior to the Reporting Period selected are ignored.
3) Check the Force Escalation On Data Already Escalated checkbox to escalate previously escalated costs. This can potentially double
the escalation and should be used with caution.
4) Check the Include Data With MANUAL Curves checkbox to escalate costs that are manually time phased. This is defined on Control
Accounts where the Time Phased Data Curves for any of the Budgets or the Estimate to Complete is assigned as Manual.
5) Check the Include Data With PLAN Curves checkbox to escalate costs derived from Staffing Plans. This is defined on Control Accounts
where the Time Phased Data Curves for any of the Budgets or the Estimate to Complete is assigned as PLAN.
6) Click the Budget Start Period drop-down and select a Reporting Period. Escalation is only applied to Baseline Budget, Approved
Budget, Control Budget, and/or Financial Budget cost data starting in this Reporting Period going forward. By default, Escalation is
calculated from the first Reporting Period of the Project.
7) Click the ETC Start Period drop-down and select a Reporting Period. Escalation is only applied to Estimate to Complete cost data
starting in this Reporting Period going forward. By default, Escalation is calculated from the first Reporting Period of the Project.
9) Click the Apply Escalation button.
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User Guide
Tools (Cost Management)

The Tools ribbon group in the Cost Management tab is where options and settings are defined that affect data, forms, and processes
associated with the Cost Management package.
Cost Management Settings

The Cost Management Settings form establishes the settings and options specific to the Cost Management package. These settings are usually
defined at the beginning of the project and affect the following functions.
 Commitments  User-defined amounts  Document folders
 Actuals  Variance thresholds  Total float calculations
 Percent complete methods  Manual entry of data  Escalation
 Funding
In order to access the Cost Management Settings form, at a minimum you must have Run Process permissions.
To Define Cost Management Settings:

1) Select Cost Management > Tools > Settings.
2) Click one of the Commitments radio buttons:
a. Open - This is the default setting. If you are not tracking commitments or tracking Open Commitments, you should use this
setting. An Open Commitment is the difference between the value of an issued Purchase Order or Contract (Total Commitment)
and the actual cost expended on the Purchase Order or Contract. It is the unpaid balance of a commitment. Typically, open
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commitment data is maintained within an accounting system and can be imported into PRISM each reporting period. PRISM
deletes the open commitments when the reporting period is closed, therefore, it must be re-imported each period.
b. Total Always - If you are tracking Total Commitments and are not using the accounting software to maintain commitment
information, then use this setting. Total Commitments are entered manually or imported from a file. When closing out the
reporting period, total commitment information is not removed from the project. The total value of the commitment is stored.
Therefore, each period, care must be exercised to avoid doubling commitments. Imported data should only include new
incremental commitments for the current period.
c. Total If Commitment Exists - If you are tracking Total Commitments and you always want a commitment value entered, you
should use this setting. This setting is similar to the Total Always setting. However, if a Total Commitment is not entered, the
Actuals to Date are entered as the committed value.
d. Total from Purchase Orders and Contracts - If you are using the Procurement and/or Contracts package to track Purchase
Orders and Contracts, this option will cause the Purchase Order Line Items and the Contract Pay Items that are committed to be
transferred to the Commitments table. These are tracked as total commitments. You are still able to import or manually enter
total commitment data in the Cost Management package.
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3) Click one of the Actuals History radio buttons:

a. Detail - All of the cost, hours, and quantity Actuals data by the Control Account and by the Control Element that are entered in
the Control Accounts-Period Actuals subpane are copied into the Control Account-Actuals History subpane when the reporting
period is closed. This is the default setting and ensures that all the detailed Actuals information is maintained in history.
b. None - No cost, hours, and quantity Actuals data in the Control Accounts-Period Actuals subpane is copied into the Control
Account-Actuals History subpane when the reporting period is closed. Use this option if the accounting system already stores the
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actual information and you need to limit the data stored in the PRISM database.
4) Click one of the Default Actual Data radio buttons to determine if Actuals or Incurred values are the predominant Actual Type:
a. Actual - This is the default setting. The Control Accounts data pane will display Period Actuals and Actuals to Date in the Control
Account Totals group box. It will also utilize Actuals data when calculating Commitments, Earned Value, and Accruals. The
default Data Type option in Report Specifications will default to Actuals.
b. Incurred - The Control Accounts data pane will display Period Incurred and Incurred to Date in the Control Account Totals group
box. It will also utilize Incurred data when calculating Commitments, Earned Value, and Accruals. The default Data Type option in
Report Specifications will default to Incurred.
5) Check the Use Actual to Date Instead of Committed To Date For Estimate To Complete Calculations checkbox to change how the
Estimate to Complete is calculated. By default, this option is unchecked meaning that Estimate to Complete is calculated by
subtracting the Committed to Date from the Estimate at Completion. If this option is enabled, the Estimate to Complete is calculated
by subtracting the Actual to Date from the Estimate at Completion.
6) Check the Automatically Calculate ETC Hour Rates And Prices checkbox to have the system automatically calculate the ETC Hour
Rates and the ETC Prices for all Control Accounts. The equation for two items are:
a. ETC Hours / ETC Quantity = ETC Hour Rate
b. ETC Cost / ETC Hours = ETC Prices
c. If this checkbox is enabled, the calculation occurs when the Calculate Control Account Totals calculation is run. Currently this
calculation only affects internal data that is not accessible to the User.
7) Click the Default Percent Complete Method drop-down and select one of the Percent Complete Methods (see "Percent Complete
Method Calculations" on page 63). The Percent Complete Method applies an algorithm to calculate a Control Account's percent
complete. When new Control Accounts are added, the Percent Complete Method for each Control Account is set to the default code,
but can be modified, if necessary. Changing the Default Percent Complete Method Code does not affect existing Control Accounts.
8) Click the Default Labor Rate Type drop-down and select either CP (Cost Plus) or TM (Time and Materials). This only is useful if Staffing
Plan features are being used.
a. Cost-Plus indicates that Costs are calculated as follows:
Employee's or Labor Category's Hours x Bare Rate x Indirect Multiplier = Cost
b. Time and Materials indicates that costs are calculated as follows:
Employee's or Labor Category's Hours x Time and Material Rate = Cost
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User Guide
9) Click the Change Documents Folder browse icon and select a Default Folder Location where Change documents are normally saved
for the project. This affects the Budget/EAC Changes-Documents subpane and the Trends-Documents subpane. When a document is
to be linked to a change or trend, the first folder location opened in the Select Folder form is the Default Folder Location defined in
this form.
10) Click in the Budget Details Data Date Report Header and enter a Report Header which will be displayed in all Budget Detail reports.
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11) The Schedule Data Date is used for custom reports and is not necessary to be set in the standard PRISM application.
12) Click in the Schedule Data Date Report Header and enter a Report Header which will be displayed in all Schedule reports.
13) Check the Calculate Total Float Using Start Dates Instead of Finish Dates checkbox, if you want Total Float to be calculated as the
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difference between the Early and Late Start Dates. PRISM calculates and displays the number of Calendar Days and the Total Float.
Calendar days are calculated as the difference between the Early Finish Dates and the Early Start Dates on a 7-day per week calendar.
By default, Total Float is calculated as the difference between the Early and Late Finish Dates on a 7-day per week calendar.
14) Click the Allow Manual Entry of Baseline Budget Data drop-down and select one of the following:
a. None – this setting does not allow manual Baseline Budget Data and Schedule Dates to be entered. This means Baseline Budget
data can only be entered using the Budget/EAC Changes data pane. Baseline Schedule Dates can only be entered by updating
dates in the Schedule Interface tab and using the Spread Time Phased Data calculation to transfer the dates to Control Accounts.
This approach ensures that an audit trail of budget changes relative to the baseline estimate are maintained. Note that this is the
default setting.
b. Future Time Phased Data – this setting allows Baseline Budget data to be manually entered in the Control Accounts time phased
data subpanes. The Baseline quantities, hours, and cost columns are enabled for Reporting Periods that are equal to or greater
than the Current Period. Note that Baseline quantity, hours, and cost columns in the Control Accounts-Control Elements
subpanes are read-only and data cannot be manually entered.
c. Totals And Future Time Phased – this setting allows Baseline Budget quantities, hours, and cost data to be manually entered in
the Control Accounts-Control Elements subpanes and the Control Accounts-Time Phased Data subpanes. Baseline Budget data
can be entered for all Reporting Periods that are equal to or greater than the Current Period.
d. All Time Phased – this setting allows Baseline Budget data to be manually entered for all of the project’s Reporting Periods in the
Control Accounts-Time Phased Data subpanes.
e. Totals And All Time Phased – this setting allows Baseline Budget data to be manually entered in the Control Accounts-Control
Elements subpanes and the Control Accounts-Time Phased Data subpanes. Baseline Budget data can be manually entered for all
the project’s Reporting Periods.
Note that Baseline Schedule Dates can be manually entered in the Control Accounts data pane for all of the settings listed above
with the exception of None.
15) Click the Allow Manual Entry of Approved Budget Data drop-down and select one of the following:
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a. None – this setting does not allow manual Approved Budget Data and Schedule Dates to be entered. This means Approved
Budget data can only be entered using the Budget/EAC Changes data pane. Approved Schedule Dates can only be entered by
updating dates in the Schedule Interface tab and using the Spread Time Phased Data calculation to transfer the dates to Control
Accounts. This approach ensures that an audit trail of budget changes relative to the baseline estimate are maintained. Note that
this is the default setting.
b. Future Time Phased Data – this setting allows Approved Budget data to be manually entered in the Control Accounts-Time
Phased Data subpanes. The Approved quantities, hours, and cost columns are enabled for Reporting Periods that are equal to or
greater than the Current Period. Note that Approved quantity, hours, and cost columns in the Control Accounts-Control
Elements subpanes are read-only and data cannot be manually entered.
c. Totals And Future Time Phased – this setting allows Approved Budget quantities, hours, and cost data to be manually entered in
the Control Accounts-Control Elements subpanes and the Control Accounts-Time Phased Data subpanes. Approved Budget data
d. All Time Phased – this setting allows Approved time phased budget data to be manually entered for all of the project’s Reporting
Periods in the Control Accounts-Time Phased Data subpanes.
e. Totals And All Time Phased – this setting allows Approved Budget data to be manually entered in the Control Accounts-Control
Elements subpanes and the Control Accounts-Time Phased Data subpanes. Approved Budget data can be manually entered for
all the project’s Reporting Periods.
Note that Approved Schedule Dates can be manually entered in the Control Accounts data pane for all of the settings listed
above with the exception of None.
16) Click the Allow Manual Entry of Control Budget Data drop-down and select one of the following:
a. None – this setting does not allow manual Control Budget Data and Schedule Dates to be entered. This means Control Budget
data can only be entered using the Budget/EAC Changes data pane. Control Schedule Dates can only be entered by updating
dates in the Schedule Interface tab and using the Spread Time Phased Data calculation to transfer the dates to Control Accounts.
This approach ensures that an audit trail of budget changes relative to the baseline estimate are maintained. Note that this is the
default setting.
b. Future Time Phased Data – this setting allows Control Budget data to be manually entered in the Control Accounts time phased
data subpanes. The Control quantities, hours, and cost columns are enabled for Reporting Periods that are equal to or greater
than the Current Period. Note that Control quantity, hours, and cost columns in the Control Accounts-Control Elements subpanes
are read-only and data cannot be manually entered.
c. Totals And Future Time Phased – this setting allows Control Budget quantities, hours, and cost data to be manually entered in
the Control Accounts-Control Elements subpanes and the Control Accounts-Time Phased Data subpanes. Control Budget data
d. All Time Phased – this setting allows Control time phased budget data to be manually entered for all of the project’s Reporting
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e. Totals And All Time Phased – this setting allows Control Budget data to be manually entered in the Control Accounts-Control
Elements subpanes and the Control Accounts-Time Phased Data subpanes. Control Budget data can be manually entered for all
Note that Control Schedule Dates can be manually entered in the Control Accounts data pane for all of the settings listed above
with the exception of None.
17) Click the Allow Manual Entry of Financial Budget Data drop-down and select one of the following:
a. None – this setting does not allow manual Financial Budget Data to be entered. This means Financial Budget data can only be
entered using the Budget/EAC Changes data pane. This approach ensures that an audit trail of budget changes relative to the
baseline estimate are maintained. Note that this is the default setting.
b. Future Time Phased Data – this setting allows Financial Budget data to be manually entered in the Control Accounts time phased
data subpanes. The Control quantities, hours, and cost columns are enabled for Reporting Periods that are equal to or greater
than the Current Period. Note that Financial quantity, hours, and cost columns in the Control Accounts-Control Elements
subpanes are read-only and data cannot be manually entered.
c. Totals And Future Time Phased – this setting allows Financial Budget quantities, hours, and cost data to be manually entered in
the Control Accounts-Control Elements subpanes and the Control Accounts-Time Phased Data subpanes. Financial Budget data
d. All Time Phased – this setting allows Financial time phased budget data to be manually entered for all of the project’s Reporting
e. Totals And All Time Phased – this setting allows Financial Budget data to be manually entered in the Control Accounts-Control
Elements subpanes and the Control Accounts-Time Phased Data subpanes. Control Budget data can be manually entered for all
18) Check the Allow Manual Entry of Previous Data checkbox if you need to overwrite the system calculated values, Previous EAC and
Previous Percent Complete. The Previous EAC field is found in the Control Account-Control Elements subpanes. The Previous Percent
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Complete is found in the Control Accounts data pane. PRISM will always calculate these fields when the Reporting Period is closed.
If this checkbox is disabled then the fields are read-only.
Warning: Making manual changes to the Previous EAC is not recommended. If you do make a change, be sure that the total of
all Previous EAC values is not affected. A change to one Control Account should be offset by a change in other Control Accounts.
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PRISM does not perform error checking on changes to the Previous EAC.
19) Check the Cash Flow checkbox to enable the Cash Flow option, which is used to track the movement of money in and out of the
project. The following settings, forms, and fields are unhidden on the project:
a. The Cash Flow tab is unhidden in the Cost Management Settings form.
b. The Cash Flow field in the Control Elements data pane is found on the Define tab.
c. The Cash Flow checkbox is unhidden in the Spread Time Phased Data calculation.
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20) Check the Escalation checkbox to enable the Escalation (on page 93) feature, which is used to multiply the Baseline Budget, Approved
Budget, Control Budget, or Estimate to Complete Cost Element values by an Escalation Percentage to account for increased project
costs over time. The following panes, forms, and fields are unhidden on the project:
a. The Escalations (on page 631) data pane is found on the Define tab.
b. The Escalation ID field in the Control Elements (on page 600) data pane is found on the Define tab.
c. The Apply Escalation (on page 411) calculation is found on the Cost Management tab.
21) Check the Acumen Export checkbox to enable the Acumen Export feature. This will unhide the Export Acumen Data command found
on the Import/Export tab.
22) Click the Staffing Plans - Plans Hours Element drop-down and select an Hours Element ID. By making this selection, when Staffing
Plan budget or ETC records are entered, they are initially assigned an Hours Element for labor records based on this selection.
23) Click the Staffing Plans - Plans Cost Element drop-down and select a Cost Element ID. By making this selection, when Staffing Plan
budget or ETC records are entered, they are initially assigned a Cost Element for non-labor records based on this selection.
24) Click the Control Account - Funding Cost Element ID drop-down and select a Cost Element ID. By making this selection, when
Funding Amounts (see "Account Breakdown (Funding Sources)" on page 625) records are entered, they are initially assigned a Cost
Element based on this selection. Note that Funding Amounts are generally applied to a single Cost Element.
25) Click the Budget Details - Quantity Element drop-down and select a Quantity Element ID. By making this selection, when Budget
Detail records are entered, they are initially assigned a Quantity Element based on this selection.
26) Click the Budget Details - Hours Element drop-down and select an Hours Element ID. By making this selection, when Budget Detail
records are entered, they are initially assigned an Hours Element based on this selection.
27) Click the Schedule Resources - Material Quantity Element drop-down and select a Quantity Element ID. By making this selection,
when Material Resource records are imported from a schedule, they are initially assigned a Quantity Element based on this selection.
Note that these two Control Elements need to be assigned in order for the Engineering Hours to be calculated. Control Elements
are not used in the Engineering package so they must be assigned in the Cost Management package in order to transfer and
calculate Engineering data to a Control Account.
28) Click the Schedule Resources - Equipment Quantity Element drop-down and select a Quantity Element ID. By making this selection,
when Equipment Resource records are imported from a schedule, they are initially assigned a Quantity Element based on this
selection.
29) Click the Schedule Resources - Labor Hour Element drop-down and select an Hours Element ID. By making this selection, when Labor
Resource records are imported from a schedule, they are initially assigned an Hours Element based on this selection.
30) Click the Schedule Resources - Labor Cost Element drop-down and select a Cost Element ID. By making this selection, when Labor
Resource records are imported from a schedule, they are initially assigned a Cost Element based on this selection.
31) Click the Schedule Resources - Material Cost Element drop-down and select a Cost Element ID. By making this selection, when
Material Resource records are imported from a schedule, they are initially assigned a Cost Element based on this selection.
32) Click the Schedule Resources - Equipment Cost Element drop-down and select a Cost Element ID. By making this selection, when
Equipment Resource records are imported from a schedule, they are initially assigned a Cost Element based on this selection.
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33) Click the Schedule Resources - Expense Cost Element drop-down and select a Cost Element ID. By making this selection, when
Expense Resource records are imported from a schedule, they are initially assigned a Cost Element based on this selection.
34) Click the Additional tab.
35) Click in the User-defined Amount Label A box and enter a Label to add User-defined Amounts (see "User-defined Amount" on page
90) to Control Accounts. Repeat for User-defined Amount Label B through H, as necessary.
36) Click the User-defined Amount Calculation icon for Calculation A to create a calculation formula to generate User-defined Amounts
in the Control Accounts-Control Elements subpanes. The Build User-Defined Amount Calculation form appears.
a. Click any combination of the Plus icon to select a Control Account field and the Calculator buttons to generate a calculation
formula. The formula is displayed in the Formula box at the top of the form.
b. Click OK and the formula is added to the User-defined Amount Calculation box.
c. Repeat for User-defined Amount Calculations B through H, as necessary.
d. The Calculate Control Account Totals (on page 394) calculation must be run in order to generate the User-defined Amounts.
37) Click in each of the Performance Threshold boxes and the Threshold boxes and enter the Variance Percent and the Performance
a. These are used to generate a Stop Light effect in the Control Accounts-Performance subpane. This affect highlights performance
data that exceeds these thresholds. The Warning value is used as a first indication of a performance problem and variances
exceeding the defined thresholds are highlighted in Yellow in the Performance subpane. The Alarm value is a higher, more
stringent value and variances that exceed these values are highlighted in Red.
38) If you are using Cost Performance Reports and you plan on reporting the following cost data separately; Cost of Money, General and
Administration, Undistributed Budget, or Management Reserve; then you will need to define Cost Elements (see "Control Elements"
on page 600) for each of these that you plan to track. Click the Cost Element drop-down for each of these items that you plan to track
and select the appropriate Cost Element.
39) If you are planning on entering Contingency amounts on a project and using Contingency Draw-down reports, then you will need to
define a Cost Element (see "Control Elements" on page 600). Click the Cost Element drop-down, and select the appropriate
Contingency cost element. Generally, one Cost Element is defined to track and monitor Contingency.
40) In the Auto-generated ID Options group box you can define IDs for Risks, Trends, or Changes to be automatically generated each time
a new record is created. The option will auto-generate Risk, Trend, or Change IDs in a sequential order using either a system-defined
or user-defined prefix. When using the auto-generate options, the separator options include a dash, underscore, period, or space.
a. None - IDs are manually entered.
b. Reporting Period + Counter - uses the current Reporting Period plus a numerical counter to automatically generate IDs. For
example, if the Reporting Period is 12, the first ID would be 0012-0001, the second 0012-0002, etc.
c. User-defined Prefix + Counter - uses a User-defined alphanumeric prefix plus a numerical counter to automatically generate IDs.
For example, if the user-defined prefix for the first ID is 001-1, the next Change ID would be 001-2.
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Note that when using the auto-generate options, the separator options include a dash, underscore, period, or space. It is
recommended that '0' be used as the first digit after the prefix and separator to avoid sorting issues (e.g., CON-0).
41) Click the Cash Flow tab. This tab is unhidden when the Cash Flow option is enabled.
42) Click in the Periods Payment Lags After Incurred/ETC box and enter the number of Reporting Periods for when the payment will be
made after the work has been completed.
43) Click the Percent Of EAC Paid In Advance box and enter the Percentage that will be paid prior to the work being initiated.
44) Click in the Days After Start For Advance Payment box and enter the number of Days after the work has been initiated that the
Advanced Payment will be made.
45) Click in the Percent Of EAC For Retention 1 box and enter the Retention Percentage that is withheld until the Contractor has fulfilled
the terms of the contract.
46) Click in the Days After Finish For Retention 1 Payment box and enter the number of Days the payment will be made after the terms
of the contract have been have fulfilled.
47) Click in the Percent Of EAC For Retention 2 box and enter the Retention Percentage that is withheld until the Contractor has fulfilled
the terms of the contract.
48) Click in the Days After Finish For Retention 2 Payment box and enter the number of Days the Contractor will be paid after it has
fulfilled the terms of the contract.
49) Click OK to save the changes or click Cancel to cancel any changes.
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Chapter 11
Engineering
The Engineering tab is where a project's list of Engineering Documents is entered, budgeted, and statused. Groups of Engineering
Documents are combined into Engineering Accounts, which define the Performance Measurement Baseline for engineering deliverables and
tasks. Actual Hours are imported, progress and performance is calculated, variances are analyzed, and the engineering project is forecast.
Engineering Data Integration

Data entered into the Engineering package's data panes is highly integrated. Data is shared among a few panes, but as the graphic below
suggests, most of the data is shared with Engineering Accounts.
Data (Engineering)
The Data ribbon group in the Engineering tab is where commands for entering data associated with Engineering Documents, Engineering
Accounts, and Engineering Changes are performed.
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User Guide
The Engineering Documents data pane is used for managing Engineering documents including drawings, reports, calculations, and
specifications. This is where Engineering Documents are entered, budgeted, and statused. Once an Engineering Document has been created,
it is assigned to an Engineering Account. This can be done in two ways. The first way is by selecting an Engineering Account ID on the
Engineering Documents data pane. The other way is to use the Engineering Accounts-Engineering Documents subpane to add one or several
documents to the Engineering Account.
When creating an Engineering Document there are a number of items to assign, which include:
 Document Information - used to categorize and status engineering documents.
 Cross-references - used to reference and link Engineering Documents to other items, such as a Client Document Number, a Master
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Document ID, an Engineering Class ID, Document Package ID, and to other PRISM packages such as Procurement (purchase orders),
Contracts (contracts), and Prime Contracts (Prime Contracts).
 Hours - used for entering planned baseline hours to produce an Engineering Document, approved budget hours, control budget
hours, and for forecasting hours to complete an Engineering Document during the execution of the project.
 Percent Complete - used to calculate progress.
 Schedule Dates - used to identify planned, forecast, and actual dates when an Engineering Document is started and when it is issued
for approval, for bid, and for construction.
The Engineering Baseline Development (on page 98) process provides additional details on how Engineering Documents are created and
information is entered.
Engineering Documents are statused each reporting period, meaning certain items on the Engineering Documents data pane will have to be
modified.
 Document Status identifies the current status of the Engineering Document.
 Revision and Revision Date identifies any revisions being tracked.
 Actual Hours identifies the hours of work performed on the Engineering Document.
 Estimate to Complete Hours defines the hours forecast to complete the remaining work on an Engineering Document.
 If the Percent Complete Method is set to MAN, for manual entry, then the current percent complete must be assigned. Otherwise
there is the Calculate Engineering Account calculation which calculates percent complete using the various Engineering Percent
Complete Methods (on page 104) for Engineering Documents.
 There is a Calculate Percent Complete icon on the navigation toolbar that performs this calculation, but only against the current
Engineering Account selected.
 The Forecast Start and Forecast Finish, Issue For Approval, Issue For Bid, and Issue For Field Management schedule dates are
modified, as necessary.
The Engineering Monitoring and Analysis (on page 102) process provides additional details on how Engineering Documents are statused each
reporting period.
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Chapter 11 Engineering
To Create an Engineering Document:

1) Select Engineering > Data > Engineering Documents.
3) Click in the Engineering Document ID box and enter an Engineering Document ID, which is a unique alphanumeric code.
4) Click in the Description box and enter an Engineering Document Description.
5) Click the File Name browse icon, locate a Folder Location, and select a File. The path and title will populate in the File Name box. To
open the document, click the Open File icon.
6) Click the Engineering Account ID drop-down and select an Engineering Account ID. This links the Engineering Document to an
Engineering Account so that Baseline Budget Hours and progress information can be transferred to Engineering Accounts.
7) Click the Document Type ID drop-down and select a Document Type. This is a user-defined method for categorizing each Engineering
Document.
8) Click the Document Status ID drop-down to assign a Document Status ID. This is a user-defined code used to identify the current
status of an Engineering Document.
9) If the Engineering Document is revised, click in the Revision box and enter a Revision number.
10) If the Revision number is modified, click in the Revision Date box and enter a Revision Date.
11) Click the Change Type drop-down and select a Change Type.
a. Baseline - document is added as part of the baseline. This is the default value.
b. Approved - document is added as part of an Approved Change.
c. Pending - document is added as part of a Pending Change.
d. Unapproved - document is added as part of an Unapproved Change.
12) If the Engineering Document is no longer valid, check the Canceled checkbox.
13) If the Engineering Document is a drawing that has been As Built, meaning it has been updated to reflect installed field conditions,
check the As Built checkbox.
14) If the Client has provided a document number that is different from the Engineering Document ID used for internal purposes, click in
the Client Document Number box and enter the Client Document Number.
15) If the Engineering Document is associated with a Master Document, click the Master Document ID drop-down to select an
Engineering Document.
a. Master Documents are used to status multiple drawings or specifications as a group as opposed to statusing each Engineering
Document independently.
b. Budget Hours and Estimate to Complete Hours can also be entered at the Master Document as opposed to entering them at the
individual Engineering Document.
16) Click the Engineering Class ID drop-down to select an Engineering Class ID. The Engineering Class will allow a standard set of progress
Milestones associated with the Engineering Class to be copied to the Engineering Document.
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17) In the Budget Hours group box, click in the Baseline Budget box and enter the Baseline Budget Hours. These are the original hours
that Engineering plans to use to produce the Engineering Document.
a. Manual Entry of data into this box can be enabled or disabled using the Allow Manual Entry of Engineering Documents -
Baseline Budget Data option found on the Engineering Settings (on page 454) form.
b. Baseline Budget Hours for Engineering Accounts can be calculated from the Baseline Budget Hours assigned to Engineering
Documents that are linked to Engineering Accounts. The Calculate Engineering Totals (see "Calculate Engineering Account
Totals" on page 448) feature is used to perform this calculation.
18) In the Budget Hours group box, click in the Budget Changes box and enter the Budget Change Hours. This is the amount of change
hours that have been added to the Engineering Document.
Baseline Budget Data and/or Allow Manual Entry of Engineering Documents - Approved Budget Data.
b. Rather than entering Budget Changes manually, they can be automatically calculated from the Engineering Changes assigned to
the Engineering Document. The Calculate Engineering Totals (see "Calculate Engineering Account Totals" on page 448) feature
is used to perform this calculation. This feature also assigns the Approved Budget Change Hours to Engineering Accounts.
19) In the Budget Hours group box, click in the Approved Budget box and enter the Approved Budget Hours. This is the original hours
plus any approved change hours.
Approved Budget Data option found on the Engineering Settings (on page 454) form.
b. Rather than entering Approved Budget Hours manually, they can be automatically calculated from Engineering Changes assigned
to the Engineering Document. The Calculate Engineering Totals (see "Calculate Engineering Account Totals" on page 448)
feature is used to perform this calculation. This feature also assigns the Approved Hours to Engineering Accounts.
20) In the Budget Hours group box, click in the Pending Budget box and enter the Pending Budget Hours. This is the original hours plus
any pending change hours.
Pending Budget Data option found on the Engineering Settings (on page 454) form.
b. Rather than entering Pending Budget Hours manually, they can be automatically calculated from Engineering Changes assigned
to the Engineering Document. The Calculate Engineering Totals (see "Calculate Engineering Account Totals" on page 448)
feature is used to perform this calculation.
21) In the Budget Hours group box, the Earned Value box is a calculated field from the data in the Engineering Documents data pane. This
calculation is applied to To Date data. The Earned Value is the Earned Value Hours from the first Reporting Period to the current
Reporting Period.
22) In the Forecast Hours group box, click in the Actual Period box and enter the Actual Hours for the Reporting Period for the work
performed on the Engineering Document.
a. The Actual to Date Hours are automatically calculated by totaling the previous periods Actual Hours in the Actual Previous box
and adding the Actual Period Hours.
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b. Actual Hours can be imported using the Import Actual Hours (on page 680) feature.
Note that by default tracking Actual Hours is disabled in the Engineering Settings (on page 454) form. This option must be
enabled in order to enter or import (see "Import Actual Hours" on page 680) Actual Hours.
23) In the Forecast Hours group box, click in the Estimate to Complete box to enter the Estimate to Complete Hours. This is the amount
of hours that Engineering determines is remaining to produce the Engineering Document.
a. When the project is baselined, the Estimate to Complete Hours should be set equal to the Baseline Budget Hours.
b. Estimate to Complete Hours for Engineering Accounts can be calculated from Estimate to Complete Hours assigned to
Engineering Documents that are linked to Engineering Accounts. The Calculate Engineering Totals (see "Calculate Engineering
Account Totals" on page 448) feature is used to perform this calculation.
24) In the Forecast Hours group box, the ETC Previous box indicates the Estimate to Complete Hours assigned to the Engineering
Document in the previous Reporting Period.
Previous Data option found on the Engineering Settings (on page 454) form.
25) In the Percent Complete group box, click the Percent Complete Method drop-down and select one of the Engineering Percent
Complete Methods (on page 104). This is a system-defined algorithm which is used to calculate the Engineering Document's percent
complete, also referred to as progress.
a. To manually enter the Percent Complete for an Engineering Document, click the Method drop-down, select MAN, then click in
the Current box, and enter a Percent Complete.
b. If this setting is left blank, then the Default Percent Complete Method, defined on the Engineering Settings (on page 454) form
is used when progress is calculated.
26) In the Percent Complete group box, the Previous Percent box indicates the Percent Complete calculated on the Engineering
Document in the previous Reporting Period.
Previous Data option found in the Engineering Settings (on page 454) feature.
27) In the Schedule Dates group box, click in the Schedule Start and Schedule Finish date boxes and enter the schedule start and finish
dates when work on the document or task is scheduled to start and be completed.
28) In the Forecast Schedule Date's group box, click in the following Date boxes and enter the planned Date when each of these major
milestones are expected to occur. During project execution, you can change these dates to reflect changes to the plan. Once a major
milestone is completed, you can enter the actual completion Date and then check the Actual checkbox that corresponds with the
major milestone.
a. Forecast Start - when work on the document or task will commence. In that sense, it is similar to the Schedule Start Date.
b. Forecast Finish - when the work on the document or task will be completed. In that sense, it is similar to the Schedule Finish
Date.
c. Issue For Approval - deliverables are ready to be reviewed by the client. It means the deliverables have been completed,
reviewed internally, and all internal review comments have been incorporated.
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d. Issue For Bid - documents are provided to the purchasing agent to solicit bids to construct the project.
e. Issue For Construction - documents are provided to the construction contractors so that construction may commence.
Note that Engineering Documents are not linked to Schedule Activities found in the Cost Management package.
Milestones (Engineering Documents)

Usually when the list of Engineering Documents is developed for the baseline, an Engineering Class is assigned to each document. This not
only indicates the document's Class, but it also links the corresponding Milestone Template to the Engineering Document. This link allows the
Engineering Class Milestones to be copied to the Engineering Document. Once copied, the Milestones are ready to be statused during project
execution.
Typically, the copied Milestones are left as is. However, on rare occasions you may need to modify the document's Milestones. You can add
new Milestones and change the Percent Complete on any Milestone, if needed.
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A Planned Finish Date can be defined for each Milestone. PRISM simplifies input of these dates. You can enter one date and the others are
calculated based on the durations entered in the Work Days for each Milestone. The Planned Finish Dates can be compared to the Actual
Finish Dates.
The Milestones assigned to the Engineering Document are also statused. A checkbox is used to indicate if a Milestone has Started. In addition,
if the Milestone is complete the Actual Finish Date is entered. The Actual Finish Date is important because it indicates that the Milestone has
been achieved. If the Percent Complete Method for the Engineering Document is set to MIL or MME, then the highest Percent Complete for
any Milestone identified as finished is applied to the Engineering Document.
To Copy Document Class Milestones:

2) Click the Milestones subpane tab.
3) In the Milestones subpane, click the Copy Engineering Class Milestones icon. Note that if data exists in this subpane that you are
prompted to replace the data or cancel the copy routine.
To Add or Modify Milestones:

1) Click the Add Record icon. Enter the following data for the new Milestone or modify this data on existing Milestones.
2) Click in the Milestone cell and enter Milestone ID. Be sure to enter an ID that sorts Milestones in successive order.
5) Click in the Work Days cell and enter the average number of Work Days it takes to perform the specific step.
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6) Click in one of the Planned Finish Date cells and enter a Planned Date. Notice that the previous and following dates are automatically
assigned. The duration assigned in the Work Days is added to Planned Date for each Milestone to calculate the next Planned Date.
7) Click in the Remarks cell and enter any Additional Information.
To Status Milestones:
2) Locate an Engineering Document.
4) For each Milestone:
a. If the activities associated with the Milestone have started, check the Started checkbox. This is optional.
b. If the activities associated with the Milestone have been completed, click the Actual Finish Date drop-down and enter the Actual
Finish Date.
c. If necessary, click in the Remarks cell and enter any Additional Information regarding the status of the Milestone.
Installed Equipment (Engineering Documents)

The Engineering Documents-Equipment Cross-references subpane is used for viewing Installed Equipment records that are linked to the
Engineering Documents from the Equipment/Materials package. The subpane is displayed in a read-only format.
Note that the Equipment/Materials package must be enabled on the project to view this subpane.
To View Equipment Cross-references:

2) Locate an Engineering Document ID.
3) Click the Equipment subpane tab.
4) The Equipment ID cell displays the Equipment ID that is cross-referenced to the Engineering Document.
5) The Description cell briefly describes the piece of Equipment.
6) The Details cell displays Additional Details about the Equipment.
7) The Supplier/Manufacturer cell displays the Supplier or Manufacturer's Name.
8) The Model Number cell displays the Equipment Model Number.
9) The Serial Number cell displays the Equipment Serial Number.
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Materials (Engineering Documents)

The Engineering Documents-Materials Cross-references subpane is used for viewing Materials records that are linked to the Engineering
Documents from the Equipment/Materials package. The subpane is displayed in a read-only format.
Note that the Equipment/Materials package must be enabled on the project to view this subpane.
To View Materials Cross-references:

1) Select Engineering > Data> Engineering Documents.
3) Click the Materials subpane tab.
4) The Material ID cell displays the Material ID that is cross-referenced to the Engineering Document.
5) The Description cell briefly describes the Material.
6) The Details cell displays the Additional Details about the Material.
7) The Supplier cell displays the Supplier's Name.
8) The Commodity Number cell displays the Material's Commodity Number.
Purchase Orders (Engineering Documents)

The Engineering Document-Purchase Orders Cross-references subpane is used for linking Purchase Orders that were created in the
Procurement package to Engineering Documents. It is important to understand when Purchase Orders are planned to be issued to ensure
Engineering Documents are completed in time to send bid documents to Suppliers.
Note that the Procurement package must be enabled on the project to view this subpane.
To Add Purchase Order Cross-references:

3) Click the Purchase Orders subpane tab.
4) Click the Add Record icon, select one or more Purchase Orders from the picklist, and click OK. Notice that the Purchase Order
information is displayed in read-only format.
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Contracts (Engineering Documents)

The Engineering Documents-Contracts Cross-references subpane is used for linking Contracts that were created in the Contracts package to
Engineering Documents. It is important to understand when Contracts are planned to be issued to ensure Engineering Documents are
completed in time to send bid documents to contractors.
Note that the Contracts package must be enabled on the project to view this subpane.
To Add Contracts Cross-references:

2) Locate and Engineering Document ID.
3) Click the Contracts subpane tab.
4) Click the Add Record icon, select one or more Contracts from the picklist, and click OK. Notice that the Contract information is
displayed in read-only format.
Prime Contracts (Engineering Documents)

The Engineering Documents-Prime Contracts Cross-references subpane is used for linking Prime Contracts that were created in the Prime
Contracts package to Engineering Documents. It is important to understand which Engineering Documents are planned to be generated to
complete the scope of work of the Prime Contract.
Note that the Prime Contracts package must be enabled on the project to view this subpane.

3) Click the Prime Contracts subpane tab.
4) Click the Add Record icon, select one or more Prime Contracts from the picklist, and click OK. Notice that the Prime Contract
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Progress Accounts (Engineering Documents)

The Engineering Documents-Progress Accounts Cross-references subpane is used for linking Progress Accounts that were created in the Field
Management package to Engineering Documents. It is important to understand which Engineering Documents are being used throughout the
Field Management process and planned to be generated to complete the scope of work of the Field Management project.
Note that the Field Management package must be enabled on the project to view this subpane.

3) Click the Progress Accounts subpane tab.
4) Click the Add Record icon, select one or more Progress Accounts from the picklist, and click OK. Notice that the Progress Account
Engineering Accounts
The Engineering Accounts data pane is used for managing a specific scope of work and related Engineering project activities. An Engineering
Account serves as an interface point where a group of Engineering Documents and Engineering Tasks like meetings and field walk downs are
assigned, budgeted, and statused. Engineering Accounts are used for tracking budgets, actuals, forecasts, and earned value in terms of hours.
Each Engineering Account is then integrated with a schedule to create time-phased engineering plans and forecasts in hours. When used in
conjunction with the Cost Management package, Engineering Accounts are linked to Control Accounts to transfer engineering progress data.
When creating an Engineering Account there are a number of items to assign, which include:
 Baseline Source - used to determine where the Baseline Budget hours, displayed on the Engineering Accounts, are derived from.
 Labor Category ID - used to calculate cost data based on hours when linked to Control Accounts in the Cost Management package.
 Schedule Dates - used for time-phasing hours; dates included are Baseline, Approved, Control, and Current.
 Distribution Curves - algorithms used to spread hours for the Baseline Budget, Approved Budget, Control Budget, and Estimate to
Complete based on Start and Finish Dates. These hours are distributed in the Time Phased Hours subpane.
 Documents Planned - used to identify the planned quantity of documents being generated.
The Engineering Baseline Development (on page 98) process provides additional details on how Engineering Accounts are created and
information is entered.
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Engineering Accounts are progressed each reporting period, which means certain items in the Engineering Account data pane will have to be
modified.
 If the Percent Complete Method is set to MAN, for manual entry, then the current percent complete method must be assigned.
Otherwise this is an automatic calculation when using the Calculate Engineering Account Totals (on page 448) function.
 The Approved/Control and Current Schedule Dates are modified as necessary.
There are several Engineering Account subpanes in which data is typically entered through a global process.
The Calculate Engineering Account Totals (on page 448) function is used to calculate Progress, Baseline, Approved, and Control Budgets, and
the Estimate at Completion for every Engineering Account. The Spread Engineering Budget calculation is used globally time phase each
Engineering Account's Baseline Budget, Approved Budget, Control Budget, and ETC hours across a range of Schedule Dates.
There are three icons on the navigation toolbar that perform similar actions but only against the current Engineering Account selected:
 Calculate Engineering Account - calculates the Approved Budget Hours, Control Budget Hours, and the Percent Complete. It does not
calculate the Baseline Budget Hours, so that the Baseline Budget Hours are not inadvertently modified.
 Spread Engineering Budget - spreads the Approved Budget Hours in the Engineering Account-Time Phased Hours subpane from the
current Reporting Period to the Approved Finish Date using the Approved Budget Time Phased Data Distribution Curve. The Control
Budget Hours are calculated in the same manner, except using the Control Finish Date and the Control Budget Time Phased Data
Distribution Curve.
 Spread ETC/Earned - spreads the remaining Earned Value and the Estimate to Complete Hours in the Engineering Account-Time
Phased Hours subpane from the next Reporting Period to the Current Finish Date using the Estimate to Complete Time Phased Data
Distribution Curve.
The Engineering Monitoring and Analysis (on page 102) process provides additional details on how Engineering Accounts are statused each
reporting period.
To Manually Create an Engineering Account:

1) Select Engineering > Data > Engineering Accounts.
3) Click in the Engineering Account ID box and enter an Engineering Account ID, which is a unique alphanumeric code. Note that if
Group Masking (see "Groups" on page 613) is applied to the Engineering Account, then the Engineering Account ID entered should
have matching group codes as intended.
Note that a Description is entered automatically and is also highlighted. It is either a generic description indicating when the
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record was created and by which PRISM User or it is a description based on Masked Groups.
4) If you wish to change the Description, click in the Description box and enter a new Description for the Engineering Account.
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b. The WBS may have automatically been assigned when the Engineering Account was created depending on if WBS Masking (see
6) Click the Baseline Source drop-down and select one of the three Baseline Sources:
a. Document Budget Hours - Engineering Account's Baseline Budget Hours are calculated as the sum of the Baseline Hours from
the linked Engineering Document.
b. Account Baseline Budget Hours - Engineering Account's Baseline Budget Hours are calculated as the sum of the Baseline Hours
from the Baseline Hours subpane.
c. Manual - Engineering Account's Baseline Budget Hours are manually entered in the Engineering Account's Baseline Budget Hours
box.
7) Click the Control Account ID drop-down and select a Control Account ID, if they have been defined for the project. This is used to link
Engineering Accounts to Control Accounts so that Engineering progress data can be used to calculate progress on Control Accounts.
Several Engineering Accounts can be linked to one Control Account.
8) Click the Labor Category ID drop-down and select a Labor Category ID, if they have been defined for the project. By assigning a Labor
Category ID, Engineering progress data can be used to calculate Engineering costs on linked Control Accounts. The Labor Category ID
rate is an estimated average labor rate for the Engineering Account.
9) In the At Completion Hours group box, click in the Baseline Budget box and enter the Baseline Budget Hours.
a. This is only necessary if you want to manually enter the Baseline Budget Hours instead of letting them be calculated from the
baseline hours entered in Engineering Documents or the Engineering Account-Baseline Hours subpane.
b. The Baseline Source must be set to Manual.
c. The Allow Manual Entry of the Engineering Accounts - Baseline Budget Data option must be enabled in Engineering Settings
(on page 454).
d. Baseline Budget Hours can be populated from Engineering Documents that are linked to the Engineering Accounts. The Calculate
Engineering Account Totals (on page 448) calculation must be run with the Baseline Budget using Document Budget Hour Data
option selected.
e. Baseline Budget Hours can be populated from tasks entered the Engineering Accounts-Baseline Hours subpane. The Calculate
Engineering Account Totals (on page 448) calculation must be run with the Baseline Budget using Baseline Budget Hour Data
option selected.
10) In the At Completion Hours group box, click in the Approved Budget box and enter the Approved Budget Hours.
a. This is only necessary if you want to manually enter the Approved Budget Hours instead of letting them be calculated from the
Change Hours entered in Engineering Budget Changes.
b. The Allow Manual Entry of the Engineering Accounts - Approved Budget Data option must be enabled in Engineering Settings
(on page 454).
c. Approved Budget Hours can be calculated by adding Engineering Changes (on page 445) to the Engineering Account's Baseline
Budget Hours. The Calculate Engineering Account Totals (on page 448) calculation must be run with the Approved Budget using
Budget Change Data option selected.
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11) In the At Completion Hours group box, click in the Estimate at Completion box and enter the Estimate at Completion Hours.
a. This is only necessary if you want to manually enter the Estimate at Completion Hours.
b. Estimate at Completion Hours can be calculated by adding the Actual Hours to the Engineering Documents' Estimate to
Complete Hours. The Calculate Engineering Account Totals (on page 448) calculation must be run with the EAC using Actual to
Date and Documents ETC option selected.
12) In the At Completion Hours group box, the Previous EAC box indicates the Previous Estimate at Completion Hours applied to the
Engineering Account in the previous Reporting Period.
a. Manual Entry of data into this box can be enabled or disabled using the Allow Manual Entry of Engineering Accounts - Previous
Data option found in the Engineering Settings (on page 454) feature.
13) In the At Completion Hours group box, there are three calculated values:
a. Estimate to Complete - this is calculated as Actuals to Date Hours - Estimate at Completion Hours.
b. HV % - this represents the Hours Variance Percentage. SV % - this represents the Schedule Variance Percentage using Hours
data. This is calculated as (Earned Value Hours - Approved Budget Hours) / Approved Budget Hours. The Period data uses hours
only for the current Reporting Period. The To Date data uses Hours from the first Reporting Period to the current Reporting
Period. This data is calculated from data in the Engineering Accounts-Time Phased Hours subpane.
c. SPI - this represents the Schedule Performance Index using Hours data. This is calculated as Earned Value Hours - Approved
Budget Hours. The Period data uses hours only for the current Reporting Period. The To Date data uses Hours from the first
Reporting Period to the current Reporting Period. This data is calculated from data in the Engineering Accounts-Time Phased
Hours subpane. This is calculated as (Approved Budget Hours - Estimate at Completion Hours) / Approved Budget Hours.
d. HPI - this represents the Hours Performance Index (similar to Cost Performance Index except that Hours are used). This is
calculated as Approved Budget Hours / Estimate at Completion Hours.
14) In the Performance Hours group box, click in the Period Actual Hours box and enter the Actual Hours for the Reporting Period for the
work performed on the Engineering activities associated with the Engineering Account.
a. The Actual to Date Hours are automatically calculated by totaling the previous periods Actual Hours in the Time Phased Hours
subpane and adding the Period Actuals Hours.
b. Actual Hours can be imported using the Import Actual Hours (on page 680) feature.
15) In the Performance Hours group box, there are six calculated fields. These calculations are applied to both Period data and To Date
data. The data for these fields is calculated from data in the Engineering Accounts-Time Phased Hours subpane.
a. Budget - the period Hours is the Approved Budget Hours for the current Reporting Period. The To Date Hours is the Approved
Budget Hours from the first Reporting Period to the current Reporting Period.
b. Earned - the period Earned is the Earned Value Hours for the current Reporting Period. The To Date Earned is the Earned Value
Hours from the first Reporting Period to the current Reporting Period.
c. SV % - this represents the Schedule Variance Percentage using Hours data. This is calculated as (Earned Value Hours - Approved
Budget Hours) / Approved Budget Hours. The Period data uses hours only for the current Reporting Period. The To Date data
uses Hours from the first Reporting Period to the current Reporting Period.
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d. SPI - this represents the Schedule Performance Index using Hours data. This is calculated as Earned Value Hours - Approved
Budget Hours. The Period data uses hours only for the current Reporting Period. The To Date data uses Hours from the first
Reporting Period to the current Reporting Period.
e. HV % - this represents the Hours Variance Percentage (similar to Cost Variance Percentage except that Hours are used). This is
calculated as (Earned Value Hours - Actual Hours) / Earned Value Hours. The Period data uses hours only for the current
Reporting Period. The To Date data uses Hours from the first Reporting Period to the current Reporting Period.
f. HPI - this represents the Hours Performance Index (similar to Cost Performance Index except that Hours are used). This is
calculated as Earned Value Hours / Actual Hours. The Period data uses hours only for the current Reporting Period. The To Date
data uses Hours from the first Reporting Period to the current Reporting Period.
16) In the Performance Index group box, click in the Estimate To Complete box and enter the Hours Performance Index Estimate to
Complete Hours for the Engineering Account. This is a manually entered number that can be used as an alternative method for
calculating the Engineering Account's (see "Calculate Engineering Account Totals" on page 448) Estimate at Completion.
17) Click the Percent Complete Method drop-down and select an Engineering Percent Complete Method (see "Engineering Percent
Complete Methods" on page 104). This is a system-defined algorithm which is used to calculate the Engineering Account's percent
complete, also referred to as progress.
a. Set to MAN to manually enter the Percent Complete in the Current Percent Complete box.
b. If this setting is left blank, then the Default Percent Complete Method, defined in the Engineering Settings (on page 454) form, is
used when progress is calculated.
18) Click in the Baseline, Approved, and Current Schedule Date boxes and enter the Start and Finish Dates. This method of manually
entering dates is time consuming. Typically dates are imported into the Cost Management package from an external schedule. The
Early Schedule Dates imported into the Activities data pane can then be copied to the Engineering Accounts using the Copy Schedule
Dates (on page 695) utility.
a. The Baseline Dates reflect the Engineering project's baseline schedule. The Baseline Dates are used, along with the Budget
Distribution Curve algorithm, to time phase the Baseline Budget Hours.
b. The Approved Dates reflect the Engineering project's baseline plus approved schedule changes. The Approved Dates are used,
along with the Approved Budget Distribution Curve algorithm, to time phase the Approved Budget Hours.
c. The Current Dates reflect the current working schedule, also referred to as the forecast schedule. The Current Dates are used,
along with the Estimate to Complete Distribution Curve algorithm, to time phase the Estimate to Complete Hours.
19) For each Time Phased Data Distribution Curve, select the Curve ID drop-down and select a Distribution Curve. These are algorithms
for spreading budgets and forecast data in the Engineering Accounts-Time Phased Hours subpane. Time phased data is not changed
by simply selecting a curve. You must run the Spread Engineering Time Phased Data (on page 451) calculation.
a. Baseline Budget - Baseline Budget is spread across the Baseline Budget Schedule Dates.
b. Approved Budget - Approved Budget and the Earned Value are spread across the Approved Budget Schedule Dates.
c. Estimate to Complete - ETC is spread across the Estimate to Complete Schedule Dates.
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"blank" No calculation, hours are not time phased.

Hours are entered manually. Caution must be taken to ensure the sum of all the time phased hours is equal to the
MANUAL
total hours. This is because Total hours and Time Phased hours are maintained in separate tables.
NONE This algorithm clears all of the time phased hours.
EVEN Spreads hours evenly across time based on the number of work days in each reporting period.
Places the total hours in the Reporting Period associated with the Start Dates. The Estimate to Complete uses the
FIRST Current Start Date, the Approved Budget uses the Approved Start Date, The Control Budget uses the Control Start
Places the total hours in the Reporting Period associated with the Finish Dates. The Estimate to Complete uses the
The distribution is based on the weighted average of the linked Activities. This requires Activities to be imported
ACTIVITY into the Activities data pane and cross-referenced to Engineering Accounts. Weighting is based on the
Cross-referenced Weight assigned to each Activity.
The distribution is based on the weighted average of the linked Engineering Documents. This requires Engineering
DOCUMENT Documents to be linked to Engineering Accounts. Weighting is based on the Baseline Budget Hours assigned to
each Engineering Document.
20) In the Documents Planned group box, click in the Current Count box and enter the planned or approved Count for the total number
of Engineering Documents that are associated with the Engineering Account. The Documents Planned Count can be automatically
updated by clicking on the Calculate Engineering Accounts icon or the Calculate Engineering Totals command in the Engineering
ribbon.
a. Documents entered in the Engineering Documents may actually be batches of documents; therefore, having an exact document
count may be useful. The calculation will only display how many batches of documents are associated with the Engineering
Account.
21) In the Documents Planned group box, the Previous Count box indicates the Previous Document Count applied to the Engineering
Account in the previous Reporting Period.
a. Manual Entry of data into this box can be enabled or disabled using the Allow Manual Entry of Engineering Accounts - Previous
Data option found in the Engineering Settings (on page 454) feature.
To Calculate an Engineering Account:

2) Locate an Engineering Account.
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3) Click the Calculate Engineering Account icon located in the Navigation Toolbar to calculate the Account's progress and earned value
data.
4) Click the Spread Engineering Budget icon located in the Navigation Toolbar to time phase the Account's Approved Budget. The
spreading starts from the current Reporting Period.
5) Click the Spread ETC/Earned Budget icon located in the Navigation Toolbar to time phase the Account's Estimate to Complete Hours
and the forecast Earned Value Hours. The spreading starts from the period after the current Reporting Period.
Note that these features only affect the single Engineering Account selected. Using the Calculate Engineering Account Totals
(on page 448) and the Spread Engineering Time Phased Data (on page 451) calculations not only allows you to globally
calculate all Engineering Accounts, but it also provides you greater control over these calculations.
Baseline Hours (Engineering Accounts)

Engineering sometimes performs activities that are NOT associated with Engineering Documents. These are sometimes referred to as
Engineering Tasks and can include:
 Meetings
 Document Reviews
 Submittal Reviews
 Facility Walk-downs
The Baseline Source must be set to Account Baseline Budget Hours. You may have a number of discrete tasks that you want to budget hours
against. In this case, you would simply enter a list of tasks and the Baseline Budget Hours for each task in the Engineering Account-Baseline
Hours subpane. When the Engineering Account Totals are calculated, the total of the Baseline Budget Hours assigned to tasks are summarized
to calculate the Engineering Account's Baseline Budget Hours.
To Assign Baseline Hours (Tasks) to Engineering Accounts:

2) Locate an Engineering Account with the Baseline Source set to Account Baseline Budget Hours.
3) Click the Baseline Hours subpane tab.
5) Click in the Item cell and enter an Item Number or some other identifier for the Item.
6) Click in the Scope cell and enter the Engineering Task Description.
7) Click in the Baseline Budget Hours cell and enter the Baseline Budget Hours.
8) Click in the Post Date cell and enter the Date the hours were assigned.
9) Repeat Steps 4 through 8 to add more Baseline Hours items.
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Change Hours (Engineering Accounts)

The Engineering Accounts-Change Hours subpane is used to view Changes affecting the Engineering Account. Change Hours indicate how
hours are added or subtracted to the Baseline Budget Hours in order to calculate the Approved Budget Hours for an Engineering Account.
Changes are typically assigned using the Engineering Changes (on page 445) data pane and then assigning Change Hours using the
Engineering Changes-Engineering Account Change Hours subpane. However, you could use the Engineering Accounts-Change Hours subpane
as an alternative method for assigning Change Hours to a single Engineering Account as long as the Engineering Change is first developed.
A Change Hours record cannot be deleted in this subpane if the Change Status is set to Approved for the Change. By default, there is a Change
Status named Approved and the Add To Budget option is enabled. Although the name of the Change Status can be modified, it is this Add to
Budget option that causes Change Hours records to be undeletable.
To Enter Changes:
3) Click the Change Hours subpane tab.
4) Click the Add Record icon, select an Engineering Change, and click OK. A Change must have been previously created in the
Engineering Change data pane. The Engineering Change Description is also displayed.
5) The Change Status, which is assigned to a Change in the Engineering Change data pane, is displayed.
6) Click the Engineering Document ID drop-down and select an Engineering Document ID if the Change affects a specific Engineering
Document. The Engineering Document Description is also displayed.
a. Multiple records of the same Engineering Change ID can be entered. This is useful if you want to indicate Changes affecting
individual Engineering Documents.
7) Click the Category ID drop-down and select a Category ID. This function currently is not enabled.
9) Click in the Change Hours cell and enter the Change Hours.
a. Change Hours are added to the Baseline Budget Hours to calculate the Approved Budget Hours on Engineering Accounts.
b. Change Hours can be either positive or negative in order to add more hours or subtract hours from the Approved Budget.
Time Phased Hours (Engineering Accounts)

The Engineering Accounts-Time Phased Hours subpane is used to spread Hours across Reporting Periods for each Engineering Account.
Budget, Estimate to Complete, and Earned Value Hours are spread using Distribution Curve algorithms assigned to Engineering Accounts. In
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order to spread this data, PRISM requires the project's Reporting Periods to be defined. In addition, the Schedule Start and Finish dates
and the Time Phased Data Distribution Curves for each Engineering Account must be assigned. The Hours can then be spread using the Spread
Engineering Time Phased Data (on page 451) calculation.
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User Guide
Warning: You can manually enter or modify data in the Time Phased subpanes; however, it is highly recommended that data is
entered through the use of calculations.
In order to enter data manually, the Time Phased Data Distribution Curves would have to be set to MAN, for manual; otherwise the system
will overwrite any manually entered data when the Spread Engineering Time Phased Data calculation is run. When manually adding records to
this subpane, you must select one or more Reporting Periods.
Baseline Budget
Approved Budget Warning when entering data in past periods.
Control Budget
Earned Value
Control Earned Value Read-only for past and current periods.
Actuals/ETC
Approved Budget Changes
Control Budget Changes Read-only for all periods.
EAC Variance
The Baseline Budget, Approved Budget, and Control Budget fields can be locked so that no data can be modified if the Allow Manual Entry
options are enabled in the Engineering Settings (on page 454) form.
To Manually Enter or View Time Phased Hours:

3) Click the Time Phased Hours subpane tab.
4) To manually enter a new Record, click the Add Record icon, select one or more Reporting Periods, and click OK. A record is added
for each Reporting Period selected. Data is automatically entered in the Period and Period Title, which are read-only fields.
5) The Baseline Budget cell displays the Baseline Budget amount for the Reporting Period.
6) The Approved Budget cell displays the Approved Budget amount for the Reporting Period.
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7) The Control Budget cell displays the Control Budget amount for the Reporting Period.
8) The Earned Value cell displays the Earned Value amount for the Reporting Period.
9) The Control Earned Value cell displays the Control Earned Value amount for the Reporting Period.
10) The Actual/ETC cell displays the Actual amount for the Reporting Period, if the period is the current or any previous periods. This
cell displays the ETC amount for future periods.
Note that Actuals cannot be modified in past Reporting Periods in this subpane. You will need to use the Import Data from File
feature to change Actuals in import changes to historical Actuals Hours.
11) The Approved Budget Changes cell displays the Hours added to the Approved Budget in the Reporting Period that the Hours were
added.
12) The Control Budget Changes cell displays the Hours added to the Control Budget in the Reporting Period that the Hours were added.
13) The EAC Variance cell displays the difference between the Previous Period's EAC and the EAC for the Reporting Period. The Previous
Period's EAC is the value that was entered for the reporting period prior to Closing the Reporting Period.
Engineering Documents (Engineering Accounts)

The Engineering Accounts-Engineering Documents subpane is used to view Engineering Documents that are assigned to an Engineering
Account. You can also add Engineering Documents to an Engineering Account using this subpane.
There are two conditions to assigning Engineering Documents to Engineering Accounts:
 The Engineering Account must have the Baseline Source set to Document Budget Hours.
 An Engineering Document can only be linked to one Engineering Account.
To Assign Engineering Documents to Engineering Accounts:

2) Locate an Engineering Account with the Baseline Source set to Document Budget Hours.
3) Click the Engineering Documents subpane tab.
5) Check one or more Engineering Documents and click OK.
a. Only the Engineering Documents that have not been assigned to an Engineering Account are displayed in the Select Records
form.
b. The list of Engineering Documents added to the Documents subpane is read-only.
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Milestones (Engineering Accounts)

Engineering Classes can be assigned to Engineering Accounts and used to status the Accounts during project execution. The Engineering Class
indicates the account's class and also links the corresponding Milestone Template to the Engineering Account. This link allows the Engineering
Class Milestones to be copied to the Engineering Account.
Typically, the copied Milestones are left as is. However, on rare occasions you may need to modify the account's Milestones. You can add new
Milestones and change the Percent Complete on any Milestone, if needed.
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A Planned Finish Date can be defined for each Milestone. PRISM simplifies input of these dates. You can enter one date and the others are
calculated based on the durations entered in the Work Days for each Milestone. The Planned Finish Dates can be compared to the Actual
Finish Dates.
The Milestones assigned to the Engineering Account are also statused. A checkbox is used to indicate if a Milestone has Started. In addition, if
the Milestone is complete the Actual Finish Date is entered. The Actual Finish Date is important because it indicates that the Milestone has
been achieved. If the Percent Complete Method for the Engineering Account is set to MIL or MME, then the highest Percent Complete for any
Milestone identified as finished is applied to the Engineering Document.
Note that this subpane is hidden unless the Enable Milestones feature is enabled in the Engineering Settings (on page 454)
form.
To Assign an Engineering Class ID:

2) Click on the Milestone subpane tab.
3) Click the Engineering Class ID drop-down in the subpane navigation toolbar and select an Engineering Class ID.
To Copy Engineering Class Milestones:

3) In the Milestones subpane, click the Copy Engineering Class Milestones icon. Note that if data exists in this subpane that you are
prompted to replace the data or cancel the copy routine.
To Add or Modify Milestones:

1) Click the Add Record icon. Enter the following data for the new Milestone or modify this data on existing Milestones.
2) Click in the Milestone cell and enter Milestone ID. Be sure to enter an ID that sorts Milestones in successive order.
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5) Click in the Work Days cell and enter the average number of Work Days it takes to perform the specific step.
6) Click in one of the Planned Finish Date cells and enter a Planned Date. Notice that the previous and following dates are automatically
assigned. The duration assigned in the Work Days is added to Planned Date for each Milestone to calculate the next Planned Date.
7) Click in the Remarks cell and enter any Additional Information.
To Status Milestones:
4) For each Milestone:
a. If the activities associated with the Milestone have started, check the Started checkbox. This is optional.
b. If the activities associated with the Milestone have been completed, click the Actual Finish Date drop-down and enter the Actual
Finish Date.
c. If necessary, click in the Remarks cell and enter any Additional Information regarding the status of the Milestone.
Schedule Activity Cross-references (Engineering Accounts)

The data associated with Schedule Activities developed in an external application, such as Primavera P6 or Microsoft Project, can be imported
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into PRISM 's Cost Management package. This data, which includes the Activity IDs and descriptions, and the Baseline, Approved, Control,
and Current Dates, can then be used by other packages including the Engineering package.
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In order to do this, the PRISM Cost Management package must be enabled on the project. There are specialized import functions for
importing external schedule data that are covered in Cost Management Training. Activities are imported into the Activities data pane which is
found in the Cost Management ribbon tab.
The Engineering Accounts-Schedule Activity Cross-references subpane allows you to assign one or more Schedule Activities to an Engineering
Account. The Early schedule dates can then be copied into the Engineering Accounts data pane in order to populate the following dates:
 Baseline Start and Finish
 Approved Start and Finish
 Control Start and Finish
 Current Start and Finish
Although infrequently used, each cross-referenced Activity can be weighted individually. This weighting is used when progressing Engineering
Accounts using the Percent Complete Method called SCH. This method uses the Cross-reference Weight assigned to each Activity and the
Percent Complete assigned to each Activity to calculate a composite percent complete for the Engineering Account.
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To Cross-reference Activities to Engineering Accounts:

5) Check one or more Activities and click OK.
6) For each Activity, click in the Cross-reference Weight cell and enter a Weight value. This is only necessary if the Engineering
Account's Percent Complete Method is set to SCH and if there is a need to enter a specific weighting value in order to generate a
more accurate composite percent complete.
Performance (Engineering Accounts)

The Engineering Accounts-Performance subpane displays summarized Hours data by Engineering Account in a read-only format which
includes:
 Budget to Date  Hour Performance Index
 Earned to Date  Baseline Budget
 Actual to Date  Control Budget Changes
 Percent Complete  Control Budget
 Schedule Variance (SV)  Approved Budget Changes
 Schedule Percent (SV%)  Approved Budget
 Hour Variance  EAC
The Performance subpane uses a stoplight methodology to indicate if Hour Variances and Schedule Variances exceed thresholds defined in
the Engineering Settings (on page 454) form. If any data exceeds the Alarm values they are highlighted in Yellow. Data that exceeds the
Warning values are highlighted in Red.
To View Engineering Account Performance:

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Engineering Changes
During the course of the project, it is likely the scope of the project will be modified. This means that new Engineering Documents and tasks
may be added, existing documents may need to be modified, and existing tasks may be extended.
Any change in Hours to produce Engineering Documents or perform Engineering tasks need to be accounted for in a formal manner. Keeping
track of each change and how it affects the baseline is vital. This is because it provides the auditable documentation that indicates who
requested the change, when it was requested, and the number of hours added or moved from each Engineering Account.
The Engineering Changes data pane is used for making scope modifications to an Engineering project. Each Engineering Change is assigned to
a Change Variety in order to classify the change. In addition, the Change Source is added to indicate how the change originated.
When an Engineering Change is first entered, it is assigned a Change Status. The Change Status indicates the current status of the change. At
the beginning of a Change, it might be set to Submitted or any code that indicates the Change was just created. An Engineering Change has a
lifecycle, which is defined by your project or company. As the Engineering Change proceeds and certain actions are completed, the change can
be set to reflect the current status.
The Final Status checkbox is enabled to lock the Engineering Change, disallowing any changes to be made to the Change. This also locks the
Change so it cannot be added to an Engineering Account from the Engineering Accounts-Change Hours subpane. You can always uncheck the
Final Status checkbox if alterations are necessary. This just ensures that the finalized Change is not inadvertently modified or added to an
Engineering Account.
To Enter Engineering Changes:

1) Select Engineering > Data > Engineering Changes.
3) Click in the Engineering Change ID box and enter an Engineering Change ID.
4) Click in the Description box and enter an Engineering Change Description.
5) Click the Change Variety ID drop-down and select a Change Variety to classify the change.
6) Click in the Change Source box and enter a Change Source to indicate how the change originated.
7) Click in the Requester box and enter the Name of the person who requested the change.
8) Click in the Request Date box and enter the Date the change was requested.
9) Click the Status ID drop-down and select a Change Status that reflects the current status of the change.
10) Click in the Status Date box and enter the Date the change status was set.
11) Once the Status of the Engineering Change is considered finalized, meaning it is not planned to be changed, check the Final Status
checkbox.
a. Enabling this option locks the Engineering Change so that no changes can be made to the change, either in the Engineering
Change data pane, its subpanes, or in the Engineering Accounts-Change Hours subpane.
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12) The Total Change Hours box indicates the total Change Hours summarized from the details entered in the Engineering
Changes-Engineering Account Change Hours subpane.
Engineering Account Change Hours (Engineering Changes)

An Engineering Change affects one or more Engineering Accounts by applying Change Hours. These are Hours added or subtracted to the
Baseline Budget Hours in order to calculate the Approved Budget Hours or the Estimate at Completion Hours. The Change Status determines if
a Change affects the Approved Budget or Estimate at Completion.
Baseline Budget Hours + Change Hours = Approved/Control Budget Hours
Baseline Budget Hours + Change Hours = Estimate at Completion Hours
Engineering Documents that are to be affected by the Change can be linked to a Change Hours record. You can add several Change Hours
records, assigned to the same Engineering Account, to enter Change Hours for each Engineering Documents. The Change Hours will add to the
Engineering Documents' Baseline to calculate the Approved Hours and the Pending Hours.
To Enter Engineering Change Hours:

2) Locate an Engineering Change.
3) Click the Hours subpane tab.
5) Select one or more Engineering Accounts and click OK.
6) For each Engineering Account:
a. If the Change is associated with an Engineering Document, click the Engineering Document ID drop-down and select an
Engineering Document. Identifying a Change to an Engineering Document is for information only. The Change Hours are not
added to individual documents in the Engineering Documents data pane.
b. Click the Category ID drop-down and select a Category ID.
c. Click in the Scope cell and enter the Scope or description of the Engineering Change associated with the Engineering Account
and/or Engineering Document.
d. Click in the Change Hours cell and enter the Change Hours to add or subtract from the Engineering Account's Approved/Control
Budget and/or Estimate at Completion. How these are affected by the change is dependent on the Change Status assigned to
the Engineering Change.
e. Click in the Post Date cell and enter the Date that the change record was posted. This date is for information only. It does not
affect when the Change Hours are applied to the Engineering Account's Time Phased Hours.
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Change Documents (Engineering Changes)

Engineering Change records have limited information to describe each Change. However, external Change Documents can be linked to the
changes to provide additional details.

2) Locate an Engineering Change ID.
3) Click the Change Documents subpane tab.
5) Click in the Document cell and enter a Document Number or some method for identifying the document record.
6) Click in the Description cell and enter a Document Description or Title of the document.
7) Click the Document Type ID drop-down and select a Document Type to categorize the Document.
8) Click in the Revision cell and enter a Revision Number.
9) Click in the Revision Date cell and enter the Date the document was revised.
10) Click in the Provider cell and enter or modify the name of the person or organization that provided or originated the document.
12) Click in the Remarks cell and enter any additional Remarks about the document.
13) Click the Document File browse icon, select the document's File Location and File Name, and click Open.
14) Click the Open File icon to open the document.
Calculations (Engineering)
The Calculations ribbon group in the Engineering tab is where commands that allow you to calculate progress, baseline and approved
budgets, and estimate to complete hours on Engineering Accounts. In addition, there are commands used to time phase Engineering Account
data and to close Engineering Reporting Periods.
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Calculate Engineering Account Totals

The Calculate Engineering Account Totals feature is used to globally calculate the totals data on Engineering Accounts after the data have
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been entered or modified in various tables in PRISM . This calculation is generally run each Reporting Period after data is entered or modified
and prior to using the Spread Engineering Time Phased Data (on page 451) calculation.
The Calculate Engineering Account Totals calculation has an option to calculate the Baseline Budget. How the Baseline Budget is calculated
for each Engineering Account is dependent on how each Account's Baseline Source option is set, as described in the table below:
Baseline Source Baseline Budget Hours Calculation
Document Budget Hours Summarized hours from Engineering Documents that are linked to an Engineering Account
Account Baseline Budget Hours Summarized hours from items assigned in the Engineering Accounts-Baseline Hours subpane
Manual No calculation; uses hours manually entered in the Engineering Account
At the beginning of a project the Baseline Budget Hours, Approved Budget Hours, Control Budget Hours, and the Estimate at Completion
Hours should be equal. The Calculate Engineering Account Totals calculation has the Approved Budget Using Engineering Change Data option
to calculate the Approved Budget as well as a Control Budget Using Engineering Change Data option to calculate the Control Budget. The
calculation is performed by adding the Baseline Budget Hours and the Change Hours. Since there are no Change Hours at the beginning of the
project, the Baseline Budget Hours, the Approved Budget Hours, and the Control Budget Hours are calculated to be equal.
There are three options to calculate the Estimate at Completion. One of these options, EAC Using Engineering Change Data is similar to the
Approved Budget calculation in that it adds the Change Hours to the Baseline Budget Hours to calculate the Estimate at Completion Hours.
This should be used when baselining the project to ensure the Estimate at Completion Hours are equal to the Baseline Budget Hours.
There is also an option to calculate Actual to Date Using Document Actual To Date when using the Baseline Source of Document Budget
Hours. This calculation uses an Engineering Document's actual hours worked to calculate progress on an Engineering Account by adding the
summation of the Engineering Documents' Period Actuals + Previous Actuals to Date. Because Actual Hours are typically not tracked at the
Document level, the Show Document Actual Hours must be enabled in the Engineering Settings form.
The third option to calculate the Estimate at Complete is EAC Using Actual To Date And ETC With HPI, which uses the Actual To Date data
with Hours Performance Index Estimate to Complete data to calculate progress on an Engineering Account. This calculation is defined as EAC =
Actual To Date + ((Approved Budget - Earned To Date) / HPI).
It is possible to create a list of Engineering Documents and directly assign an Engineering Account ID to each Document without having
created the Engineering Accounts first. The Calculate Engineering Account Totals calculation includes an option to Create Missing Engineering
Accounts. If selected, all the Engineering Accounts would be created when this calculation is run. However, you will still have to fill in details
such as the Engineering Account Description.
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The Progress and Time Phased Data option is enabled by default. You can choose to not calculate this data, however, calculating the data
does not have any adverse affects. This option calculates the Percent Complete for Engineering Documents and Engineering Accounts based
on the Engineering Percent Complete Methods (on page 104) assigned to each record. It also calculates the Earned Value for the current
Reporting Period in Engineering Accounts.
The Estimate at Completion Using Engineering Documents ETC Data option calculates the Engineering Accounts Estimate to Complete for
Engineering Accounts that have the Baseline Source set to Document Budget Hours. The Estimate to Complete Hours entered on Engineering
Documents that are linked to an Engineering Account are summarized and added to the Engineering Account's Actual to Date Hours.
Note that there are three options for calculating the Estimate at Completion. You will need to decide which method is appropriate
for your project.
To Calculate Engineering Account Totals:

1) Select Engineering > Calculations > Calculate Engineering Totals.
2) By default, the Progress and Time Phased Data check box is enabled. Data in the Engineering Documents data pane, Engineering
Accounts data pane, and the Engineering Accounts-Time Phased Data subpane are modified.
a. Engineering Document's Percent Complete for the Reporting Period is calculated based on the Percent Complete Method
assigned to the Engineering Account.
b. Engineering Account's Percent Complete for the Reporting Period is calculated based on the Percent Complete Method assigned
to the Engineering Account.
c. Earned value for the Reporting Period is calculated. This is found in the Engineering Accounts-Time Phased Hours subpane and is
calculated as (Percent Complete x Budget at Completion) - Summation of the Previous Reporting Period Earned Value.
d. Performance data found on the Engineering Accounts data pane, such as SV% (Schedule Variance Percent), HV% (Hours Variance
Percent), SPI (Schedule Performance Index), and HPI (Hours Performance Index) are also calculated.
3) Check the Actual To Date Using Document Actual To Date checkbox in order to calculate the Engineering Document Actual Hours.
This is done by adding the summation of the linked Engineering Documents' Period Actual Hours to the Previous Actual to Date hours.
4) If there are Engineering Account IDs assigned to Engineering Documents without a corresponding Engineering Account already
created, then check the Create Missing Engineering Account checkbox. This will cause the Engineering Accounts to be created.
Additional information will have to be added, as necessary, to the Engineering Accounts.
a. This only works if a Filter has not been applied to the calculation.
5) Click in the Data Date box and enter a Date. This is only necessary if you want the Data Date displayed in Engineering Reports to be
something other than the default header, which is the Title of the current Reporting Period.
6) Click the Baseline Budget drop-down, and select the following options:
a. Use Document Budget Hour Data checkbox in order to calculate the Baseline Budget Hours for Engineering Accounts that have
the Baseline Source assigned as Document Budget Hours.
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b. Use Baseline Budget Hour Data checkbox in order to calculate the Baseline Budget Hours for Engineering Accounts that have the
Baseline Source assigned as Account Baseline Budget Hours.
7) Click the Approved Budget drop-down, and select the Use Engineering Change Data checkbox in order to calculate the Approved
Budget Hours for Engineering Accounts by adding the Engineering Change Hours to the Baseline Budget Hours. This option also
applies the Approved Budgets to Engineering Documents if the Engineering Change specifies any Engineering Documents.
a. The Change Status assigned to the Engineering Change will have to be defined to add the Change Hours to the Engineering
Account.
b. Pending Hours are also applied to Engineering Documents if the Change Status (on page 273) assigned to the Engineering
Change is defined to apply the Change Hours to Pending.
8) Click the Control Budget drop-down, and select Use Engineering Change Data checkbox in order to calculate the Baseline Budget
Hours for Engineering Accounts by adding the Engineering Change Hours to the Baseline Budget Hours. This option also applies the
Control Budgets to Engineering Documents if the Engineering Change specifies any Engineering Documents.
a. The Change Status assigned to the Engineering Change will have to be defined to add the Change Hours to the Engineering
Account.
b. Pending Hours are also applied to Engineering Documents in the Change Status assigned to the Engineering Change is defined to
apply the Change Hours to Pending.
9) Click the Estimate At Completion drop-down, and select one of the following:
a. Use Actual To Date And Engineering Documents ETC checkbox in order to calculate the Estimate at Completion Hours for
Engineering Accounts by adding the summation of the linked Engineering Documents' Estimate to Complete Hours to the
Engineering Account's Actuals to Date Hours.
b. Use Actual To Date And ETC With PI checkbox in order to calculate the Account's Estimate at Completion Hours using the Hours
Performance Index Estimate to Complete. This Estimate at Completion is calculated as Actual To Date + ((Approved Budget -
Earned To Date) / HPI).
c. Use Engineering Change Data checkbox in order to calculate the Estimate at Completion Hours for Engineering Accounts by
adding the Engineering Change Hours to the Baseline Budget Hours.
d. The Change Status assigned to the Engineering Change will have to be defined to add the Change Hours to the Engineering
Account.
 Pending Hours are also applied to Engineering Documents if the Change Status (on page 273) assigned to the Engineering
Change is defined to apply the Change Hours to Pending.
10) Check the Baseline Dates Using Document Schedule Dates checkbox in order to calculate the Engineering Account's Baseline Start
and Finish Dates. This calculation uses the Engineering Documents' earliest Schedule Start Date and the latest Schedule Finish Date.
11) Check the Approved Dates Using Document Schedule Dates checkbox in order to calculate the Engineering Account's Approved Start
and Finish Dates. This calculation uses the Engineering Documents' earliest Schedule Start Date and the latest Schedule Finish Date.
12) Check the Control Dates Using Document Schedule Dates checkbox in order to calculate the Engineering Account's Control Start and
Finish Dates. This calculation uses the Engineering Documents' earliest Schedule Start Date and the latest Schedule Finish Date.
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13) Check the Current Dates Using Document Forecast Dates checkbox in order to calculate the Engineering Account's Current Start and
Finish Dates. This calculation uses the Engineering Documents' Forecast Start Date and the Forecast Finish Date.
15) Click OK.
Spread Engineering Time Phased Data

Once you have created the Reporting Periods and assigned the hours, start and finish dates, and distribution curves to each Engineering
Account, you can now spread the total hours across time. This is called Time Phasing and it is achieved globally using the Spread Engineering
Time Phased Data calculation.
How data is Spread depends on the type of data (Budget, Earned, or Actual/ETC) and the starting period assigned that determines when the
spread of data begins. The following examples indicate how the Spread calculation works. It is based on a five-period schedule with a Baseline
Budget of 1000. For ease of understanding, it is assumed that each period has an equal number of work days and the distribution curve is set
to Even. Both the Baseline Budget and the Estimate to Complete are spread starting at Period 1.
Period Budget Act/ETC
1 200 200
2 200 200
3 200 200
4 200 200
5 200 200
This next example indicates that the Baseline Budget is spread starting at Period 1 and the Estimate to Complete is spread starting at Period 2
(the period after the Current Reporting Period).
1 200
2 200 250
3 200 250
4 200 250
5 200 250
If the Actual value for Period 1 is 100, then the Estimate to Complete is calculated as shown in the example below.
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1 200 100
2 200 225
3 200 225
4 200 225
5 200 225
You can choose to spread the Baseline Budget, Approved Budget, Control Budget, Earned Value, or the Actual/ETC hours independently or all
at the same time.
The Budgets always default to the current Reporting Period, but you can set it to any period. The Earned Value and Actual/ETC always default
to the period after the current Reporting Period. You can change it to any period starting from the current Reporting Period forward. When
baselining the project, these should all be set to Period 1.
Note that during project execution, if the Earned Value and the Actual/ETC are set to the current Reporting Period, then the
calculated Earned Value and the Period Actuals are overwritten. The only reason to do this is if you do not have final period
actuals and performance and you want to simulate Earned Value and Actual values for the current Reporting Period.
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The Put Unspreadable Data In Start Period option is used to place hours into the start period if, for some reason, PRISM cannot spread
them appropriately. Unspreadable data can be caused by several situations:
 The project is extended past the end of the last defined Reporting Period.
 A change is approved several periods after the start date for the Activities tied to the change.
If any of these situations occur and this option is not selected then the total of the Time Phased Hours may not equal the Engineering Account
Total Hours.
The Put Negative Data In Start Period option is used to place negative Hours into the start period. For instance, if the total Estimate at
Completion Hours is 500 and the total of Actual Hours is 600 through last period, the Actual/ETC Hours for the current Period is calculated to
be -100.
To Globally Time Phase Data:

1) Select Engineering > Calculations > Spread Engineering TPD.
Note that this menu item is not enabled unless Reporting Periods are established.
2) For each type of data check the Spread Data checkbox and then click the Start Period pick list and select a Start Period, which is the
beginning period from which the hours are spread.
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a. Baseline Budget
b. Approved Budget
c. Control Budget
d. Earned Value
e. Actual/ETC
3) Check the Put Unspreadable Data in Start Period checkbox, if necessary.
4) Check the Put Negative Data in Start Period checkbox, if necessary.
5) Check the Replace Existing Curves checkbox, if necessary.
6) Click the Default Curve ID drop-down and select a Curve ID.
8) Click OK.
Close Engineering Period

At the end of a Reporting Period and just prior to updating status, progress, and actuals for the next Reporting Period, you must Close Out the
current Reporting Period. You will need Exclusive Use and Run Process permissions, as well as Exclusive Use of the project in order to run this
calculation.
The Close Engineering Period feature performs several operations.
 In the Engineering Documents data pane:
 Estimate to Complete Hours are copied to the Previous ETC Hours.
 In the Engineering Accounts data pane:
 The Period Actual Hours are removed.
 Estimate to Complete Hours are copied to the Previous EAC Hours.
 Estimate at Completion Hours are copied to the Previous ETC Hours.
 Current Documents Planned is copied to the Previous Documents Planned.
There are three packages where Reporting Periods can be closed, the Cost Management package, the Engineering package, and the Field
Management package. Closing the current Reporting Period in one package does not close out the current Reporting Period in another.
Warning: If any Control Accounts in the Cost Management package are utilizing the ENG Percent Complete Method, then, in order
to calculate progress in the Cost Management package, the Reporting Periods in each package must be set to the same period.
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You should always Archive the PRISM database prior to closing out the Reporting Period.
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process and calculation, a User can choose if and when the data is calculated and if the data is verified during Period closeout.
To Close Out the Reporting Period:

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1) Archive the PRISM Database.
2) Select Engineering > Calculations > Close Engineering Period. Notice the Reporting Period being closed out is displayed.
b. Verify Data
4) Click OK and Yes to the prompts. Notice the Reporting Period has been incremented to the next period.
Tools (Engineering)
The Tools ribbon group in the Engineering tab is where options and settings are defined that affect data, forms, and processes associated with
the Engineering package.
Engineering Settings
The Engineering Settings form establishes the settings and options specific to the Engineering package. These settings are usually defined at
the beginning of the project and affect the following functions.
 Engineering Accounts percent complete method
 Engineering Documents percent complete method
 Manual entry of data
 Engineering Accounts Variance Analysis Thresholds
In order to access the Engineering Settings form, at a minimum, you must have Process permissions.
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To Define Engineering Settings:

1) Select Engineering > Tools > Settings.
2) Click one of the Show Document Actual Hours radio buttons:
a. No - Actual Hours are not being used to calculate performance for an Engineering Document. This is the default setting.
b. Read-only - Actual Hours are imported for Engineering Documents using the Import Actual Hours (on page 680) utility and
cannot be modified.
c. Editable - Actual Hours are entered for Engineering Documents manually each Reporting Period or imported.
3) Click the Default Engineering Documents Percent Complete Method drop-down and select one of the Engineering Percent Complete
Methods. The Percent Complete Method applies an algorithm to calculate an Engineering Document's percent complete. When new
Engineering Documents are added, the Percent Complete Method for each Engineering Account is automatically set to the Default
Method.
a. After creating the Engineering Document, the Percent Complete Method can be reset to use any other method.
b. If an Engineering Document does not have a Percent Complete Method assigned, then this default code is used when progress is
calculated.
4) Check the Engineering Documents-Baseline Budget Data checkbox in the Allow Manual Entry group box to enter the Baseline Budget
Hours directly to Engineering Documents.
a. This option should be disabled if you do not want to inadvertently modify the Baseline Budget Hours.
5) Check the Engineering Documents-Approved Budget Data checkbox in the Allow Manual Entry group box to enter the Approved
Budget Hours directly to Engineering Documents.
a. This option should be disabled if you do not want to inadvertently modify the Approved Budget data. The Engineering Changes
are then used to affect the Approved Budget. This approach ensures that an audit trail of approved changes relative to the
baseline estimate is maintained.
6) Check the Engineering Documents-Pending Data checkbox in the Allow Manual Entry group box to enter the Pending Hours directly
to Engineering Documents.
a. This option should be disabled if you do not want to inadvertently modify the Pending Hours. The Engineering Changes are then
used to affect the Pending Hours. This approach ensures that an audit trail of pending changes relative to the baseline estimate
is maintained.
7) Check the Engineering Documents-Previous Data checkbox in the Allow Manual Entry group box if you need to overwrite the system
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calculated values found on the Engineering Documents data pane; Previous ETC and Previous Percent Complete. PRISM will always
calculate these fields when the Reporting Period is closed. If this checkbox is disabled, then the fields are read-only.
8) Click the Accounts tab to enter Engineering Account Settings.
9) Check the Enable Milestones checkbox to enable Engineering Class Milestones to be used for progressing and statusing Engineering
Accounts. By enabling this setting, the Engineering Accounts-Milestones subpane will be unhidden.
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10) Click the Default Engineering Accounts Percent Complete Method drop-down and select one of the Engineering Percent Complete
Methods (on page 104). The Percent Complete Method applies an algorithm to calculate an Engineering Account's percent complete.
When new Engineering Accounts are added, the Percent Complete Method for each Engineering Account is automatically set to the
Default code.
a. After creating the Engineering Account, the Percent Complete Method can be reset to use any other method.
b. If an Engineering Account does not have a Percent Complete Method assigned, then this default code is used when progress is
calculated.
11) Click the Hours Element drop-down and select an Hours Element ID. By making this selection, Engineering Hours can be transferred
to Control Accounts in the Cost Management package. The Engineering Hours can then be used when calculating Control Accounts
when using the Calculate Control Account (see "Calculate Control Account Totals" on page 394) totals calculations.
12) Click the Cost Element drop-down and select a Cost Element ID. By making this selection, when Engineering Hours are used to
calculate the Control Account using the Calculate Control Account (see "Calculate Control Account Totals" on page 394) totals
calculations, the Cost Element will be displayed in the Control Accounts-Cost Element subpane. In order for Cost to be calculated on a
Control Account using Engineering hours, a Labor Category ID must be assigned to the Engineering Account. If a Labor Category is not
assigned, the ETC Rate for the Cost Element on the Control Account is used.
13) Click the Documents Folder browse icon and select a Default Folder Location where Change documents are normally saved for the
project. This affects the Engineering Changes-Change Documents subpane. When a document is to be linked to a change, the first
folder location opened in the Select Folder form is the Default Folder Location defined in this form.
14) Click the Auto-generated Change IDs drop-down to define a method for how Change IDs will be labeled when they are created. The
following options allow both system-defined and user-defined IDs to be generated.
15) Click the Allow Manual Entry of Baseline Budget Data drop-down and select one of the following to manually enter Baseline Budget
data for Engineering Accounts:
a. None – this setting does not allow manual Baseline Budget Hours, Baseline Schedule Schedule Dates, and Baseline Budget
Distribution Curves to be directly entered to Engineering Accounts. This means Baseline Budget hours can only be entered using
the Engineering Changes data pane. Baseline Schedule Dates can only be entered by updating dates in the Schedule Interface tab
and using the Spread Time Phased Data calculation to transfer the dates to Engineering Accounts. This approach ensures that an
audit trail of budget changes relative to the baseline estimate are maintained. Note that this is the default setting.
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b. Future Time Phased Data – this setting allows Baseline Budget Hours to be manually entered in the Engineering Accounts-Time
Phased Hours subpane. The Baseline Hours column is enabled for Reporting Periods that are equal to or greater than the Current
Period.
c. Totals And Future Time Phased – this setting allows Baseline Budget Hours to be manually entered in the Engineering Accounts
At Completion Hours group box and the Engineering Accounts-Time Phased Hours subpane. Baseline Budget Hours can be
entered for all Reporting Periods that are equal to or greater than the Current Period.
d. All Time Phased – this setting allows Baseline Budget Hours to be manually entered for all of the project’s Reporting Periods in
the Engineering Accounts-Time Phased Hours subpane.
e. Totals And All Time Phased – this setting allows Baseline Budget Hours to be manually entered in the Engineering Accounts At
Completion Hours group box and the Engineering Accounts-Time Phased Hours subpane. Baseline Budget Hours can be manually
entered for all of the Engineering project's Reporting Periods.
Note that the Baseline Source drop-down in the Engineering Accounts data pane must also be set to Manual to manually enter
data to an Engineering Account. Note that Baseline Schedule Dates and Baseline Budget Distribution Curves can be manually
entered in the Engineering Accounts data pane for all of the settings listed above with the exception of None. This option should
be disabled if you do not want to inadvertently modify the Baseline Budget data.
16) Click the Allow Manual Entry of Approved Budget Data drop-down and select one of the following to manually enter Approved
Budget data for Engineering Accounts:
a. None – this setting does not allow manual Approved Budget Hours, Approved Schedule Dates, and Approved Budget Distribution
Curves to be directly entered to Engineering Accounts. This means Approved Budget data can only be entered using the
Engineering Changes data pane. Approved Schedule Dates can only be entered by updating dates in the Schedule Interface tab
and using the Spread Time Phased Data calculation to transfer the dates to Engineering Accounts. This approach ensures that an
b. Future Time Phased Data – this setting allows Approved Budget Hours to be manually entered in the Engineering Accounts-Time
Phased Hours subpane. The Approved Hours column is enabled for Reporting Periods that are equal to or greater than the
Current Period.
c. Totals And Future Time Phased – this setting allows Approved Budget Hours to be manually entered in the Engineering Accounts
At Completion Hours group box and the Engineering Accounts-Time Phased Hours subpane. Approved Budget Hours can be
d. All Time Phased – this setting allows Approved Budget Hours to be manually entered for all of the project’s Reporting Periods in
e. Totals And All Time Phased – this setting allows Approved Budget Hours to be manually entered in the Engineering Accounts At
Completion Hours group box and the Engineering Accounts-Time Phased Hours subpane. Approved Budget Hours can be
manually entered for all the project’s Reporting Periods.
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data to an Engineering Account. Note that Approved Schedule Dates and Approved Budget Distribution Curves can be manually
be disabled if you do not want to inadvertently modify the Approved Budget data.
17) Click the Allow Manual Entry of Control Budget Data drop-down and select one of the following to manually enter Approved Budget
data for Engineering Accounts:
a. None – this setting does not allow manual Control Budget Hours, Control Schedule Dates, and Control Budget Distribution
Curves to be directly entered to Engineering Accounts. This means Approved Budget data can only be entered using the
Engineering Changes data pane. Control Schedule Dates can only be entered by updating dates in the Schedule Interface tab and
using the Spread Time Phased Data calculation to transfer the dates to Engineering Accounts. This approach ensures that an
b. Future Time Phased Data – this setting allows Control Budget Hours to be manually entered in the Engineering Accounts time
phased data subpane. The Control Hours column is enabled for Reporting Periods that are equal to or greater than the Current
Period.
c. Totals And Future Time Phased – this setting allows Control Budget Hours to be manually entered in the Engineering Accounts
At Completion Hours group box and the Engineering Accounts-Time Phased Hours subpane. Control Budget Hours can be
d. All Time Phased – this setting allows Control Budget Hours to be manually entered for all of the project’s Reporting Periods in
e. Totals And All Time Phased – this setting allows Control Budget Hours to be manually entered in the Engineering Accounts At
Completion Hours group box and the Engineering Accounts-Time Phased Hours subpane. Control Budget Hours can be manually
entered for all the project’s Reporting Periods.
data to an Engineering Account. Note that Control Schedule Dates and Control Budget Distribution Curves can be manually
be disabled if you do not want to inadvertently modify the Control Budget data.
18) Check the Allow Manual Entry of Actual Data checkbox to manually enter the Period Actual Hours or Actual To Date Hours on the
Engineering Account data pane.
a. This option should be disabled if you do not want Actual Hours to be entered manually. In this case, the Actuals Hours will have
to be imported using the Import Actual Hours (on page 680) feature.
19) Check the Engineering Accounts-Previous Data checkbox in the Allow Manual Entry group box if you need to overwrite the system
calculated values found on the Engineering Accounts data pane; Previous EAC, Previous Percent Complete, and Previous Documents
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Planned. PRISM will always calculate these fields when the Reporting Period is closed. If this checkbox is disabled then the fields are
read-only.
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20) Click in each of the Performance Threshold boxes and enter the Variance Percent and the Performance Index values for both Hours
and Schedule.
a. These are used to generate a Stop Light effect in the Engineering Accounts-Performance subpane. This affect highlights
performance data that exceeds these thresholds. The Warning value is used as a first indication of a performance problem and
variances exceeding the defined thresholds are highlighted in Yellow in the Performance subpane. The Alarm value is a higher,
more stringent value and variances that exceed these values are highlighted in Red.
b. By default, the Schedule and Hour Performance Index are set to 1.00 for Warning and 0.80 for Alarm. The Schedule and Hours
c. Click OK to save the changes or click Cancel to cancel any changes.
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Chapter 12
Equipment/Materials
The Equipment/Materials tab is where you will develop a set of Installed Equipment and Materials Lists. These lists are used to add items to
Purchase Requisitions that the engineering and procurement staffs use to request the purchase of equipment and materials for the project.
Equipment/Materials Data Integration

Data entered into the Equipment/Material package's data panes is highly integrated. Data is shared among a few panes, but as the graphic
below suggests, most of the data is shared with the Equipment Lists and the Materials Lists.
Data (Equipment/Materials)
The Data ribbon group on the Equipment/Materials tab is where commands for defining Installed Equipment and Materials lists are found.
The command for Purchase Requisitions which is used to request the purchase of equipment and materials for the project is also located here.
Installed Equipment
The Installed Equipment data pane is used to develop a list of installed equipment for the project. This list is used to add items to Purchase
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Requisitions. It is also used for adding Line Items to Request For Quotations and Purchase Orders, which are a part of the PRISM
Procurement package.
Each piece of Equipment can be described in detail using the following subpanes:
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User Guide
 Attributes
 Power and Instrumentation
 References
 Equipment Documents
 Assembly
 Details
Changes to items entered in Installed Equipment lists can be tracked using a Revision Number and Revision Date.
Quantities of each item are maintained in terms of Operating units and Operating Reserve units.
The Approved (or planned) Delivery and Installation Dates and the Current (or forecasted) Delivery and Installation Dates can be entered and
tracked or they can be transferred from Schedule Activities in the Cost Management package.
Items in the Installed Equipment list can be Canceled at any time. They are still maintained in the database, but can be filtered out of reports.
To Enter Equipment Data:

1) Select Equipment/Materials > Data > Installed Equipment.
3) Click in the Equipment ID box and enter an Equipment ID, which is a unique alphanumeric code.
4) Click in the Description box and enter the Equipment Description.
b. The WBS may have automatically been assigned when the Installed Equipment record was created; depending on if WBS
Masking (see "Work Breakdown Structure" on page 611) had been applied.
6) If the Installed Equipment record is revised, click in the Revision box and enter a Revision number.
8) If the Client has provided an equipment number that is different from the Equipment ID used for internal purposes, click in the Client
Equipment ID box and enter the Client's Equipment Number.
9) Click the Primary Equipment ID drop-down and select an Equipment ID. This option is used to assign multiple pieces of equipment to
a single master or primary equipment item. As an example, Equipment items may be assembled onto a module which would be
considered the primary equipment item.
10) Click the Supplier ID drop-down and select a Supplier. By doing so, the Supplier/Manufacturer name is automatically entered.
Note that the Procurement package must be enabled on the project to use this feature.
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Chapter 12 Equipment/Materials
11) Click in the Supplier/Manufacturer box and enter the Name of the supplier/manufacturer of the equipment. If a Supplier ID was
selected, the Supplier/Manufacturer name is automatically entered; however, it can be modified.
12) Click in the Model Number and enter the Equipment Model Number.
13) Click in the Serial Number box and enter the Equipment Serial Number, if necessary.
14) Click in the Unit box and enter the Quantity Unit of Measure associated with the type of Equipment.
15) Click in the Operating box and enter the Operating Quantities.
16) Click in the Operating Reserve box and enter the Operating Reserve Quantities, if necessary.
17) The Total Units box is read-only and indicates the sum of Operating and Operating Reserve Quantities.
18) Click in the Estimated Unit Price box and enter the Equipment's Unit Price.
19) The Total Estimated Cost box is read-only and indicates the product of Total Quantities and Unit Price.
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202) form.
21) Click in the Schedule Dates boxes and enter the following dates, in order to track deliveries and field installations:
a. Approved Delivery date.
b. Approved Installation date.
c. Current Delivery date.
d. Current Installation date.
Note that the schedule dates can be automatically entered by assigning Schedule Activities to the Installed Equipment
record and then transferring the dates from the Schedule Activities table in the Cost Management package to the
Installed Equipment record using the Copy Schedule Dates (on page 695) utility.
22) Click in the Activity ID drop-down for the Delivery and Installation and select the Schedule Activities that represent the Delivery and
Installation of the specific piece of equipment. The schedule dates from Schedule Activities in the Cost Management package can
then be transferred to the Equipment dates.
23) Check the Canceled checkbox if the Equipment is canceled on the project.
Attributes (Installed Equipment)

Attributes describe the design characteristics of a piece of equipment in terms of capacity, volume, weight, pressure, and temperature.
They also describe the fluid characteristics, insulation requirements, and the type of heat tracing.
To Enter Attributes:
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2) Locate an Installed Equipment item.

3) Click the Attributes subpane tab.
4) As necessary, click in the Amount cell in the Measurement Attributes group box and enter a numeric Amount for the following items;
also enter a Unit of Measure in the Unit cell.
a. Capacity
b. Volume
c. Weight
d. Pressure
e. Temperature
5) As necessary, click in the Supplemental Attributes group box and enter the following Supplemental Attribute information.
a. Fluid Type
b. Fluid Viscosity
c. Insulation Type
d. Insulation Thickness
e. Heat Tracing
Power and Instrumentation (Installed Equipment)

The Power and Instrumentation requirements are entered for a piece of equipment. This includes establishing the Motor Ratings and other
data, such as the Voltage, Amperage, and Motor Speed.
A Power Unit is established to define the Power Unit of Measure (i.e., HP, kW, etc.) for the following ratings:
 Motor Power  Brake Power  Emergency Power  Utilization Percentage
The Motor Control Center Number and Instrumentation requirements for a piece of equipment are also identified. This includes
determining the:
 System Type  Interface Unit  Instrumentation Index
You can also identify if the instrumentation has accompanying Instrumentation Data Sheets Available.
To Enter Power and Instrumentation Requirements:

3) Click the Power And Instrumentation subpane tab.
4) Click in the Unit box and enter a Power Unit of Measure.
5) Click in the Power Rating boxes and enter the following Power Rating requirements for the equipment's motor as a numeric value.
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a. Motor Power
b. Brake Power
c. Emergency Power
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6) Click in the Utilization Percentage box and enter a Utilization Percentage. Note that this value is not utilized in any PRISM
calculations.
7) Click in the Motor Data boxes and enter the following Motor Data.
a. Voltage
b. Amperage
c. Motor Speed
8) Click in the Motor Control Center Number box in the MCC and Instrumentation Data group box, and enter the Identification Number
of the MCC that the Equipment's motors are to be controlled from.
9) Click in any of the following Instrumentation Data boxes and enter the data in a manner that makes sense to your project.
a. System Type
b. Interface Unit
c. Instrumentation Index
10) Check the Instrumentation Data Sheets Available checkbox, if the instrumentation has a corresponding Instrumentation Data Sheet.
Assembly (Installed Equipment)

Specific Assembly requirements can be entered for each piece of Installed Equipment to identify if the equipment is Pre-wired, Pre-piped, or
Pre-insulated. You can also identify if the equipment is supplied with Controls or with Starters.
To Enter Assembly Requirements:

3) Click the Assembly subpane tab.
4) Check any of the Pre-fabrications Provided checkboxes to indicate if any pre-fabrications are necessary.
a. Pre-Wired
b. Pre-Piped
c. Pre-Insulated
5) Check any of the Items Supplied checkboxes to indicate which items are to be supplied with the Equipment.
a. Controls
b. Starters
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User Guide
References (Installed Equipment)

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Installed Equipment items can be linked to records in other PRISM packages using the References subpane. This allows Equipment data to
be viewed in other packages.
The following Master Records from other packages can be linked to the Installed Equipment item.
 Primary Control Account ID
 Installation Control Account ID (used if Procurement and installation activities are applied to two different Control Accounts)
 Purchase Order ID
 Requisition ID
 Installation Contract ID
Each piece of Installed Equipment can be linked to Engineering Documents. This is useful when the Equipment is going through the
Procurement process. It helps Engineers and Procurement Agents understand when the engineering deliverables will be ready so that the
Request For Quotation documents can be released.
Engineering Documents that can be referenced include:
 Engineering Specification ID
 General Arrangement ID
 Piping and Instrumentation (P&ID) ID
 Process Flow Diagram (PFD) ID
To Assign References:
3) Click the References subpane tab.
4) As necessary, click the following Cross-reference drop-downs and select a Master Record ID.
a. Primary Control Account ID
b. Installation Control Account ID
c. Purchase Order ID
d. Requisition ID
e. Installation Contract ID
5) As necessary, click the following Drawings and Specifications drop-downs and select an Engineering Document.
a. Engineering Specification ID
b. General Arrangement ID
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c. Piping and Instrumentation ID

d. Process Flow Diagram ID
Equipment Documents (Installed Equipment)

Installed Equipment records have limited information to describe each piece of equipment. However, external Equipment Documents can be
linked to the equipment to provide additional details.
To Link Equipment Documents:

2) Locate an Equipment ID.
3) Click the Equipment Documents subpane tab.
10) Click in the Provider cell and enter or modify the Name of the person or organization that provided or originated the document.
13) Click the Document File browse icon, select the document's File Location and File Name, and click Open. If a Default Document
Folder (see "Equipment/Materials Settings" on page 475) is set, this would be the initial folder that is opened.
Details (Installed Equipment)

The Description box on the Installed Equipment data pane only allows up to 100 characters. If you need to enter a longer description, you can
use the Details subpane. This is a memo field that allows you to enter an unlimited amount of text.
To Enter Equipment Details:

3) Click the Details subpane tab.
4) Click in the memo field and enter a Detailed Description.
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User Guide
Materials
The Materials data pane is used to develop a list of materials for the project. This list is used to add items to Purchase Requisitions. It is also
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used for adding Line Items to Request For Quotations and Purchase Orders, which are a part of the PRISM Procurement package.
Quantities of each item are maintained in terms of Planned units and Reserve units.
To Enter Materials Data:

1) Select Equipment/Materials > Data > Materials.
3) Click in the Material ID box and enter a Material ID, which is a unique alphanumeric code.
4) Click in the Description box and enter the Material Description.
b. The WBS may have automatically been assigned when the Materials record was created; depending on if WBS Masking (see
6) Click the Supplier ID drop-down and select a Supplier. By doing so, the Supplier name is automatically entered.
7) Click in the Supplier box and enter the Name of the material supplier. If a Supplier ID was selected, the Supplier name is automatically
entered; however, it can be modified.
8) Click in the Commodity Number box and enter the Material Commodity Number.
9) Click in the Unit box and enter Quantity Unit of Measure associated with the material item.
10) Click in the Planned box and enter the Planned Quantities.
11) Click in the Reserve box and enter the Reserve Quantities, if necessary.
12) The Total Units box is read-only and indicates the sum of Planned and Reserve Quantities.
13) Click in the Estimated Unit Price box and enter the material item's Estimated Unit Price.
14) The Total Estimated Cost box is read-only and indicates the product of Total Quantities and Unit Price.
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202) form.
16) Click in the Schedule Dates boxes and enter the following dates, in order to track deliveries and field installations:
a. Approved Delivery date.
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b. Approved Installation date.

c. Current Delivery date.
d. Current Installation date.
Note that the Schedule Dates can be automatically entered by assigning Schedule Activities to the Materials record and
then transferring the dates from the Schedule Activities table in the Cost Management package to the Materials record
using the Copy Schedule Dates (on page 695) utility.
17) Click in the Activity ID drop-down for the Delivery and Installation and select the Schedule Activities that represent the Delivery and
Installation of the specific piece of equipment. The schedule dates from Schedule Activities in the Cost Management package can
then be transferred to the Equipment dates.
18) Check the Canceled checkbox if the Material is canceled on the project.
References (Materials)
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Material items can be linked to records in other PRISM packages using the References subpane. This allows Materials data to be viewed in
other packages.
The following Master Records from other packages can be linked to the Material items.
 Control Account ID
 Purchase Order ID
 Requisition ID
 Installation Contract ID
Each Material item can be linked to Engineering Documents. This is useful when the Materials are going through the Procurement process. It
helps Engineers and Procurement Agents understand when the engineering deliverables will be ready so that the Request for Quotation
documents can be released.
Engineering Documents that can be referenced include:
 Engineering Specifications
 General Arrangement Drawings
To Assign References:
2) Locate a Material item.
3) Click the References subpane tab.
4) As necessary, click the following Cross-reference drop-downs and select a Master Record ID.
a. Control Account ID
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b. Installation Control Account ID (used if Procurement and installation activities are applied to two different Control Accounts)
c. Purchase Order ID
d. Requisition ID
e. Installation Contract ID
5) As necessary, click the following Drawing and Specification drop-downs and select an Engineering Document.
a. Engineering Specification ID
b. General Arrangement Drawing ID
Details (Materials)
The Description box in the Materials data pane only allows up to 100 characters. If you need to enter a longer description, you can use the
Details subpane. This is a memo field that allows you to enter an unlimited amount of text.
To Enter Material Details:

2) Locate a Material item.
3) Click the Details subpane tab.
4) Click in the memo field and enter a Detailed Description.
Purchase Requisitions
A Purchase Requisition is used by the Engineering or Procurement staff to request the purchase of equipment and/or materials for the
project. Equipment and materials are assigned as Line Items to Purchase Requisitions.
The Engineer who prepares the Purchase Requisition is identified by manually entering the Engineer's initials.
The Inspection Level is assigned, as well as the Required at Site date.
You can decide if there is a reason to use a Sole Source Supplier. You have four choices:
 Blank (Not Applicable)
 Equipment Standardization
 Only Supplier of Equipment
 Other
If you choose anything other than Not Applicable, you will need to identify the name of the Sole Source Supplier, and you will need to include
a detailed explanation to justify the Sole Sourcing.
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To Create Purchase Requisitions:

1) Select Equipment/Materials > Data > Purchase Requisitions.
3) Click in the Requisition ID box and enter a Requisition ID, which is a unique alphanumeric code.
4) Click in the Description box and enter a Requisition Description.
5) Click in the Prepared By box and enter the Initials of the engineer who prepared the Requisition.
6) Click the Preparation Date drop-down and enter the Date the Requisition was prepared.
7) Click the Agreement Type ID drop-down and select an Agreement Type. These are user-defined lists that define groups of
attachments, which are documents that are important to the particular Requisition and can be linked to the Purchase Requisition
from within the Purchase Requisitions-Attachments subpane.
8) Click the Inspection Level ID drop-down and select an Inspection Level. This is a user-defined list.
9) Click the Required At Site Date drop-down and enter a Required At Site Date.
10) If the Purchase Requisition is to be sole-sourced, click the Reason For Sole Source Supplier drop-down and select one of the
system-defined Reasons.
a. Blank (Not Applicable) - this Purchase Requisition is not being sole sourced.
b. Equipment Standardization - allows similar equipment to be purchased from the same supplier.
c. Only Supplier of Equipment - only supplier that can meet the specifications required.
d. Other - if selected you should enter an explanation why the Purchase Requisition is sole sourced in the Justification box.
Note that if anything other than Not Applicable is selected, the Supplier ID, Sole Source Supplier, and the Justification
boxes are enabled. You will need to either select a Supplier ID or manually enter the name of a Sole Source Supplier.
11) If enabled, click the Supplier ID drop-down and select a Supplier. By doing so, the Sole Source Supplier name is automatically entered.
12) If enabled, click in the Sole Source Supplier box and enter the Name of the supplier/manufacturer of the equipment. If a Supplier ID
was selected, the Sole Source Supplier name is automatically entered; however, it can be modified.
13) If enabled, click in the Justification box and enter the Justification to sole source the items being requested.
Items (Purchase Requisitions)

Line Items are assigned to Purchase Requisitions through the Purchase Requisitions-Items subpane. Line Items are either selected from the
Installed Equipment list, the Materials list, or they are entered as user-defined items.
As Line Items are assigned to the Requisition, then Item Numbers are automatically assigned but can be revised. Later on in the procurement
process, these Item Numbers are utilized in RFPs and Purchase Orders.
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The Quantity Unit, Quantity, and Estimated Unit Price values are automatically populated from data in the Installed Equipment or Materials
data panes. You can change the Quantity value or the Estimated Unit Price, if necessary.
If you know which Control Account ID the Line Item is associated with, it can be selected at this time. However, this is typically applied when
the Purchase Order is approved.
To Enter Requisition Line Items:

2) Locate a Purchase Requisition.
3) Click the Items subpane tab.
4) Click the Select Item Type drop-down and select one of the three system-defined Item Types.
a. Equipment - allows you to select Equipment items from the Equipment list.
b. Materials - allows you to select Material items from the Materials list.
c. Other - allows you to manually enter items not found in the Equipment list or the Materials list.
a. If Equipment or Materials were selected as the Item Type, check one or more of the Equipment ID or the Material ID
checkboxes to include them in the Requisition and click OK. The Equipment/Material ID and Equipment/Materials Description
are added in a read-only format.
b. If Other was selected as the Item Type, a new record is added with the Equipment/Material ID and the Equipment/Materials
Description enabled so that you can enter data in each field.
c. In both cases, several fields are automatically assigned based on data from the Equipment or Materials lists.
d. Item numbers are automatically applied, starting with 001. Each successive item is applied an Item number which is one higher
than the previously entered highest value. The Item number can be modified.
6) For each Line Item added, enter or select the following data, as necessary.
a. If the Item Type is Other, click in the Equipment/Material ID cell and enter an Identification value.
b. If the Item Type is Other, click in the Equipment/Materials Description cell and enter a Description of the item.
c. The Item number is automatically applied but can be modified. Click in the Item cell and enter a unique Number to identify the
Line Item.
d. The Quantity Unit is automatically entered from data in the Installed Equipment or Materials data panes. It can be revised if
need be but this should not be the case.
e. The Quantity value is automatically entered as the Total Units from the Installed Equipment or Materials data panes. Click in the
Quantity cell and revise the Quantity value that is being requested, as necessary.
f. The Estimated Unit Price is automatically entered as the Unit Price from the Installed Equipment or Materials data panes. Click
in the Estimated Unit Price cell and revise the Unit Price, as necessary.
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g. The Total Estimated Cost is a read-only cell which is blank until either a new Quantity value or Estimated Unit Price is entered.
Once one of these values is entered the Total Estimate Cost is calculated as the product of Quantity and Estimated Unit Price.
h. If the project tracks Multiple Currencies, click the Currency ID drop-down and select a Currency ID.
 This field is disabled if the project is not setup to be a Multi-currency project.
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 If this selection is left blank then PRISM assumes the currency to be the Base Currency defined in the Project Settings (on
page 202) form.
i. Click the Control Account ID drop-down and select the Control Account ID that the commitment is linked to.
Attachments (Purchase Requisitions)

When generating Purchase Requisitions, you may have external documents that you need to attach. Generally, these are requirements or
instructions that are printed out as part of the Purchase Requisition and may become part of the RFQ and the Purchase Order that is supplied
to vendors.
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Documents are defined in PRISM as Attachments during the project setup. Attachments are assigned to one or more Agreement Types.
When assigning Attachments to Purchase Requisitions, if the Agreement Type is first assigned to the Purchase Requisition, then the
Attachments available to include are limited to just the Attachments pre-assigned to the Agreement Type.
To Assign Requisition Attachments:

3) Click the Attachments subpane tab.
5) Select one or more Attachment IDs from the picklist and click OK. Notice that the data for each Attachment is automatically added to
the subpane.
a. The Attachments available are filtered by the Agreement Type ID assigned to the Purchase Requisition. If an Agreement Type
has not been assigned, then all of the Attachments are displayed in the picklist.
b. If the Procurement package is enabled, and Documents Folder Path is assigned in the Procurement Settings form, then the
Attachments are copied and saved into this folder in a subfolder that is labeled with the Purchase Requisition ID.
6) For each Attachment included in the subpane, modify the following data, as necessary.
a. Click in the Attachment Description cell and enter or revise the Description of the Attachment.
b. Click the Document Type ID drop-down and select a Document Type ID to categorize the Attachment.
c. Click in the Provider cell and enter or modify the Name of the person or organization that provided the Attachment.
d. If the Attachment is revised, click in the Revision cell and enter a Revision number. Note that if you are tracking revisions in the
Purchase Requisitions-Revisions subpane, you may want to enter a Revision number that corresponds to a Revision entered into
this subpane.
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User Guide
e. If the Revision number is modified, click in the Revision Date box and enter a Revision Date.
f. Click in the Sort Code cell and enter an alphanumeric Sort Code to modify how Attachments are ordered in drop-down lists and
forms and printed in the Purchase Requisition report.
g. Click in the Remarks cell and enter any Remarks to explain or describe the Attachment.
h. Click the Attachment File browse icon and select the document's File Location and File Name.
 After an Attachment is linked, an Application icon appears next to the browse icon that corresponds to the file's extension.
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 Click the Application icon and the Attachment is opened in the application, if the PRISM User has access to the application.
 This process is available for most standard Microsoft Office applications.
Revisions (Purchase Requisitions)

The Revision feature allows you to enter and notate revisions to Requisitions. The addition of Line Items to a Requisition or the adjustment of
a Line Item's quantity value would constitute a Revision to the Requisition.
The Revision Number, date of the Revision, and any remarks are entered for each Requisition Revision.
To Revise Purchase Requisitions:

3) Click the Revisions subpane tab.
5) Click in the Revision cell and enter an alphanumeric Revision Number.
6) Click the Revision Date drop-down and select a Revision Date.
7) Click in the Remarks cell and enter any Remarks to explain or describe the Revision.
Tools (Equipment/Materials)
The Tools ribbon on the Equipment/Materials tab is where options and settings are defined that affect data, forms, and processes associated
with the Equipment/Materials package.
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Equipment/Materials Settings
The Equipment/Materials Settings form includes options which allow you to:
 Enter a Data Date Report Header displayed on Equipment and Materials reports
 Assign the Power Unit for Report Totals to summarize Motor Ratings
 Define the Default Document Folder for external Equipment Documents
The Equipment List report includes two columns that indicate the Power Rating, which are the Motor Ratings Unit and the Motor Power.
Equipment items can be assigned varying Units; for example, some may be in Horsepower and others may use Watts. A bottom line summary
of the Power Rating can be calculated and displayed in the Equipment List report, but first, the Power Unit for Report Totals must be defined.
External documents that provide further information about a piece of Equipment can be linked to an Equipment item. If you plan to locate all
these external documents in a specific file folder on the network, you can identify this folder as the Default Document Folder. When linking an
Equipment Document to an Equipment item, the Default Document Folder is the folder that is initially opened.
To Define Equipment/Materials Settings:

1) Select Equipment/Materials > Tools > Settings.
2) Click in the Data Date Report Header box and enter a Data Date. This Data Date is retained until it is modified or removed.
3) Click in the Power Unit for Report Totals box and enter a Power Unit. The Power Unit entered must match exactly how the Motor
Rating Unit is entered on Equipment records in the Installed Equipment-Power and Instrumentation subpane.
4) Click the Default Document Folder browse icon, select a Folder, and click OK.
a. You can also create a New Folder while in the Browse for Folder form. Click the Make New Folder button, enter a Folder Name,
and click ENTER.
5) Click OK.
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Chapter 13
Procurement
The Procurement tab is where Requests for Quotation are generated; generally they are initiated from Purchase Requisition data for the
Equipment/Materials package. The procurement details are assigned as Line Items to a Request for Quotation and a Procurement Schedule is
defined. Lines Items are quantified and costs are entered. Request for Quotations are converted to Purchase Orders by awarding a winning
Supplier. The Line Items are committed to Control Accounts in the Cost Management package. Shipments are created from Purchase Orders
and schedules are defined and tracked.
Procurement Data Integration

Data entered into the Procurement package's data panes is highly integrated. Data is shared among a few panes, but as the graphic below
suggests, most of the data is shared with the Purchase Orders.
Data (Procurement)
The Data ribbon group in the Procurement tab is where commands for entering data associated with Request for Quotations and Purchase
Orders and the Shipment of purchased items are performed.
Purchase Orders
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The Purchase Orders data pane is used to create Requests for Quotation. PRISM indicates if the Purchase Order record is in a Request for
Quotation format because the ID label on the data pane indicates Request for Quotation ID. Once a Supplier is selected and the Purchase
Order is awarded, the ID label is changed to a Purchase Order ID.
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User Guide
When the Request for Quotation is initially created, the Status should be assigned by selecting from a list of system-defined Status codes.
During the life of the Request for Quotation and Purchase Order, these Status codes are periodically modified to reflect the current status.
 Award - Purchase Order is awarded to a Bidder.
 Bid - Bidders are assigned to the Request for Quotation.
 Cancel - the Request for Quotation or Purchase Order is canceled.
 Hold - Request for Quotation or Purchase Order is put on hold.
 RFQ - development phase for the Request for Quotation.
 Site - procured items delivered to site.
 Transit - procured items en route to site.
 Work - procured items are being manufactured.
The list of Status codes change depending on whether a Request for Quotation or a Purchase Order is being statused.
Note that the Status will automatically be set to RFQ when a Request for Quotation is first created. It will be updated to Award
when the Purchase Order is awarded. Other updates will have to be manually selected.
Line Items assigned to Purchase Requisitions in the Equipment/Materials package, can be copied to a Request for Quotation (in the Purchase
Orders-Line Items subpane). First you must assign a Requisition ID in the Purchase Order data pane and then use the Copy Requisition Data
feature to copy the Line Items from the Requisition to the Request for Quotation.
Once the bids are analyzed and a winning Bidder is selected, the Award Purchase Order feature is utilized. This feature opens the Award
Purchase Order form which requires you to enter the winning Supplier and enter a Purchase Order ID if it is different from the Request for
Quotation ID.
This feature modifies and adds data to the Purchase Orders data pane in addition to some subpanes at one time:
 Changes the ID label from Request for Quotation ID to Purchase Order ID.
 Assigns the Purchase Order ID as entered in the Award Purchase Order form.
 Adds the Request for Quotation ID box below the Requisition ID box.
 Updates the Status to Award.
 Assigns the Award Date to the current date; this date can be changed if the award date is not the current date.
 Assigns the Supplier ID and copies the Supplier Name and the Supplier Details from the Supplier table to the Purchase Order.
 Checks the Commit Line Items to Control Account checkbox if the Commit Purchase Order checkbox in the Award Purchase Order
form was checked.
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Chapter 13 Procurement
Committed costs are the total cost of the Purchase Order; which represents the value that must be contractually paid if the project is
canceled. Committed costs are important to the Project Controls Specialist and Project Manager as well as the Procurement Agent. Therefore,
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PRISM can transfer committed cost values to the Cost Management package. As a normal process, once a Purchase Order is awarded it
should also be committed.
The Cost Management package can be setup to utilize commitment data from the Procurement package. A Purchase Order's Line Items and
the associated hours and costs are transferred to Control Accounts. You will need to ensure the Commit Line Items to Control Account
checkbox is checked to enable this process. In the Cost Management Settings form, the option to allow the Commitments to transfer from
Purchase Orders must be enabled.
Purchase Orders can also be linked to a Prime Contract in the Prime Contract package. By linking Purchase Orders to a Prime Contract, the
total costs and revenue of a Prime Contract can be calculated.
If a Purchase Order is inadvertently awarded, the Un-award Purchase Order feature is used to reverse the award process. When this feature is
used, the Purchase Order is reverted back to the original Request for Quotation and the following changes are made:
 Changes the ID label from Purchase Order ID to the original Request for Quotation ID.
 Resets the Request for Quotation ID.
 Removes the Request for Quotation ID box below the Requisition ID box.
 Resets the Status to Request For Quotation.
 Removes the Award Date.
 Removes the Supplier ID, the Supplier Name, and the Supplier Details.
 Unchecks the Commit Line Items to Control Account checkbox.
To Create a Request for Quotation:

1) Select Procurement > Data > Purchase Orders.
3) Click in the Request for Quotation ID box and enter a unique Request for Quotation ID.
4) Click in the Description box and enter a Request for Quotation Description.
5) If you want to transfer Purchase Requisition Line Items to the Purchase Orders-Line Items subpane:
a. Click the Requisition ID drop-down and select a Purchase Requisition (see "Purchase Requisitions" on page 470).
b. Click the Copy Requisition Data icon on the navigation toolbar, select one or more Line Items assigned to the Purchase
Requisition, and click OK.
 This field is disabled if the project is not setup to be a Multi-currency project.
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 If this selection is left blank then PRISM assumes the currency to be the Base Currency defined in the Project Settings (on
page 202) form.
7) Click in the Exchange Rate box and enter the Currency Exchange Rate (see "Currencies" on page 601), if necessary.
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User Guide
a. Exchange Rate = Project's Base Currency / Request for Quotations' Currency

b. If the Exchange Rate is left blank, the Project's Actual Exchange Rate defined in the Currencies (on page 601) form is used.
8) In the Line Items Cost Totals group box, there are several read-only calculations that are derived from a variety of different sources.
This data is summarized from the Line Items assigned in the Purchase Orders-Lines Items subpane.
a. Original Cost - total Cost to purchase the items being procured when the Request for Quotation is first developed.
b. Approved Changes - total Cost Change value as defined in the Line Item Changes subpane. The Line Items Changes must be
assigned to a Change where the Change Status is set to Approved.
c. Approved Cost - sum of the Original Cost plus any Approved Changes.
d. Pending Changes - total Cost Change value as defined in the Line Item Changes subpane. The Line Items Changes must be
assigned to a Change where the Change Status is set to Pending.
e. Estimate At Completion - sum of the Original Cost plus Approved and/or Pending changes. The Change values that are added to
the Estimate at Completion are determined if the Change Status is defined to affect the Estimate At Completion.
f. Percent Complete - composite weighted percent complete of each Line Item's percent complete. It is calculated as:
Percent Complete =  (Line Item Percent Complete x Line Item Approved Cost) /  Line Item Approved Cost
g. Earned Value - calculated earned value using the Percent Complete and the Approved Cost. It is calculated as:
Earned Value = Percent Complete x Approved Cost
h. Amount Invoiced - total of invoices received from the Supplier and entered into the Invoices data pane from the Invoice
Management package.
i. Retention - total of retention withheld as entered into the Invoices data pane from the Invoice Management package.
j. Remaining Invoice Amount - difference of the Approved Cost minus the Amount Invoiced and Retention.
k. Percent Invoiced - product of the Amount Invoiced plus Retention divided by the Approved Cost.
Percent Invoiced = (Amount Invoiced + Retention) / Approved Cost
l. Amount Paid - total of payments made to the Supplier and entered into the Invoices data pane from the Invoice Management
package.
9) Click the Status drop-down and select a system-defined Status code.
a. The Status code is automatically set to RFQ when a Request for Quotation is first created. It is set to Award when the Purchase
Order is Awarded using the Award Purchase Order feature.
b. Status codes are periodically modified to reflect the current status or the Request for Quotation or Purchase Order.
10) The Award Date, Supplier ID, and Supplier Name boxes are set to read-only until the Purchase Order awarded. The Award Purchase
Order feature found on the navigation toolbar will automatically populate and enable these fields. The data can be modified, if
necessary.
11) Click the Agreement Type ID drop-down and select an Agreement Type (see "Agreement Types" on page 277). This will filter the list
of Attachments that can be added in the Purchase Orders-Attachments subpane.
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12) Once a Purchase Order is awarded, check the Commit Line Items to Control Account checkbox to commit the Purchase Orders Hours
and Cost data to Control Accounts in the Cost Management package.
a. This option is automatically checked when a Purchase Order is awarded using the Award Purchase Order feature.
13) Click the Control Account ID drop-down and select a Control Account ID to transfer the committed Cost and Hours data to the
Control Account's Commitment table.
14) Click the Prime Contracts ID drop-down and select a Prime Contracts ID to transfer committed Cost and Hours data to a Prime
Contract. The Prime Contract package must be enabled for this feature to be utilized.
15) Click in the Engineer box and enter the initials of the Engineer responsible for the equipment or materials being purchased.
16) Click in the Buyer box and enter the initials of the Buyer involved in the Request for Quotation/Purchase Order process.
To Copy Requisition Items to a Request for Quotation:

2) Locate a Request for Quotation.
3) Click the Requisition ID drop-down and select a Purchase Requisition ID.
4) Click the Copy Requisition Data icon found on the navigation toolbar. This feature copies all items assigned to the selected Purchase
Requisition to the Purchase Orders-Line Items subpane.
To Award a Purchase Order:

3) Click the Award Purchase Order icon on the navigation toolbar. The Award Purchase Order form appears.
4) Click the Supplier ID drop-down and select the Winning Bidder.
5) By default, the Request for Quotation ID is displayed in the Purchase Order ID box. Click in the Purchase Order ID box and enter a
Purchase Order ID, if it is different from the Request for Quotation ID.
6) By default, the Commit Purchase Order checkbox is checked. Uncheck the Commit Purchase Order checkbox if you do not want to
commit the Purchase Orders Hours and Cost data.
7) Click OK.
To Un-award a Purchase Order:

3) Click the Un-award Purchase Order icon on the navigation toolbar.
4) Click Yes to the prompt.
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User Guide
Detailed Description (Purchase Orders)

The Detailed Description subpane is a memo field where additional details about the Purchase Order can be entered. These details are not
displayed in reports.

2) Click the Detailed Description subpane.
3) Click in the Detailed Description memo field and enter additional details.
Supplier (Purchase Orders)

Once a Supplier is awarded the Purchase Order, the Supplier Details are transferred from the Suppliers (on page 295) table to the Purchase
Orders-Suppliers subpane. Supplier information can be modified as necessary. However, it will not be updated in the Suppliers table.
Note that this subpane is disabled until the Supplier is awarded, which converts the Request for Quotation to a Purchase Order.
To Update/Modify Suppliers:
2) Locate a Request for Quotation/Purchase Order.
3) Click the Supplier subpane tab.
4) Update or modify any Supplier Details, as necessary.
If the different Supplier ID is re-assigned on the Purchase Orders data pane, the Supplier Details will be overridden with the new
Supplier's information.
Payment/Delivery (Purchase Orders)

For each Purchase Order, you can identify Payment/Delivery information, as negotiated between the Buyer and the Seller, which includes:
 Weight - total weight of the items being purchased.
 Volume - total volume of the items being purchased.
 Price Type - type of Purchase Order such as Fixed Price, Unit Price, etc.
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 FOB Point - the Freight on Board or Free on Board location. Indicates who pays for loading and transportation costs and where
responsibility of the procured items is transferred from the Seller to the Buyer.
 Ship Point - the location where the procured items are to be shipped.
To Enter Payment/Delivery Information:

2) Locate a Purchase Order.
3) Click the Payment/Delivery subpane tab.
4) Click in the Weight box and enter the Weight Value and Unit.
5) Click in the Volume box and enter the Volume Value and Unit.
6) Click in the PO Price Type box and enter the PO Price Type.
7) Click the Payment Terms ID drop-down and select a Payment Terms ID.
8) Click the Delivery Terms ID drop-down and select a Delivery Terms ID.
9) Click in the FOB Point box and enter the Freight on Board or Free on Board Location.
10) Click in the Ship Point box and enter the Location where the items are to be shipped.
Communication (Purchase Orders)

There are four Delivery Addresses IDs to assign to Requests for Quotation and Purchase Orders. The selection of each type of address is
defined in the Delivery Addresses (on page 300) form.
The Delivery Address IDs are assigned to Purchase Orders in the Purchase Orders-Communication subpane. If these assignments are left blank,
then the Initial Delivery Address IDs defined in the Procurement Settings (on page 500) form are the addresses used for the Purchase Order. If
a Delivery Address ID is assigned, then the Initial Delivery Address ID is overridden.
The Communication address is printed in the Request for Quotation, Purchase Order, and Change Order reports. The other three addresses
are only printed in the Purchase Order and the Change reports.
In some cases, the Bidder Letter Templates for the Bidder Cover Letter, Award Letter, Letter of Regret or PO Instructions that are assigned in
the Procurement Settings form may not be appropriate for a specific Request for Quotation. You can link an alternative letter when an
exception is necessary.
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User Guide
Note that if an Alternative Bidder Letter is not assigned for any letter, then the Bidder Letter Template assigned in the
Procurement Settings form is used.
These documents are printed for a Request for Quotation when the Bidders List is printed. The Bidder Cover Letter and the PO Instructions are
printed for all Bidders. The Award Letter is printed only for the Bidder that is selected as the Supplier. The Letters of Regret are printed for the
unselected Bidders.
To Assign Delivery Address IDs:

2) Locate the Request for Quotation/Purchase Order where the Delivery Addresses are to be assigned.
3) Click the Communication subpane tab.
4) For each Delivery Address ID, click the Address ID drop-down and select a Delivery Address ID.
To Assign Alternative Bidder Letters:

4) Click the Browse icon for any of the following Letters, locate a Word file, and click Save:
a. Bidder Cover Letter
b. Award Letter
c. Letter of Regret
d. PO Instructions
5) If a file is linked, click the Open File icon to open the Letter in its native format.
6) Click OK.
Line Items (Purchase Orders)

Line Items can be assigned from various sources such as Purchase Requisitions, the Installed Equipment list, and the Materials list. All three
of these are developed using the Equipment/Materials package. When Line Items are transferred from these sources, some of the details in
the Line Items subpane are entered. If needed, you can also add new Line Items where you manually fill-in all of the details.
In order to transfer Line Items from a Purchase Requisition to the Request for Quotation you will first need to identify the Purchase
Requisition from which to transfer Line Items. This selection is made in the Purchase Orders data pane. Then you will use the Copy Requisition
Data icon found on the navigation toolbar to transfer specific Line Items from the Purchase Requisition.
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When Line Items are assigned to Requests for Quotation or Purchase Orders they are given a sequential Line Item number. This number starts
with 001 and is sequentially incremented (i.e., 002, 003, 004, etc.).
There are a number of fields for each Line Item that should be populated when defining a Request for Quotation. Some of these fields are
automatically populated when data is transferred from the various sources (Purchase Requisition, Installed Equipment list, or Materials list).
Others are populated, based on default settings defined in the Procurement Settings (on page 500) form. The fields that should be populated
are described in the "How To" section below.
To Assign Line Items and Enter Data for a Request for Quotation/Purchase Order:
3) Click the Line Items subpane tab.
4) To assign Line Items from the Installed Equipment list, click the Select Item Type drop-down and select Equipment. Click the Add
Record icon, check one or more Equipment Items, and click OK.
5) To assign Line Items from the Materials list, click the Select Item Type drop-down and select Materials. Click the Add Record icon,
check one or more Material Items, and click OK.
6) To assign blank items that you can define as needed, click the Select Item Type drop-down and select Other, click the Add Record
icon. A blank line is added to the Line Items subpane.
7) To assign Line Items from a Purchase Requisition, click the Requisition ID drop-down on the Purchase Orders data pane and select a
Purchase Requisition ID, click the Copy Requisition Data icon found on the navigation toolbar, select one or more Line Items
assigned to the Purchase Requisition, and click OK.
8) Click in the following cells for each Line Item and enter data necessary for a Request for Quotation:
a. Item - this number is automatically assigned starting with 001 and incrementing by one (i.e., 001, 002, 003, etc.). It can be
modified, if necessary, however it must be a unique value.
b. Equipment/Material ID - this is a read-only field that is populated from Items copied from Purchase Requisitions, Installed
Equipment, or Materials data panes from the Equipment/Materials package.
c. Item Type - this is a read-only field that identifies where the data originated from; E - Installed Equipment, M - Materials, O -
Others (meaning it does not come from the Equipment or the Materials list, but rather it is user-defined). Note that Items from
Purchase Requisitions are assigned one of these three Item Type codes when assigned to a Purchase Requisition.
d. Line Item Description - this is a read-only field when the data is populated from Items copied from Purchase Requisitions,
Installed Equipment, or Materials data panes from the Equipment/Materials package. If a blank record (Other record) is added in
the Line Items subpane, it is open, allowing you to enter a Description of the user-defined Line Item.
e. Quantity Unit - the quantity unit of measure. It is automatically assigned based on data from Installed Equipment, Materials, or
Purchase Requisitions.
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f. Quantity Element ID - links Quantity data to Control Elements to transfer committed Quantities to Control Accounts Quantity
Elements in the Cost Management package. It is automatically assigned if the Default Control Element IDs are assigned in the
Procurement Settings form. Click the Quantity Element ID drop-down to select a Quantity Element.
g. Original Quantity - the Quantity amount of the item being procured when the Request for Quotation is first developed. The
Quantity is automatically assigned, based on data transferred from a Purchase Requisition.
h. Approved Quantity Change - this is a read-only field that displays the Quantity Change value for corresponding Line Item
numbers entered in the Line Item-Changes subpane.
i. Approved Quantity - this is a read-only field that adds the Original Quantity value to the Approved Quantity Change value.
j. Hours Element ID - links Hours data to Control Elements to transfer committed Hours to Control Accounts-Hours Elements in the
Cost Management package. It is automatically assigned if the Default Control Element IDs are assigned in the Procurement
Settings form. Click the Hours Element ID drop-down to select an Hours Element.
k. Hour Rate - the Hours per Quantity rate that is used to calculate the Original Hours. In order for the calculation to work, the
Hours Element ID assigned to the Line Item must have a Quantity Rate Element assigned in the Control Element form.
l. Original Hours - the number of Hours contracted as part of the item being procured when the Request for Quotation is first
developed. The Hours amount is either entered manually or it is calculated as Original Quantity x Hour Rate. This requires that
the Hours Element ID assigned to the Line Item must have a Quantity Rate Element assigned in the Control Element form.
m. Approved Hours Change - this is a read-only field that displays the Hours Change value for corresponding Line Item numbers
entered in the Line Item-Changes subpane.
n. Approved Hours - this is a read-only field that adds the Original Hours value to the Approved Hours Change value.
o. Cost Element ID - links Cost data to Control Elements to transfer committed Cost to Control Accounts Cost Elements in the Cost
Management package. It is automatically assigned if the Default Control Element IDs are assigned in the Procurement Settings
form. Click the Cost Element ID drop-down to select a Cost Element.
p. Unit Price - the Cost per Quantity or Cost per Hours rate that is used to calculate the Original Cost. In order for the calculation to
work, the Cost Element ID assigned to the Line Item must have a Quantity Rate Element or an Hours Rate Element assigned in
the Control Element form. The Unit Price cell is read-only if the Price Unit cell is blank.
q. Price Unit - select Quantity to calculate the Original Cost as Original Quantity x Unit Price. Alternatively, select Hours to calculate
the Original Cost as Original Quantity x Hours Rate x Unit Price.
r. Original Cost - the total Cost to purchase the item being procured when the Request for Quotation is first developed. The Cost
amount is either entered manually or it is calculated as Original Quantity x Unit Price or the Original Hours x Unit Price. This
requires that the Cost Element ID assigned to the Line Item must have a Quantity Rate Element or an Hours Rate Element
assigned in the Control Elements form.
s. Approved Cost Change - this is a read-only field that displays the Cost Change value for corresponding Line Item numbers
entered in the Line Item Changes-subpane.
t. Approved Cost - this is a read-only field that adds the Original Cost value to the Approved Cost Change value.
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u. Currency ID - this is enabled on Multi-currency projects. This indicates the currency of the Line Item if it uses a different Currency
from that assigned to the Request for Quotation/Purchase Order.
v. Exchange Rate - this field is used to enter an exchange rate when the Line Item exchange rate is different from the Request for
Quotation/Purchase Order original exchange rate. This should only be used when the Pay Item's currency is different than the
Request for Quotation/Purchase Order currency. If the Exchange Rate is blank, the Project's Actual Exchange Rate in the
Currencies (on page 601) form is used.
It should be noted that if an Exchange Rate is entered that value will be used regardless of the Currency ID values.
w. Below Total - check the Below Total checkbox. This causes the Line Item costs to not be included with the Line Items in the
Request for Quotation or Purchase Order reports. The costs will be displayed at the bottom of these reports, below the Line
Items. This setting is useful for certain types of costs which include freight, taxes, etc.
x. Retention Percentage - this describes the proportion of the contractual amount of the cost that is withheld until the final
delivery of the item being procured.
y. Control Account ID - links the Line Item to a Control Account to transfer committed Quantity, Hours, and Cost data to the Cost
Management package. The Request for Quotation/Purchase Order has a Control Account ID selection as well; the Line Item's
Control Account selection overrides the Purchase Order's Control Account. Click the Control Account ID drop-down to select a
Control Account.
z. Commit Quantity - the Quantity committed values cannot be transferred to Control Accounts in the Cost Management package
unless the Commit Quantity checkbox is checked. Note that the Commit Line Items To Control Account checkbox in the
Purchase Order data pane will also need to be checked.
aa. Commit Hours - the Hours committed values cannot be transferred to Control Accounts in the Cost Management package unless
the Commit Hours checkbox is checked. Note that the Commit Line Items To Control Account checkbox in the Purchase Order
data pane will also need to be checked.
bb. Quantity to Date - the total quantity of items currently delivered.
cc. Hours Worked - if a Line Item includes hours, the total number of hours currently worked.
dd. Percent Complete - the quantity of items currently delivered in terms of percent complete.
ee. Fair Cost Estimate - there are two cells for two separate Fair Cost Estimates. These are used to identify internal estimates used
to verify the Bidders' estimate.
ff. Pass-through Tax Percent - there are two cells for entering user-defined Pass-through Tax information. The column header titles
can be modified in the Procurement Settings form.
gg. Reference Code - there are two cells for entering user-defined reference information. The column header titles can be modified
in the Procurement Settings form.
9) If the Invoice Management package is enabled the following cells provide invoice and payment data for each Line Item.
a. Quantity Committed – total committed Quantities to be invoiced.
b. Quantity Invoiced – the number of invoiced Quantities.
c. Quantity Paid – the number of paid Quantities.
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d. Quantities Remaining – total committed Quantities minus the total Quantities invoiced.
e. Hours Committed – total committed Hours to be invoiced.
f. Hours Invoiced – the number of invoiced Hours.
g. Hours Paid – the number of paid Hours.
h. Hours Remaining – total committed Hours minus the total Hours invoiced.
i. Cost Committed – total committed Costs committed to be invoiced.
j. Cost Invoiced – the Cost that has been invoiced.
k. Cost Paid – the total Cost that has been paid.
l. Cost Remaining – total committed Cost minus the total Cost invoiced.
m. Current Retention – the total sum of Retention minus the sum of the Retention invoiced.
Line Item Changes (Purchase Orders)

A Change to a Purchase Order must be assigned to individual Line Items in the Purchase Orders-Line Item Changes subpane. Changes to each
Line Items' quantities, hours, or cost are entered in this subpane. These Change values affect data in the Purchase Orders-Line Items subpane,
depending on the Status assigned to the Change. However, they will never affect the original values in the Line Items subpane, only the
approved values.
Line Item Changes can only be applied to Line Items already defined in the Purchase Orders-Line Items subpane. If a new material or
equipment item needs to be added as part of the Change, then a new Line Item must first be entered in the Purchase Orders-Line Items
subpane. The original quantity, hours, and cost data must be left at zero. Then a Line Item Change is added and the change quantity, hours,
and cost data is entered. This causes the Line Item's original values to be zero; the approved values will indicate the added amounts.
If the Change is going to be used to remove a Line Item from the Purchase Order, the original Line Item should NOT be deleted from the
Purchase Orders-Line Items subpane. Rather, the Line Item Change should be added and the quantity set to reflect a negative value of the
original quantity. The same is true for the Line Item Change's hours and cost.
Each Line Item Change is assigned to a Change ID and a Post Date. The Line Item Changes will not affect the Purchase Order unless a Change
ID is linked.
When a Change is first being identified, you may only have Estimated Changes to the quantities, hours, and cost data. These estimated values
can be entered on each Line Item Change. This data will not affect the Purchase Order values. This data may also be associated with a Trend.
Trends can be linked to Line Item Changes; however this is for informational purposes only.
To Add Line Item Changes:

2) Locate the Purchase Order.
3) Click the Line Item Changes subpane tab.
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5) Click the Item drop-down and select a Line Item.
6) Click in the Line Item Change Description cell and enter a description of the Line Item Change.
7) Click the Trend ID drop-down and select a Trend ID. The Trend Description is displayed.
8) Click in the Estimated Quantity Change cell and enter the Estimated Quantity Change value.
9) Click in the Estimated Hours Change cell and enter the Estimated Hours Change value.
10) Click in the Estimated Cost Change cell and enter the Estimated Cost Change value.
11) Click the Change ID drop-down and select a Change ID. The Change Description and the Change Status ID assigned to the Change is
displayed.
12) Click in the Quantity Change cell and enter the change in quantity.
13) Click in the Hour Rate cell and enter the Hour Rate Change. The Hours Change value is automatically calculated by multiplying the
Quantity Change by the Hours Rate. Alternatively, click in the Hours Change cell and enter the Hours Change value. The Hours Rate is
automatically calculated.
14) Click in the Unit Price cell and enter the Unit Price. The Cost Change value is automatically calculated by multiplying the Quantity
Change by the Unit Price.
15) Click the Price Unit drop-down and select Quantity to calculate the Original Cost as Original Quantity x Unit Price. Alternatively, select
Hours to calculate the Original Cost as Original Quantity x Hours Rate x Unit Price.
16) Click in the Cost Change cell and enter the Cost Change value. The Unit Price is automatically calculated.
17) Click in the Price Type cell and enter a Price Type, if it is different than the Purchase Order's Price Type entered in the
Payment/Delivery subpane.
18) Click in the Post Date cell and enter the Line Item Change's Post Date.
Trends (Purchase Orders)

The Trends feature is used to communicate potential changes to a Purchase Order. Once generated, a Trend can be assigned to one or more
Purchase Order Line Item Changes. However, a Trend will not affect a Purchase Order's quantities, hours, or cost data.
To Add Trends:
2) Click the Trends subpane tab.
4) Click in the Trend ID cell and enter a unique alphanumeric Trend ID.
5) Click in the Trend Description cell and enter a Description of the Trend.
7) Click in the Change Source cell and enter Information that identifies the Source of the Trend.
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8) Click in the Requester cell and enter the Name of the person requesting the Trend.
9) Click in the Request Date cell and enter the Date the Trend was requested; usually when the Trend was first identified.
10) Click in the Estimated Days Added To Schedule cell and enter the number of Estimated Days to be added to the schedule.
Changes (Purchase Orders)

Each Purchase Order has an original set of Line Items assigned, and for each Line Item the quantities, rates, hours, and costs are set. If a
modification to the Purchase Order is necessary, such as adding or deleting Line Items or changing quantities, rates, hours, or cost, then a
Change must be initiated.
A Change identifies the Source and Requester of the Change and when it was requested. In addition, you can determine the Days Added to
the Schedule and enter any pertinent Remarks about the Change.
Changes can affect a Purchase Order's Approved Cost and Estimate at Completion Cost. How they affect this cost data is dependent upon the
Change Status assigned to the Change.
During the life of a Purchase Order, each Change may need to be re-statused. For instance, when a Change is first created, the assigned status
may be Pending. Once the Supplier is provided a modified Purchase Order, formal approval is granted and the status is set to Approved. If at
any time the Change is withdrawn or deleted, the status is set to reflect this situation.
Note that once a Change is set to a Status ID that uses "Adds to Approved Budget," the Change is converted to read-only and cannot be
deleted. The only item that remains modifiable is the Status ID. Only Users with Process permissions can assign a Change Status code that
"Adds to Approved Budget."
To Enter Changes:
5) Click in the Change ID cell and enter a Change ID.
6) Click in the Change Description cell and enter a Change Description.
8) Click in the Change Source cell and enter Information that identifies the Source of the Change.
9) Click in the Requester cell and enter the Requester's Initials.
10) Click the Request Date drop-down and select the Purchase Order's Origin Date.
11) Click the Status ID drop-down and select a Change Status.
12) Click the Status Date cell and enter the date the Status was updated.
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13) Check the Final checkbox if Change is considered to be Final.

14) Click in the Days Added To Schedule cell and enter the Number of Days the change will impact the Purchase Order.
15) Click in the Remarks cell and enter any necessary Remarks.
Bidders (Purchase Orders)

Bidders are assigned to a Request for Quotation in order to identify which qualified vendors will receive Request for Quotation solicitations.
Bidders are selected from the Suppliers (on page 295) table. The data is copied from the Suppliers table to the Purchase Orders-Bidders
subpane. You can modify this data as needed; however the modifications are NOT reflected in the Suppliers table.
As bids are received, a receipt of each Supplier's bid or proposal is documented. The bid data can be entered into a Bid Analysis Spreadsheet
and used to analyze and compare the bids to select the winning Bidder. You can setup your Bid Analysis Spreadsheet in whatever way makes
sense to you. Typically, it is developed using Microsoft Excel and linked to the Request for Quotation for easy access.
To Assign Bidders:
3) Click the Bidders subpane tab.
4) Click the Add Record icon, select one or more Suppliers, and click OK.
5) For each Supplier record added, modify or add any information, if necessary.
Note that updating Supplier information in the Purchase Orders-Bidders subpane does not update the information in the
Suppliers table.
To Document Receipt of Bids:

4) Check the Received Proposal checkbox for each Supplier whose bid has been received.
To Link a Bid Analysis Spreadsheet:

4) Click the Bid Analysis Spreadsheet browse icon on the navigation toolbar, select a Path, enter a File Name, and click Save.
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5) If a file is linked, click the Open File icon to open the Bid Analysis Spreadsheet in its native format. You can modify the spreadsheet
and enter bid data, as necessary.
Events (Purchase Orders)

A Procurement Schedule is assigned to each Request for Quotation to define a specific set of Events that will take place to successfully
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complete the Procurement process. PRISM allows three separate schedules for each Request for Quotation/Purchase Order to be tracked.
These include a Planned schedule, a Forecast schedule, and an Actual schedule.
Prior to assigning Procurement Schedules, Events and Event Templates (on page 294) for the various Procurement and Shipment activities
should be defined. These definitions make the scheduling process efficient and consistent.
The following processes are used to define, status, and track the Procurement schedules.
Copying an Event Template

Events can be copied into the Purchase Orders-Events subpane by using a pre-defined list of Events from the Event Templates (on page 294).
This is done by selecting the Copy Event Template icon found on the navigation toolbar. The Event ID, Planned Duration, and Weight factors
are copied from the template. You can then add more Events or modify the list of Events to customize the Procurement Schedule.
Assigning the Planned Dates

The Planned Dates are defined for each Event to develop the intended date when each Event is to be completed. If Planned Durations are
applied, this becomes a very simple process. All that is necessary is that a Planned Date is entered on the first Event. The remaining Planned
Dates are automatically calculated based on adding the Planned Duration value to the previous Event's Planned Date. This process only
calculates subsequent dates; it does not affect previous dates.
Note that once the Planned Dates are applied, you can change a Planned Date and the Planned Duration is recalculated. Alternatively, you can
change a Planned Duration and the Planned Date is recalculated.
Copying Planned Dates to Forecast Dates

You can track a separate Forecast Schedule which indicates what is currently happening, in terms of the Procurement Schedule, and when the
Procurement process is projected to be completed. At the beginning of the Procurement process, the Planned Dates and Forecast Dates
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should be equal. PRISM allows you to copy the Planned Dates and Durations to the Forecast Dates and Durations.
Note that Dates in the Events subpane are Finish Dates.
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Copying Schedule Activity Dates to Events

The Schedule Activities imported into the Cost Management package from an external scheduling application can be linked to specific Events
in order to transfer Activity Dates to the Event's Planned and Forecast Dates. You must first assign an Activity ID to an Event and then utilize
the Copy Schedule Activity Dates icon found on the navigation toolbar. You are given a choice to copy the Planned Dates, which are copied
from the Schedule Activity's Approved Early Finish Date, and/or the Forecast Dates, which are copied from the Schedule Activity's Current
Early Finish Date. Changes to any Date will recalculate Duration and subsequent Dates.
The Activity's Early Start Dates can be copied if the Use Start option is enabled.
Entering Actual Dates

As the Procurement process progresses, you can enter the Actual Date whenever an Event is completed.
Copy Actual Dates to Forecast Dates

Actual Dates should be used to update Forecast Dates. The Copy Actual To Forecast icon on the navigation toolbar, copies all of the Actual
Dates entered on Events to the Forecast Dates. Changes to any Date will recalculate the Duration and subsequent Dates.
To Add, Schedule, and Status Events:

2) Locate a Purchase Order.
4) To add blank Events:
a. Click the Add Record icon.
b. Click in the Event ID cell and enter an Event ID.
c. Click in the Planned Duration and enter the planned Calendar Days it takes to complete the Event.
d. Click in the Weight cell and enter a Weight Factor that is used in Percent Complete calculations.
5) To copy Event Templates:
a. Click the Copy Event Template icon on the navigation toolbar, select an Event Template ID, and click OK.
b. A prompt appears. Click Yes to delete any existing Events in the subpane before the Event Template is copied, or click No to
merge the Event Template with the existing Events.
c. The Event IDs, Description, Planned Duration, and Weight fields are populated.
6) To manually populate Dates, click in a Date cell on any Event and enter a Date. The subsequent dates and the current Event durations
are calculated.
7) To copy Planned Dates and Durations to the Forecast:
a. Click the Copy Planned To Forecast icon on the navigation toolbar.
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b. A prompt appears. Click Yes to copy both Durations and Dates; or click No to copy Durations only.
8) To copy Schedule Activity Dates to Planned or Forecast Dates:
a. For any Event, click the Activity ID drop-down and select an Activity ID.
 This data comes from the Cost Management package.
 It is recommended that the first Event is linked to an Activity. Therefore, the subsequent dates are calculated once the
Activity Date is copied.
b. Check the Use Start checkbox if you want to use the Activity's Early Start Dates. If this box is left unchecked, the Activity's Early
Finish Dates will be used when the dates are copied.
c. Click the Copy Schedule Activity Dates icon on the navigation toolbar. The Copy Schedule Activity Dates form appears.
d. Check the Planned Dates checkbox if you want to copy the Schedule Activity's Dates to the Events' Planned Dates.
e. Check the Forecast Dates checkbox if you want to copy the Schedule Activity's Current Dates to the Events' Forecast Dates.
f. Click OK.
9) Click in the Actual Date cell of any Event and enter the Actual Date when the Event was completed.
10) Click the Copy Actual To Forecast icon on the navigation toolbar to copy all Actual Dates to the Forecast Dates.
Addendums (Purchase Orders)

External Addendum documents can be generated and linked to a Purchase Order. They can be used for additional information that is included
when a Change is made to the Purchase Order.
To Add Addendums:
3) Click the Addendums subpane tab.
5) Click in the Reference Code cell and enter a unique Reference Code to be used as an identifier of the Addendum document.
6) Click in the Description cell and enter a Description of the Addendum.
7) To sort these records differently than the alphanumeric sort order of the Reference Code, click in the Sort Code cell and enter a Sort
Code.
8) Click the Addendum File Name browse icon; select the File and File Location of the Addendum document found on the company's
Network, and click Open.
9) To open a linked Addendum File, click the Open File icon next to the browse icon.
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Attachments (Purchase Orders)

When generating Requests for Quotation and Purchase Orders, you may have external supporting documents that you want linked to the
Request for Quotation/Purchase Order. Generally, these are requirements or instructions that are printed and provided to the Supplier as part
of the Request for Quotation or Purchase Order documents.
The full list of Attachments that is defined at the Enterprise or Project level can be accessed for inclusion with the Request for
Quotation/Purchase Order. If you assigned an Agreement Type to the Request for Quotation/Purchase Order, then the selection of
Attachments is reduced to only those assigned to the Agreement Type.
Note that any Attachment assigned to a Purchase Requisition that is then used to create a Request for Quotation is automatically
assigned to the Request for Quotation.
To Assign Request for Quotation/Purchase Order Attachments:

3) Click the Agreement Type ID drop-down and select an Agreement Type. This reduces the list of standard Attachments to only those
assigned to that Agreement Type. By not selecting an Agreement Type, the entire list of Attachments is displayed.
5) Click the Add Record icon, select one or more Attachments, and click OK.
6) For each Attachment added, enter or modify the following data:
a. Click in the Attachment Description cell and enter or modify the Description of the Attachment.
b. Click the Document Type ID drop-down and select a Document Type to categorize the Attachment.
d. Click the Change ID drop-down and select a Change ID.
e. If the Attachment is revised, click in the Revision cell and enter a Revision number.
f. If the Revision number is modified, click in the Revision Date box and enter a Revision Date.
g. Click in the Sort Code cell and enter an alphanumeric Sort Code to modify how Attachments are ordered in drop-down lists and
forms and printed in the Purchase Order report.
h. Click the Attachment File browse icon and select the document's File Location and File Name, if it is necessary to be changed.
 When an Attachment is added, the location is set to the Default Document Path assigned in the Procurement Settings form
into a sub-directory that matches the Request for Quotation/Purchase Order ID.
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i. Click in the Remarks cell and enter any Remarks to explain or describe the Attachment.
Engineering Documents (Purchase Orders)

Often times when procuring equipment and materials, Engineering is developing drawings and specifications that must be provided to the
Bidders. If the Engineering staff is using the Engineering package to track these various documents, then you can link the Engineering
Documents to a Request for Quotation or Purchase Order. There is a report called Purchase Order Engineering Documents that allows you to
see when each document is forecast to be completed and when it was issued. This helps you track documents to ensure they will be
completed in time to meet the Procurement Schedule.
To Cross-reference Engineering Documents to a Request for Quotation/Purchase Order:

4) Click the Add Record icon, select one or more Engineering Documents, and click OK.
Evaluation (Purchase Orders)

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After a Supplier has met or has been released from their commitment, PRISM provides a memo field to enter information about their
performance. This data can be used during future Procurement activities to select the Bidders who have a proven track record.
To Add a Supplier Evaluation:

2) Click the Evaluation subpane tab.
3) Click in the Evaluation memo field and enter Supplier Performance Information.
Shipments
Each Purchase Order can be assigned to one or multiple Shipments. For each Shipment, the Expeditor, Freight on Board/Free on Board site,
and the Ship Point are identified. In addition, you can keep track of the date of the Last Communication with the Supplier or Shipper and
when you are expected to have the Next Communication.
To Create Shipments:
1) Select Procurement > Data > Shipments.
2) Select a Purchase Order ID in the Shipments-Purchase Orders navigation pane.
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4) Click in the Shipment ID box and enter a unique Shipment ID.
5) Click in the Description box and enter a Shipment Description.
6) Click in the Expeditor box and enter the Name or Initials of the Shipment Expeditor.
7) Click in the Last Communication Date box and enter the Date when the last communication was made with the Supplier or Shipper.
8) Click in the Next Communication Date box and enter the Date when the next communication is planned with the Supplier or Shipper.
9) Click in the Freight/Free On Board Point box and enter the Location identified as the Freight on Board or Free on Board Point.
10) Click in the Ship Point box and enter the Location where the procured items are to be shipped.
Line Items (Shipments)

Once a Shipment is created, specific Line Items from the Purchase Order are selected and copied to the Shipment. If only one Shipment is
necessary for the Purchase Order, then all the Line Items are selected. However, it multiple Shipments are required, then you have to be
selective as to which Line Items pertain to which Shipment. In fact, one Line Item can be used on multiple Shipments. For each Line Item on a
Shipment, you will have to assign a quantity to be shipped.
If need be, you can also provide additional Remarks about each Line Item being shipped.
To Assign Line Items to Shipments:

2) Select a Purchase Order ID from the Shipments-Purchase Orders navigation pane.
3) Locate the Shipment ID.
4) Click the Line Items subpane tab.
5) Click the Add Record icon, select one or more Line Items, and click OK. Note that the Select Records form indicates the quantity
remaining to be shipped for each Purchase Order Line Item. This is useful for multiple Shipments so that the total quantity of each
Line Item is addressed in the various Shipments.
6) For each Line Item, click in the Ship Quantity cell and enter the Quantity to be shipped in that Shipment.
7) For each Line Item, click the Received cell and enter the quantity Received in that Shipment.
8) For each Line Item, click in the Remarks cell and enter any pertinent Remarks.
Events (Shipments)
A Shipment Schedule is assigned to each Shipment to define a specific set of Events that will take place to successfully complete the shipping
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process. PRISM allows three separate schedules for each Shipment to be tracked. These include a Planned schedule, a Forecast schedule,
and an Actual schedule.
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Prior to assigning Shipment Schedules, Events and Event Templates for the various Shipment activities should be defined. These definitions
make the scheduling process efficient and consistent.
The following processes are used to define, status, and track the Shipment schedules.

Events can be copied into the Shipment-Events subpane by using a pre-defined list of Events from the Event Templates. This is done by
selecting the Copy Event Template icon found on the navigation toolbar. The Event ID, Planned Duration, and Weight factors are copied from
the template. You can then add more Events or modify the list of Events to customize the Shipment Schedule.


You can track a separate Forecast Schedule which indicates what is currently happening, in terms of the Shipment Schedule, and when the
Shipment process is projected to be completed. At the beginning of the Shipment process, the Planned Dates and Forecast Dates should be
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equal. PRISM allows you to copy the Planned Dates and Durations to the Forecast Dates and Durations.


As the Shipment process progresses, you can enter the Actual Date whenever an Event is completed.
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2) Locate a Shipment.
are calculated.
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f. Click OK.
Tools (Procurement)
The Tools ribbon group in the Procurement tab is where options and settings are defined that affect data, forms, and processes associated
with the Procurement package.
Procurement Settings
The Procurement Settings form establishes the settings and options specific to the Procurement package. These settings are usually defined
at the beginning of the project and affect the following functions:
 Report Titles
 Line Item Descriptions
 Document Folders
 Control Element IDs
 Delivery Addresses
 Pass-through Tax and Reference Code Titles
 Bidder Letters
In order to access the Procurement Settings form, at a minimum, you must have Process permissions.
To Define Procurement Settings:

1) Select Procurement > Tools > Settings.
2) Click in the Purchasing Manager box and enter the Purchasing Manager's Name, and optionally the Manager's Title. This information
is included in Procurement documents and supporting Letters.
3) Click in the Purchasing Company box and enter the Procuring Company's Name. This information is included in Procurement
documents and supporting Letters.
4) Check the Copy Equipment/Material Details to Purchase Order Line Items checkbox to copy the Equipment or Materials Details to
the Purchase Order Line Item Description.
5) Check the Add Equipment/Material IDs to Purchase Order Line Item Descriptions checkbox to append the Equipment/Material ID to
the Purchase Order Line Item Description.
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6) Check the Add Control Account IDs to Purchase Order Line Item Descriptions checkbox to append the Control Account ID to the
Purchase Order Line Item Description.
7) Click in the Number Of RFQ Copies box and enter the Number of Copies to be returned by Bidders. This information is printed in the
Request for Quotation documents.
8) Click in the Current Period Start Date box and enter the starting date for the Current Procurement Reporting Period. This setting
allows custom reports to display data by Reporting Period for more accurate reporting on invoice and paid amounts for Purchase
Order Line Items.
9) Click in the Report Header box and enter a Report Header, if necessary. This report header will be displayed in all Procurement
Reports.
10) Define a Document Folder Path prior to adding Attachments and other linked documents to Purchase Orders, then when linked
documents are copied into the Folder Path, the documents are copied to this folder. Click the Documents Folder Path browse icon,
select a Folder Path and click OK.
a. When documents are linked, a sub-folder is automatically added to the Folder Path, which is labeled as the Request for
Quotation ID or Purchase Order ID that the Attachments or documents are assigned.
11) Click the Default Prime Contract ID drop-down, and select a Prime Contract ID, if necessary.
a. When Request for Quotations or Purchase Orders are created, the Prime Contract ID is initially assigned to the Request for
Quotation/Purchase Order.
b. You can reassign any Prime Contract to a Request for Quotation or Purchase Order after it has been created.
Note that the Prime Contract package must be enabled for this feature to be enabled.
12) Click the Auto-generated Purchase Order IDs drop-down to define a method for how Request for Quotations/Purchase Orders IDs
will be labeled when they are created. The following options allow both system-defined and user-defined IDs to be generated.
13) Define the Default Control Element IDs, for the various types of Line Items (Equipment, Materials, or Other) by selecting a Quantity
Element ID, an Hours Element ID, and a Cost Element ID. Click the Control Element ID drop-down and select a Control Element ID.
a. When Line Items are added to Request for Quotations and Purchase Orders, the Default Control Element IDs are initially
assigned to each Line Item based on these selections.
b. You can reassign any Control Element after the Line Item is added to a Request For Quotation or Purchase Order.
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14) For each of the four Initial Delivery Addresses, click the Address ID drop-down and select a Delivery Address ID. These assignments
cause the Delivery Address IDs to be automatically assigned to a Request for Quotation when it is created. This feature is useful when
a majority of the Request for Quotations created will use a specific Delivery Address (see "Delivery Addresses" on page 300) for any
of the four address types.
a. Standard Communications ID
b. Engineering Documents ID
c. Shipments ID
d. Invoices ID
16) Click in the Pass-through Tax 1 box and enter a Pass-through Tax label. Do the same in the Pass-through Tax 2 box if another label is
necessary.
17) Click in the Reference Code 1 box and enter a Reference Code label. Do the same in the Reference Code 2 box if another label is
necessary.
18) Click the Browse icon for the following Letters, locate a Word file, and click Save. This feature used to define standard Bidder Letter
Templates for all Request for Quotations on a project.
a. Bidder Cover Letter - a letter of introduction to the selected Bidders that accompanies the Request for Quotation documents.
b. Award Letter - a letter informing the winning bidder that they are awarded the Purchase Order.
c. Letter Of Regret - a letter informing the list of bidders who were not awarded the Purchase Order.
d. PO Instructions - a standard set of instructions (Terms and Conditions) that accompany the Request for Quotation documents.
These documents are printed for a Request for Quotation when the Bidders List is printed. The Bidder Cover Letter and
the PO Instructions are printed for all Bidders. The Award Letter is printed only for the Bidder that is selected as the
Purchase Order Supplier. The Letters of Regret are printed for the unselected Bidders.
e. If a file is linked, click the Open File icon to open the Letter in its native format.
19) Click OK.
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Chapter 14
Contracts
The Contracts tab is where Requests for Proposal are generated; generally they are initiated from a Scope of Work. The Contract details are
assigned as Pay Items to the Request for Proposal and a Contract Schedule is defined. Pay Items are quantified and costs are entered. Request
for Proposals are converted to a Contract by awarding a winning Contractor. The Pay Items are committed to Control Accounts in the Cost
Management package.
Contracts Data Integration

Data entered into the Contracts package data pane is highly integrated. Data is shared among a few panes, but as the graphic below suggests,
most of the data is shared with the Contracts.
Data (Contracts)
The Data ribbon group in the Contracts tab is where commands for entering data associated with Request for Proposals and Contracts are
performed.
Contracts
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The Contracts data pane is used to create Request for Proposals. PRISM indicates if the Contracts records are in a Request for Proposal
format because the ID label on the data pane indicates Request for Proposal ID. Once a contractor is selected and the Contract is awarded,
the ID label is changed to a Contract ID.
When the Request for Proposal is initially created, the Status should be assigned by selecting from a list of system-defined Status codes.
During the life of the Request for Proposal and Contract, these Status codes are periodically modified to reflect the current status.
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 Award - Contract is awarded to a Bidder.

 Bid - Bidders are assigned to the Request for Proposal.
 Cancel - Request for Proposal or Contract is canceled.
 Finish - Contracted work is completed.
 Hold - Request for Proposal or Contract is put on hold.
 RFP - Development phase of the Request for Proposal.
 Work - Contracted services are being performed.
The list of Status codes change depending on if a Request for Proposal or a Contract is being statused.
Note that the Status will be automatically set to RFP when a Request for Proposal is first created. It will be updated to Award
when the Contract is awarded. Other updates will have to be manually selected.
Once the bids are analyzed and a winning Bidder is selected, the Award Contract feature is utilized. This feature opens the Award Contract
form which requires you to enter the winning Contractor and enter a Contract ID, if it is different from the Request for Proposal ID.
This feature modifies and adds data to the Contracts data pane and some subpanes at one time:
 Changes the ID label from Request for Proposal ID to Contract ID.
 Assigns the Contract ID as entered in the Award Contract form.
 Adds the Request for Proposal ID box below the Description box.
 Assigns the Contractor ID and copies the Contractor Name and the Contractor Details from the Contractor table to the Contract.
 Updates the Status to Award.
 Assigns the Award Date to the current date; this date can be changed if the Award Date is not the current date.
 Checks the Commit Pay Items to Control Account checkbox if the Commit Contract checkbox in the Award Contract form was
checked.
Committed costs are the total cost of the Contract; it represents the value that must be contractually paid if the project is canceled.
Committed costs are important to the Project Controls Specialist and Project Manager as well as the Contract Administrator. Therefore,
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PRISM can transfer committed cost values to the Cost Management package. As a normal process, once a Contract is awarded it should also
be committed.
The Cost Management package can be setup to utilize commitment data from the Contracts package. A Contract's Pay Items and the
associated hours and costs are transferred to Control Accounts. You will need to ensure the Commit Pay Items to Control Account checkbox is
checked to enable this process. In the Cost Management Settings form, the option to allow the Commitments to transfer from Contracts must
be enabled.
Contracts can also be linked to a Prime Contract in the Prime Contract package. By linking Contracts to a Prime Contract, the total costs and
revenue of a Prime Contract can be calculated.
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Chapter 14 Contracts
If a Contract is inadvertently awarded, the Un-award Contract feature is used to reverse the award process. When this feature is used, the
Contract is reverted back to the original Request for Proposal and the following changes are made:
 Changes the ID label from Contract ID to Request for Proposal ID.
 Resets the Request for Proposal ID.
 Removes the Request for Proposal ID box below the Description box.
 Resets the Status to Request for Proposal.
 Removes the Award Date.
 Removes the Contractor ID, the Contractor Name, and the Contractor Details.
 Unchecks the Commit Contract Pay Items to Control Account checkbox.
To Create Contracts:
1) Select Contracts > Data > Contracts.
3) Click in the Request for Proposal ID box and enter a unique Request for Proposal ID.
4) Click in the Description box and enter a Request for Proposal Description.
 This field is disabled if the project is not set up to be a Multi-currency project.
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 If the selection is left blank PRISM assumes the currency to be the Base Currency defined in the Project Settings (on page 202)
form.
a. Exchange Rate = Project's Base Currency / Request for Quotations' Currency
b. If the Exchange Rate is left blank, the Project's Actual Exchange Rate defined in the Currencies (on page 601) form is used.
7) In the Pay Item Totals group box, there are several read-only calculations that are derived from a variety of different sources. The
hours and cost data are summarized from the Pay Items assigned in the Contracts-Pay Items subpane. The following list provides the
calculations that are consistent with both Pay Items hours and cost data.
a. Original - the total of contracted services being procured when the Request for Proposal is first developed.
b. Approved Changes - the total Change value as defined in the Contracts-Pay Items Changes subpane. This is calculated total from
the Contracts-Pay Items Changes subpane.
c. Approved - the sum of the Original plus any Approved Changes.
d. Pending Changes - total Change value as defined in the Contracts-Pay Items Changes subpane. The Pay Item Changes must be
assigned to a Change where the Change Status is set to Approved.
f. Percent Complete - composite weighted percent complete of each Pay Item's percent complete. It is calculated as:
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User Guide
Percent Complete =  (Pay Item Percent Complete x Pay Item Approved Cost) /  Pay Item Approved Cost
h. Amount Invoiced - total of invoices received from the Contractor and entered into the Invoices data pane from the Invoice
Management package.
l. Amount Paid - total of payments made to the Supplier and entered into the Invoices data pane from the Invoice Management
package.
a. The Status code is automatically set to RFP when the Request for Proposal is first created. It is set to Award when the Contract is
awarded using the Award Contract feature.
b. Status codes are periodically modified to reflect the current status or the Request for Proposal or Contract.
9) Click in the Mobilization Date box and enter a planned or actual Mobilization Date that determines when the Contractor will or has
arrived at site to begin work.
10) The Award Date, Contractor ID, and Contractor Name boxes are set to read-only until the Contract awarded. The Award Contract
feature found on the navigation toolbar will automatically populate and enable these fields. The data can be modified, if necessary.
11) Click the Agreement Type ID drop-down and select an Agreement Type (see "Agreement Types" on page 277). This will filter the list
of Attachments that can be added in the Contracts-Attachments subpane.
12) Click the Calendar ID drop-down and select a Calendar ID. This feature is currently disabled in the Contracts package.
13) Once a Contract is awarded, check the Commit Pay Items to Control Account checkbox to commit the Contract Hours and Cost data
to Control Accounts in the Cost Management package.
a. This option is automatically checked when a Contract is awarded using the Award Contract feature.
15) Click the Prime Contract ID drop-down and select a Prime Contract ID to transfer the committed Cost and Hours data to the Prime
Contract.
16) Click in the Engineer box and enter the initials of the Engineer responsible for the equipment or materials being purchased.
17) Click in the Administrator box and enter the initials of the Administrator involved in the Request for Proposal/Contract process.
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To Award a Contract:
2) Locate a Request for Proposal.
3) Click the Award Contract icon on the navigation toolbar. The Award Contract form appears.
4) Click the Contractor ID drop-down and select the Winning Bidder.
5) By default, the Request for Proposal ID is displayed in the Contract ID box. Click in the Contract ID box and enter a Contract ID, if it is
different from the Request for Proposal ID.
6) By default, the Commit Contract checkbox is checked. Uncheck the Commit Contract checkbox if you do not want to commit the
Contract Hours and Cost data.
7) Click OK.
To Un-award a Contract:
3) Click the Un-award Contract icon on the navigation toolbar.
4) Click Yes to the prompt.
Detailed Description (Contracts)

The Detailed Description subpane is a memo field where additional details about the Contract can be entered. These details are not displayed
in reports.

Contractor (Contracts)
Once a Contractor is awarded the Contract, the Contractor Details are transferred from the Contractors (on page 296) table to the
Contracts-Contractor subpane. Contractor information can be modified as necessary however; it will not be updated in the Contractors
database.
Note that this subpane is disabled until the Contractor is awarded the Contract, which converts the Request for Proposal to a
Contract.
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User Guide
To Update/Modify Contractors:
2) Locate the Request for Proposal/Contract where the Contractor is to be updated or modified.
3) Click in the Contractor subpane tab.
4) Update or modify any Contractor Details, as necessary.
If a different Contractor ID is re-assigned on the Contractors data pane, the Contractor Details will be overridden with the new
Contractor's information.
Payment/Work (Contracts)
For each Contract and Prime Contract, you can identify Payment information, as negotiated between the Buyer and the Seller, which includes:
 Price Type - type of Contract such as Fixed Price, Unit Price, etc.
You can also identify Work information such as the planned and forecast Contract Completion Dates and Work Days. This information is used
to calculate Duration, Non Work Days, and Variances, as described below:
 Duration - number of calendar days from the Mobilization Date, which is entered on the Contracts data pane, to the Completion
Date.
Planned Duration = Planned Completion Date - Mobilization Date
Forecast Duration = Forecast Completion Date - Mobilization Date
 Non Work Days - number of calendar days calculation for Duration minus the Work Days.
Planned Non Work Days = Planned Duration - Planned Work Days
Forecast Non Work Days = Forecast Duration - Forecast Work Days
 Variance - difference between Planned calendar days and the Forecast calendar days.
Variance Duration = Planned Duration - Forecast Duration
Variance Work Days = Planned Work Days - Forecast Work Days
Variance Non Work Days = Planned Non Work Days - Forecast Non Work Days
All forecast dates can be updated as the Contract proceeds. The Forecast Completion Date can be identified as an Actual date once the
Contractors work is finalized.
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To Enter Payment/Work Information:

1) Select Contracts > Data > Contracts or Prime Contracts > Data > Prime Contracts.
2) Locate a Contract or Prime Contract.
3) Click in the Mobilization Date box and enter a planned or actual Mobilization Date when the Contractor begins work.
4) Click the Payment/Work subpane tab.
5) Click in the Price Type box and enter the Price Type. This is a reference field only and does not affect how costs and revenue are
calculated on Prime Contracts.
7) Click in the Planned Completion Date box and enter the Date when the Contract is planned to be completed. Notice that the Planned
Duration is automatically calculated as the calendar days between the Mobilization Date and the Planned Completion Date.
8) Click in the Forecast Completion Date box and enter the Date when the Contract is forecast to be completed. Notice that the Planned
Duration is automatically calculated as the calendar days between the Mobilization Date and the Planned Completion Date. Also
notice the Variance between the Planned and Forecast Duration is calculated.
9) If the Contractors work is complete, check the Actual checkbox.
10) Click in the Planned Work Days box and enter the number of Work Days that the Contractor plans to work. Notice that the Planned
Non Work Days is automatically calculated as the difference between the Planned Duration and the Planned Work Days.
11) Click in the Forecast Work Days box and enter the number of Work Days that the Contractor forecast to work. Notice that the
Forecast Non Work Days is automatically calculated as the difference between the Forecast Duration and the Forecast Work Days.
Notice that the Variance between the Planned and Forecast Work Days is automatically calculated, as well as the Variance between
the Planned and Forecast Non Work Days.
Communication (Contracts)
There are two Delivery Address IDs to assign to Requests for Proposal/Contracts and to Prime Contracts. The selection of each type of address
is defined in the Delivery Addresses (on page 300) form.
 Communications - to send all communications to
 Invoices - to send all invoices to
The Delivery Address IDs are assigned to Contracts in the Contracts-Communication subpane or the Prime Contracts-Communication subpane.
If these assignments are left blank, then the Initial Delivery Address IDs defined in the Contract or Prime Contract Settings form are the
addresses used for the Contract or Prime Contract. If a Delivery Address ID is assigned, then the Initial Delivery Address ID is overridden.
The Communication address is printed in the Requests for Proposal, Contracts, Prime Contracts, and Change Order reports. The Invoices
address is only printed in the Contracts, Prime Contracts, and the Change reports.
In some cases, the Bidder Letter Templates for the Bidder Cover Letter, Award Letter, Letter of Regret, or Contract Instructions may not be
appropriate for a specific Request for Proposal. You can link an alternative letter when an exception is necessary.
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User Guide
Note that if an Alternative Bidder Letter is not assigned for any letter, then the Bidder Letter Template assigned in the Contracts
Settings form is used.
These documents are printed for a Request for Proposal when the Bidders List is printed. The Bidder Cover Letter and the Contract
Instructions are printed for all Bidders. The Award Letter is printed only for the Bidder that is selected as the Contractor. The Letters of Regret
are printed for the unselected Bidders.
To Assign Delivery Address IDs:

2) Locate the Request for Proposal/Contract where the Delivery Addresses are to be assigned.
To Assign Alternative Bidder Letters:

2) Locate a Request for Proposal/Contract.
4) Click the Browse icon for any of the following Letters, locate a Word file, and click Save:
a. Bidder Cover Letter
b. Award Letter
c. Letter of Regret
d. PO Instructions
5) If a file is linked, click the Open File icon to open the Letter in its native format.
6) Click OK.
Pay Items (Contracts)

When Pay Items are assigned to a Request for Proposal, a Contract or a Prime Contract they are given a sequential Pay Item number to
distinguish each Pay Item. This number starts with 001 and is sequentially incremented (i.e., 002, 003, 004, etc.).
There are a number of fields for each Pay Item that should be populated when defining a Request for Proposal or a Prime Contract. Some of
these fields are populated, based on default settings defined in the Contract/Prime Contract Settings forms. The fields that should be
populated are described in the "How To" section below.
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To Assign Pay Items and Enter Data for a Request for Proposal/Contract/Prime Contract:
3) Click the Pay Items subpane tab.
4) Click the Add Record icon. A blank line is added to the Pay Items subpane.
5) Click in the following cells and enter data necessary for a Request for Proposal:
b. Pay Item Description - a user-defined description of the Pay Item.
c. Quantity Unit - the quantity unit of measure.
d. Quantity Element ID - links Quantity data to Control Elements to transfer committed Quantities to Control Accounts Quantity
Contracts Settings form. Click the Quantity Element ID drop-down to select a Quantity Element.
e. Original Quantity - the Quantity amount of the services being contracted when the Request for Proposal is first developed.
f. Approved Quantity Change - this is a read-only field that displays the Quantity Change value for corresponding Pay Item
numbers entered in the Pay Item Changes subpane.
g. Approved Quantity - this is a read-only field that adds the Original Quantity value to the Approved Quantity Change value.
h. Hours Element ID - links Hours data to Control Elements to transfer committed Hours to Control Accounts-Hours Elements in the
Cost Management package. It is automatically assigned if the Default Control Element IDs are assigned in the Contracts Settings
form. Click the Hours Element ID drop-down to select an Hours Element.
i. Hour Rate - the Hours per Quantity rate that is used to calculate the Original Hours. In order for the calculation to work, the
Hours Element ID assigned to the Pay Item must have a Quantity Rate Element assigned in the Control Element form.
j. Original Hours - the number of Hours contracted as part of the services being procured when the Request for Proposal is first
developed. The Hours amount is either entered manually or it is calculated as Original Quantity x Hour Rate. This requires that
the Hours Element ID assigned to the Pay Item must have a Quantity Rate Element assigned in the Control Element form.
k. Approved Hours Change - this is a read-only field that displays the Hours Change value for corresponding Pay Item numbers
entered in the Pay Item Changes subpane.
l. Approved Hours - this is a read-only field that adds the Original Hours value to the Approved Hours Change value.
m. Cost Element ID - links Cost data to Control Elements to transfer committed Cost to Control Accounts Cost Elements in the Cost
Management package. It is automatically assigned if the Default Control Element IDs are assigned in the Contracts Settings form.
Click the Cost Element ID drop-down to select a Cost Element.
n. Unit Price - the Cost per Quantity or Cost per Hours rate that is used to calculate the Original Cost. In order for the calculation to
work, the Cost Element ID assigned to the Pay Item must have a Quantity Rate Element or an Hours Rate Element assigned in the
Control Element form.
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User Guide
o. Price Unit - select Quantity to calculate the Original Cost as Original Quantity x Unit Price. Alternatively, select Hours to calculate
the Original Cost as Original Quantity x Hours Rate x Unit Price. The Unit Price cell is read-only if the Price Unit cell is blank.
p. Original Cost - the total Cost to purchase the item being procured when the Request for Proposal is first developed. The Cost
amount is either entered manually or it is calculated as Original Quantity x Unit Price or the Original Hours x Unit Price. This
requires that the Cost Element ID assigned to the Pay Item must have a Quantity Rate Element or an Hours Rate Element
assigned in the Control Elements form.
q. Approved Cost Change - this field is read-only and displays the Cost Change value for corresponding Pay Item numbers entered
in the Pay Item Changes subpane.
r. Approved Cost - this is a read-only field that adds the Original Cost value to the Approved Cost Change value.
s. Currency ID - this is enabled on Multi-currency projects. This indicates the currency of the Pay Item if it uses a different Currency
from that assigned to the Request for Proposal/Contract.
t. Exchange Rate - this field is used to enter an exchange rate when the Pay Item exchange rate is different from the Request for
Proposal/Contract's original exchange rate. This should only be used when the Pay Item's currency is different than the Request
for Proposal/Contract currency. If the Exchange Rate is blank, the Project's Actual Exchange Rate in the Currencies (on page 601)
form is used.
It should be noted that if an Exchange Rate is entered that value will be used regardless of the Currency ID values.
u. Below Total - check the Below Total checkbox. This causes the Pay Item costs to not be included with the Pay Items in the
Request for Proposal or Contract reports. The costs will be displayed at the bottom of these reports, below the Pay Items. This
setting is useful for certain types of costs which include freight, taxes, etc.
v. Retention Percentage - this describes the proportion of the contractual amount of the cost that is withheld until the final
w. Control Account ID - links the Pay Item to a Control Account to transfer committed Quantity, Hours, and Cost data to the Cost
Management package. The Request For Proposal/Contract has a Control Account ID selection as well; the Pay Item's Control
Account selection overrides the Contract's Control Account. Click the Control Account ID drop-down to select a Control Account.
x. Commit Quantity - the Quantity committed values cannot be transferred to Control Accounts in the Cost Management package
unless the Commit Quantity checkbox is checked. Note that the Commit Pay Items To Control Account checkbox in the
Contracts data pane will also need to be checked.
y. Commit Hours - the Hours committed values cannot be transferred to Control Accounts in the Cost Management package unless
the Commit Quantity checkbox is checked. Note that the Commit Pay Items To Control Account checkbox in the Contracts data
pane will also need to be checked.
z. Quantity Installed - the total quantity of items currently installed.
aa. Previous Quantity To Date - the total quantity of items installed prior to the current Reporting Period.
bb. Hours Worked - the total number of hours currently worked.
cc. Previous Hours Worked - the total number of hours worked prior to the current Reporting Period.
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dd. Percent Complete - the quantity of items currently delivered in terms of percent complete.
ee. Fair Cost Estimate - there are two cells for two separate Fair Cost Estimates. These are used to identify internal estimates used
to verify the Bidder's estimate.
ff. Pass-through Tax Percent - there are two cells for entering user-defined Pass-through Tax information. The column header titles
can be modified in the Contracts Settings form.
gg. Reference Code - there are two cells for entering user-defined reference information. The column header titles can be modified
in the Contracts Settings form.
6) If the Invoice Management package is enabled the following cells provide invoice and payment data for each Pay Item.
Pay Item Changes (Contracts)

A Change to a Contract or Prime Contract must be assigned to individual Pay Items in the Contracts-Pay Item Changes or Prime Contracts-Pay
Items Changes subpanes. Changes to each Pay Item's quantities, hours, or cost are entered in this subpane. Revenue can also be changed in
this subpane for a Prime Contract. These Change values affect data, depending on the Status ID assigned to the Change. However, they will
never affect the original values in the Pay Time Changes subpane, only the approved values.
Pay Item Changes can only be applied to Pay Items already defined in the subpane. If a new Pay Item needs to be added as part of the
Change, then a new Pay Item must first be entered in the respective subpane. The original quantity, hours, and cost data must be left at zero.
Then a Pay Item Change is added and the change quantity, hours, and cost data is entered. This causes the Pay Item's original values to be
zero; the approved values will indicate the added amounts.
If the Change is going to be used to remove a Pay Item from the Contract, the original Pay Item should NOT be deleted from the Pay Items
subpane. Rather, the Pay Item Change should be added and the quantity set to reflect a negative value equal to the original quantity. The
same is true for the Pay Item Change's hours and cost. This will, in effect, zero out the original value.
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User Guide
Each Pay Item Change is assigned to a Change ID and a Post Date. The Pay Item Changes will not affect the Contract unless a Change ID is
linked.
can be entered on each Pay Item Change. This data will not affect the Contract values. This data may also be associated with a Trend (see "Pay
Item Changes (Contracts)" on page 513). Trends can be linked to Pay Item Changes; however this is for informational purposes only.
To Add Pay Item Changes:

2) Locate the Contract.
3) Click the Pay Item Changes subpane tab.
5) Click the Item drop-down and select a Pay Item.
6) Click in the Pay Item Change Description cell and enter a description of the Pay Item Change.
10) Click in the Estimated Cost Change cell and enter an Estimated Cost Change value.
displayed.
12) Click in the Quantity Change cell and enter the change in quantity.
13) Click in the Hour Rate Change cell and enter the Hour Rate. The Hours Change value is automatically calculated by multiplying the
17) Click in the Price Type cell and enter a Price Type, if it is different than the Contract's Price Type entered in the Payment/Work
subpane.
18) Click in the Post Date cell and enter the Pay Item Change's Post Date.
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Trends (Contracts)
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PRISM has a Trends feature that is used to communicate potential changes to a Contract or Prime Contract. Once generated, a Trend can be
assigned to one or more Pay Item Changes. However, a Trend will not affect a Contract's quantities, hours, or cost data.
To Add Trends:
Changes (Contracts)
Each Contract and Prime Contract has an original set of Pay Items assigned, and for each Pay Item the quantities, rates, hours, and costs are
set. A Prime Contract is similar to a Contract when assigning Pay Items, however, a Prime Contract also has revenue assigned and set to each
Pay Item.
If a modification is necessary, such as adding or deleting Pay Items or changing quantities, rates, hours, cost, or revenue then a Change must
be initiated.
Changes can affect a Contract's Approved Cost and Estimate at Completion Cost. How they affect this cost data is dependent upon the Change
Status assigned to the Change.
During the life of a Contract or Prime Contract, each Change may need to be re-statused. For instance, when a Change is first created, the
assigned status may be Pending. Once the Contractor is provided a modified Contract, formal approval is granted and the status is set to
Approved. If at any time the Change is withdrawn or deleted, the status is set to reflect this situation.
Note that once a Change is set to a Status ID that uses "Adds to Approved Budget," the Change is converted to read-only and
cannot be deleted. The only item that remains modifiable is the Status ID. Only Users with Process permissions can assign a
Change Status code that "Adds to Approved Budget."
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User Guide
To Enter Changes:
1) Select Contracts > Data > Contracts or Prime Contract > Data > Prime Contracts.
2) Locate the Contract or Prime Contract.
10) Click the Request Date drop-down and select the Contract's Origin Date.
12) Click in the Days Added To Schedule cell and enter the Number of Days the change will impact the Contract.
Bidders (Contracts)
Bidders are assigned to a Request for Proposal in order to identify which qualified Contractors will receive the Request for Proposal
solicitations. Bidders are selected from the Contractors (on page 296) table. The data is copied from the Contractors table to the
Contracts-Bidders subpane. You can modify this data as needed, however the modifications are NOT reflected back to the Contractors table.
As bids are received, a receipt of each Contractor's bid or proposal is documented. The bid data can be entered into a Bid Analysis
Spreadsheet and used to analyze and compare the bids to select the winning Bidder. You can setup your Bid Analysis Spreadsheet in whatever
way makes sense to you. Typically, it is developed using Microsoft Excel and linked to the Request for Proposal for easy access.
To Assign Bidders:
4) Click the Add Record icon, select one or more Contractor, and click OK.
5) For each Contractor record added, modify or add any information, if necessary.
Note that updating Contractor information in the Contracts-Bidders subpane does not update the information in the Contractors
table.
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To Document Receipt of Bids:

4) Check the Received Proposal checkbox for each Contractor whose bid has been received.
To Link a Bid Analysis Spreadsheet:

2) Locate a Request for Proposal
4) Click the Bid Analysis Spreadsheet browse icon on the navigation toolbar, select a Path, enter a File Name, and click Save.
5) If a file is linked, click the Open File icon to open the Bid Analysis Spreadsheet in its native format. You can modify the spreadsheet
and enter bid data, as necessary.
Events (Contracts)
A Contract Schedule is assigned to each Request for Proposal to define a specific set of Contract Events that will take place to successfully
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complete the Contracting process. PRISM allows three separate schedules for each Request for Proposal/Contract to be tracked. These
include a Planned schedule, a Forecast schedule, and an Actual schedule.
Prior to assigning Contract Schedules, Events (on page 293) and Event Templates (on page 294) for the various contracting activities should be
defined. These definitions make the scheduling process efficient and consistent.
There are a series of processes to use to populate, track, and status Events on Contracts.

Events can be copied into the Contracts-Events subpane by using a pre-defined list of Events from the Event Templates. This is done by
selecting the Copy Event Template icon found on the navigation toolbar. The Event ID, Planned Duration, and Weight factors are copied from
the template. You can then add more Events or modify the list of Events to customize the Contract Schedule.

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User Guide

You can track a separate Forecast Schedule which indicates what is currently happening, in terms of the Contract Schedule, and when the
contracting process is projected to be completed. At the beginning of the contracting process, the Planned Dates and Forecast Dates should
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be equal. PRISM allows you to copy the Planned Dates and Durations to the Forecast Dates and Durations.
Note that Dates in the Contracts-Events subpane are Finish Dates.


As the Contracts process progresses, you can enter the Actual Date whenever an Event is completed.


2) Locate a Contract.
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are calculated.
f. Click OK.
Addendums (Contracts)
External Addendum documents can be generated and linked to a Contract at anytime. They can be used for additional information that is
included when a Change is made to the Contract.
To Add Addendums:
2) Locate the Contract.
3) Click the Addendums subpane tab.
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User Guide

5) Click in the Reference Code cell and enter a unique Reference Code to be used as an identifier of the Addendum document.
6) Click in the Description cell and enter a Description of the Addendum.
7) To sort these records differently than the alphanumeric sort order of the Reference Code, click in the Sort Code cell and enter a Sort
Code.
8) Click the Addendum File Name browse icon; select the File and File Location of the Addendum document found on the company's
Network, and click Open.
9) To open a linked Addendum File, click the Open File icon next to the browse icon.
Attachments (Contracts)
When generating Requests for Proposal/Contracts and Prime Contracts, you may have external supporting documents that you want linked
to the Request for Proposal/Contract Prime Contracts. Generally, these are requirements or instructions that are printed out and provided to
the Contractor as part of the Request for Proposal/Contract and Prime Contract documents.
The full list of Attachments defined at the Enterprise or Project level can be accessed for inclusion with the Request for Proposal/Contract or
Prime Contract. If you assigned an Agreement Type to the Request for Proposal/Contract, then the selection of Attachments is reduced to only
those assigned to the Agreement Type.
To Assign Request for Proposal/Contract Attachments:

2) Locate a Request for Proposal/Contract or Prime Contract.
3) Click the Agreement Type ID drop-down and select an Agreement Type. This reduces the list of standard Attachments to only those
assigned to that Agreement Type. By not selecting an Agreement Type, the entire list of Attachments is displayed.
Note that a Prime Contract does not have an Attachments subpane tab, therefore, the Attachments associated with the
selected Agreement Type will not be displayed.
5) Click the Add Record icon, select one or more Attachments, and click OK.
6) For each Attachment added, enter or modify the following data:
a. Click in the Attachment Description cell and enter or modify the Description of the Attachment.
b. Click the Document Type ID drop-down and select a Document Type to categorize the Attachment.
d. Click the Change ID drop-down and select a Change ID.
e. If the Attachment is revised, click in the Revision cell and enter a Revision number.
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f. If the Revision number is modified, click in the Revision Date box and enter a Revision Date.
g. Click in the Sort Code cell and enter an alphanumeric Sort Code to modify how Attachments are ordered in drop-down lists and
forms and printed in the Purchase Order report.
h. Click the Attachment File browse icon and select the document's File Location and File Name, if it is necessary to be changed.
 When an Attachment is added, the location is set to the Default Document Path assigned in the Contracts Settings form into
a sub-directory that matches the Request for Proposal/Contract ID.
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i. Click in the Remarks cell and enter any Remarks to explain or describe the Attachment.
Engineering Documents (Contracts)

Often times when procuring services, Engineering is developing drawings and specifications that must be provided to the Bidders. If the
Engineering staff is using the Engineering package to track these various documents, then you can link the Engineering Documents to the
Request for Proposal or Prime Contract. There is a report called Contract Engineering Documents and Prime Contracts Engineering
Documents that allows you to see when each document is forecast to be completed and when it was issued. This helps you track documents
to ensure they will be completed on time to meet the Contract schedule.
To Cross-reference Engineering Documents to a Request for Proposal/Contract:

4) Click the Add Record icon, select one or more Engineering Documents, and click OK.
Evaluation (Contracts)
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After a Contractor has met or been released from their commitment, PRISM provides a memo field to enter information about their
performance. This data can be used during future Contracting activities to select the Bidders who have a proven track record.
To Add a Contractor Evaluation:

3) Click in the Evaluation memo field and enter Contractor Performance Information.
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User Guide
Tools (Contracts)
The Tools ribbon group in the Contracts tab is where options and settings are defined that affect data, forms, and processes associated with
the Contracts package.
Contracts Settings
The Contract Settings form establishes the settings and options specific to the Contracts package. These settings are usually defined at the
beginning of the project and affect the following functions:
 Report Titles
 Pay Item Descriptions
 Bidder Letters
In order to access the Contracts Settings form, at a minimum, your must have Process permissions.
To Define Contracts Settings:

1) Select Contracts > Tools > Settings.
2) Click in the Contracting Manager box and enter the Contracting Manager's Name, and optionally the Manager's Title. This
information is included in Contract documents and supporting letters.
3) Click in the Contracting Company box and enter the Contracting Company's Name. This information is included in Contract
documents and supporting letters.
4) Check the Add Control Account IDs to Contract Pay Item Descriptions checkbox to append the Control Account ID to the Contract
Pay Item Description.
5) Click in the Number Of RFP Copies box and enter the Number of Copies to be returned by Bidders. This information is printed in the
Request for Proposal documents.
6) Click in the Current Period Start Date box and enter the starting date for the Current Contracts Reporting Period. This setting allows
custom reports to display data by Reporting Period for more accurate reporting on invoice and paid amounts for Contract Pay Items.
7) Click in the Contracts Report Header box and enter a Report Header, if necessary. This report header will be displayed on all Contract
documents.
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8) Define a Document Folder Path prior to adding Attachments and other linked documents to Contracts, then when the linked
documents are copied into the folder path, the documents are copied to this folder. Click the Documents Folder Path browse icon,
select a Folder Path and click OK.
a. When documents are linked, a sub-folder is automatically added to the Folder Path, which is labeled as the Request for Proposal
ID or Contract ID that the Attachments or documents are assigned.
9) Click in Default Prime Contract ID drop-down, and select a Prime Contract ID, if necessary.
a. When Request for Proposals or Contracts are created, the Prime Contract ID is initially assigned to the Request for
Proposal/Contract.
b. You can reassign any Prime Contract to a Request for Proposal or Contract after it has been created.
Note that the Prime Contract package must be enabled for this feature to be enabled.
10) Click the Auto-generated Contract IDs drop-down to define a method for how Request for Proposals/Contract IDs will be labeled
when they are created. The following options allow both system-defined and user-defined IDs to be generated.
11) Define the Default Control Element IDs for Pay Items by selecting a Quantity Element ID, an Hours Element ID, and a Cost Element
ID. Click the Control Element ID drop-down and select a Control Element ID.
a. When Pay Items are added to Request for Proposals and Contracts, the Default Control Element IDs are initially assigned to each
Pay Item based on these selections.
b. You can re-assign any Control Element after the Pay Item is added to a Request For Proposal or Contract.
12) For each of the two Initial Delivery Addresses, click the Address ID drop-down and select a Delivery Address ID. These assignments
cause the Delivery Address IDs to be automatically assigned to a Request for Proposal when it is created. This feature is useful when a
majority of the Request for Proposals created will use a specific Delivery Address (see "Delivery Addresses" on page 300) for any of
the two address types.
a. Standard Communications ID
b. Invoices ID
necessary.
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User Guide
necessary.
16) Click the Browse icon for the following Letters, locate a Word file, and click Save. This feature is used to define standard Bidder Letter
Templates for all Requests for Proposal on a project.
a. Bidder Cover Letter - a letter of introduction to the selected Bidders that accompany the Request for Proposal documents.
b. Award Letter - a letter informing the winning bidder that they are awarded the Contract.
c. Letter Of Regret - a letter informing the list of bidders who were not awarded the Contract.
d. Contract Instructions - a standard set of instructions (Terms and Conditions) that accompany the Request for Proposal
documents.
These documents are printed for a Request for Proposal when the Bidders List is printed. The Bidder Cover Letter and the
Contract Instructions are printed for all Bidders. The Award Letter is printed only for the Bidder that is selected as the
Contractor. The Letters of Regret are printed for the unselected Bidders.
e. If a file is linked, click the Open File icon to open the Letter in its native format.
17) Click OK.
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Chapter 15
Prime Contracts
The Prime Contracts tab is where Prime Contracts are generated; they are initiated from a Scope of Work awarded by an Owner to the
project's Prime Contractor and are used to track a Contract's costs and revenue. The Prime Contract details are assigned as Pay Items. Each
Pay Item is quantified and costs are entered. The Pay Items are committed to Control Accounts in the Cost Management Package. Revenue is
calculated using multipliers or entered as a lump sum for fixed-price contracts.
Prime Contracts Data Integration

Data entered into the Prime Contracts package data pane is highly integrated. Data is shared among a few panes, but as this graphic below
suggests, most of the data is shared with the Prime Contract.
Data (Prime Contracts)

The Data ribbon group in the Prime Contracts tab is where commands for entering data associated with Prime Contracts is performed.
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User Guide
Prime Contracts
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The Prime Contracts data pane is used to create Prime Contracts by the Prime Contractor, (PRISM user). It provides a way for the Prime
Contractor to track the quantity, hours, and costs for their portion of the work. In addition, the revenue for a Prime Contract can also be
entered or calculated. Purchase Orders Line Items or Contracts Pay Items are also linked to the Prime Contract to develop the total cost and
revenue for the Prime Contract.
When a Prime Contract is initially created, the Status should be changed from RFP to Award. A Prime Contract is generated after the Owner
has awarded a Scope of Work to the Prime Contractor. Throughout the Prime Contract there are Status codes that can be modified to reflect
the current Status of the Prime Contract.
 Award - Prime Contract is awarded to the Contractor
 Cancel - the Prime Contract is canceled
 Finish - Contracted work between the Owner and Contractor is complete
 Hold - the Prime Contract is put on hold
 Work - Contracted services are being performed
When the Prime Contract status is set to Award, an Owner must be assigned along with an Award Date. The type of Prime Contract also needs
to be defined; Lump Sum (Fixed Price) or Cost Plus.
Committed costs are the total cost of the Prime Contract; it represents the value that must contractually be paid if the project is canceled.
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Committed costs are important to the Project Controls Specialist and Project Manager as well as the Contract Administrator. PRISM can then
transfer these committed cost values to the Cost Management package. As a normal process, once a Prime Contract is awarded it should also
be committed.
The Cost Management package can be setup to utilize commitment data from the Prime Contracts package. A Prime Contract's Pay Items and
the associated hours and cost data are transferred to Control Accounts. Revenue data is not transferred to a Control Account. You will need to
ensure the Commit Pay Items to Control Account checkbox is checked to enable this process. In the Cost Management Settings (on page 414)
form, the option to allow Commitments to be transferred from Contracts must be enabled.
Prime Contracts can also be used in conjunction with the Procurement and Contracts packages. Throughout the course of a Prime Contract,
the Contractor will likely need to procure equipment and materials as well as services. This is a way for Purchase Orders and Contracts to be
linked to Prime Contracts to track and monitor a Prime Contract's total costs and revenue. Multipliers (on page 287) can also be assigned to
the Prime Contract to calculate any Indirect Costs incurred when generating Purchase Orders and Contracts. These Multipliers are an agreed
upon amount negotiated between the Owner and the Prime Contractor prior to awarding the Contract.
To Create Prime Contracts:

1) Select Prime Contracts > Data > Prime Contracts.
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Chapter 15 Prime Contracts

3) Click in the Prime Contract ID box and enter a unique Prime Contract ID.
4) Click in the Description box and enter a Prime Contract Description.
5) By default, the Lump Sum checkbox is not checked, indicating that the Prime Contract is a Cost Plus contract. If the Contract is a Lump
Sum (Fixed Price) contract, check the Lump Sum checkbox.
a. The Revenue for a Cost Plus contract is calculated using Indirect Cost multipliers.
b. The Revenue for a Lump Sum contract is entered manually as a fixed amount and is not calculated.
a. This field is disabled if the project is not set up to be a Multi-currency project.
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b. If the selection is left blank, PRISM assumes the currency to be the Base Currency defined in the Project Settings (on page 202)
form.
a. Exchange Rate = Project's Base Currency / Prime Contract's Currency.
b. If the Exchange Rate is left blank, the Project's Actual Exchange Rate defined in the Currencies form is used.
8) In the Totals group box, there are several read-only calculations that are derived from a variety of different sources. The hours and
cost data, and the revenue are summarized from the Pay Items assigned in the Prime Contracts-Pay Items subpane. This data can also
include the hours and cost data associated with any Contracts and Purchase Orders linked to the Prime Contract. The following list
provides the calculations that are consistent with both Pay Items hours and cost data, and revenue.
a. Original - the total of contracted services being procured and the revenue generated from these services.
b. Approved Changes - the total Change value as defined in the Prime Contract-Pay Items Changes subpane. This is the calculated
total from the Prime Contracts-Pay Items Changes subpane.
c. Approved - the sum of the Original plus any Approved Changes.
d. Pending Changes - the total Change value as defined in the Prime Contracts-Pay Items Changes subpane. the Pay Item Changes
must be assigned to a Change where the Change Status is set to Approved.
f. Percent Complete - composite weighted percent complete of each Pay Item's percent complete. It is calculated as:
Percent Complete =  (Pay Item Percent Complete x Pay Item Approved Cost) /  Pay Item Approved Cost
h. Amount Invoiced - total of invoices issued from the Prime Contractor and entered into the Invoices data pane from the Invoice
Management package.
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User Guide
l. Amount Paid - total of payments made by the Owner and entered into the Invoices data pane from the Invoice Management
package.
a. The Status code is automatically set to RFP when the Prime Contract is first created. It should be changed to Award when the
Prime Contract is awarded.
b. Status codes are periodically modified to reflect the current status of the Prime Contract.
10) When the Contract is Awarded, click in the Award Date box and enter the Date when the Prime Contract was awarded.
11) Click in the Mobilization Date box and enter a planned or actual Mobilization Date that determines when the Contractor will or has
arrived at site to begin the work.
12) Click the Owner ID drop-down and select an Owner from the list of Owners defined in the Owner's table developed at the Enterprise
level.
13) Click the Agreement Type ID drop-down and select an Agreement Type (see "Agreement Types" on page 277).
14) Click the Calendar ID drop-down and select a Calendar ID. This feature is currently disabled and has no affect on Prime Contracts.
15) Once a Prime Contract is awarded, check the Commit Pay Items to Control Account checkbox to commit the Contract Hours and Cost
data to Control Accounts in the Cost Management package.
17) Click in the Engineer box and enter the initials of the Engineer responsible for the Prime Contract.
18) Click in the Administrator box and enter the initials of the Contract Administrator responsible for the Prime Contract.
19) Click the Contract or PO Multiplier ID drop-down and select a Multiplier ID (see "Rates and Multipliers" on page 85).
a. Determines the Indirect Cost Multiplier calculation used to calculate extended costs. These extended costs are assigned to a
Contract and/or a Purchase Order linked to a Prime Contract using the Contracts and Procurement packages. This is a standard
multiplier that is assigned to each Contract and Purchase Order linked to the Prime Contract.
20) Click the Indirect Cost Element ID drop-down and select an Element ID.
a. Links Indirect Cost data (from Contracts and Purchase Orders linked to a Prime Contract) to a Control Element to transfer
committed Costs to Control Account Cost Elements in the Cost Management package.
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Detailed Description (Prime Contracts)

The Detailed Description subpane is a memo field where additional details about the Prime Contract can be entered. These details are not
displayed in reports.

Owner (Prime Contracts)

Once an Owner is assigned to a Prime Contract, the Owner details are transferred from the Owners (on page 299) table to the Prime
Contracts-Owner subpane. Owner information can be modified as necessary; however, it will not be updated in the Owners database.
To Update/Modify Owners:
2) Locate a Prime Contract where the Owner is to be updated or modified.
3) Click the Owner subpane.
4) Update or modify any Owner Details, as necessary.
If a different Owner ID is re-assigned to the Prime Contracts data pane, the Owner Details will be overridden with the new
Owners' information.
Payment/Work (Prime Contracts)

For each Contract and Prime Contract, you can identify Payment information, as negotiated between the Buyer and the Seller, which includes:
 Price Type - type of Contract such as Fixed Price, Unit Price, etc.
You can also identify Work information such as the planned and forecast Contract Completion Dates and Work Days. This information is used
to calculate Duration, Non Work Days, and Variances, as described below:
 Duration - number of calendar days from the Mobilization Date, which is entered on the Contracts data pane, to the Completion
Date.
Planned Duration = Planned Completion Date - Mobilization Date
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User Guide
Forecast Duration = Forecast Completion Date - Mobilization Date

 Non Work Days - number of calendar days calculation for Duration minus the Work Days.
Planned Non Work Days = Planned Duration - Planned Work Days
Forecast Non Work Days = Forecast Duration - Forecast Work Days
 Variance - difference between Planned calendar days and the Forecast calendar days.
Variance Duration = Planned Duration - Forecast Duration
Variance Work Days = Planned Work Days - Forecast Work Days
Variance Non Work Days = Planned Non Work Days - Forecast Non Work Days
All forecast dates can be updated as the Contract proceeds. The Forecast Completion Date can be identified as an Actual date once the
Contractors work is finalized.
To Enter Payment/Work Information:

2) Locate a Contract or Prime Contract.
3) Click in the Mobilization Date box and enter a planned or actual Mobilization Date when the Contractor begins work.
4) Click the Payment/Work subpane tab.
5) Click in the Price Type box and enter the Price Type. This is a reference field only and does not affect how costs and revenue are
calculated on Prime Contracts.
7) Click in the Planned Completion Date box and enter the Date when the Contract is planned to be completed. Notice that the Planned
Duration is automatically calculated as the calendar days between the Mobilization Date and the Planned Completion Date.
8) Click in the Forecast Completion Date box and enter the Date when the Contract is forecast to be completed. Notice that the Planned
Duration is automatically calculated as the calendar days between the Mobilization Date and the Planned Completion Date. Also
notice the Variance between the Planned and Forecast Duration is calculated.
9) If the Contractors work is complete, check the Actual checkbox.
10) Click in the Planned Work Days box and enter the number of Work Days that the Contractor plans to work. Notice that the Planned
Non Work Days is automatically calculated as the difference between the Planned Duration and the Planned Work Days.
11) Click in the Forecast Work Days box and enter the number of Work Days that the Contractor forecast to work. Notice that the
Forecast Non Work Days is automatically calculated as the difference between the Forecast Duration and the Forecast Work Days.
Notice that the Variance between the Planned and Forecast Work Days is automatically calculated, as well as the Variance between
the Planned and Forecast Non Work Days.
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Communication (Prime Contracts)

There are two Delivery Address IDs to assign to Requests for Proposal/Contracts and to Prime Contracts. The selection of each type of address
is defined in the Delivery Addresses (on page 300) form.
 Communications - to send all communications to
 Invoices - to send all invoices to
The Delivery Address IDs are assigned to Contracts in the Contracts-Communication subpane or the Prime Contracts-Communication subpane.
If these assignments are left blank, then the Initial Delivery Address IDs defined in the Contract or Prime Contract Settings form are the
addresses used for the Contract or Prime Contract. If a Delivery Address ID is assigned, then the Initial Delivery Address ID is overridden.
The Communication address is printed in the Requests for Proposal, Contracts, Prime Contracts, and Change Order reports. The Invoices
address is only printed in the Contracts, Prime Contracts, and the Change reports.
To Assign Deliver Address IDs:

2) Locate the Prime Contract where the Delivery Addresses are to be assigned.
Pay Items (Prime Contracts)

When Pay Items are assigned to a Request for Proposal, a Contract or a Prime Contract they are given a sequential Pay Item number to
distinguish each Pay Item. This number starts with 001 and is sequentially incremented (i.e., 002, 003, 004, etc.).
There are a number of fields for each Pay Item that should be populated when defining a Request for Proposal or a Prime Contract. Some of
these fields are populated, based on default settings defined in the Contract/Prime Contract Settings forms. The fields that should be
populated are described in the "How To" section below.
To Assign Pay Items and Enter Data for a Request for Proposal/Contract/Prime Contract:
2) Locate a Request for Proposal/Contract/Prime Contract.
3) Click the Pay Items subpane tab.
4) Click the Add Record icon. A blank line is added to the Pay Items subpane.
5) Click in the following cells and enter data necessary for a Request for Proposal or Prime Contract:
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User Guide
b. Pay Item Description - a user-defined description of the Pay Item.

c. Quantity Unit - the quantity unit of measure.
d. Quantity Element ID - links Quantity data to Control Elements to transfer committed Quantities to Control Accounts Quantity
Contract/Prime Contract Settings form. Click the Quantity Element ID drop-down to select a Quantity Element.
e. Original Quantity - the Quantity amount of the services being contracted when the Request for Proposal or Prime Contract is
first developed.
f. Approved Quantity Change - this is a read-only field that displays the Quantity Change value for corresponding Pay Item
g. Approved Quantity - this is a read-only field that adds the Original Quantity value to the Approved Quantity Change value.
h. Hours Element ID - links Hours data to Control Elements to transfer committed Hours to Control Accounts-Hours Elements in the
Cost Management package. It is automatically assigned if the Default Control Element IDs are assigned in the Contracts/Prime
Contracts Settings form. Click the Hours Element ID drop-down to select an Hours Element.
i. Hour Rate - the Hours per Quantity rate that is used to calculate the Original Hours. In order for the calculation to work, the
Hours Element ID assigned to the Pay Item must have a Quantity Rate Element assigned in the Control Element form.
j. Original Hours - the number of Hours contracted as part of the services being procured when the Request for Proposal or Prime
Contract is first developed. The Hours amount is either entered manually or it is calculated as Original Quantity x Hour Rate. This
requires that the Hours Element ID assigned to the Pay Item must have a Quantity Rate Element assigned in the Control Element
form.
k. Approved Hours Change - this is a read-only field that displays the Hours Change value for corresponding Pay Item numbers
entered in the Pay Item Changes subpane.
l. Approved Hours - this is a read-only field that adds the Original Hours value to the Approved Hours Change value.
m. Cost Element ID - links Cost data to Control Elements to transfer committed Cost to Control Accounts Cost Elements in the Cost
Management package. It is automatically assigned if the Default Control Element IDs are assigned in the Contracts/Prime
Contracts Settings form. Click the Cost Element ID drop-down to select a Cost Element.
n. Unit Price - the Cost per Quantity or Cost per Hours rate that is used to calculate the Original Cost. In order for the calculation to
work, the Cost Element ID assigned to the Pay Item must have a Quantity Rate Element or an Hours Rate Element assigned in the
Control Element form.
o. Price Unit - select Quantity to calculate the Original Cost as Original Quantity x Unit Price. Alternatively, select Hours to calculate
the Original Cost as Original Quantity x Hours Rate x Unit Price. The Unit Price cell is read-only if the Price Unit cell is blank.
p. Original Cost - the total Cost to purchase the item being procured when the Request for Proposal or Prime Contract is first
developed. The Cost amount is either entered manually or it is calculated as Original Quantity x Unit Price or the Original Hours x
Unit Price. This requires that the Cost Element ID assigned to the Pay Item must have a Quantity Rate Element or an Hours Rate
Element assigned in the Control Elements form.
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q. Approved Cost Change - this field is read-only and displays the Cost Change value for corresponding Pay Item numbers entered
in the Pay Item Changes subpane.
r. Approved Cost - this is a read-only field that adds the Original Cost value to the Approved Cost Change value.
s. Revenue Element ID - links Revenue data to Control Elements to transfer committed Costs to Control Accounts Cost Elements in
the Cost Management package. It is automatically assigned if the Default Control Element IDs are assigned in the Settings form.
Click the Revenue Element ID drop-down to select a Revenue Element.
t. Revenue Price Unit - select Quantity to calculate the Original Revenue as Original Quantity x Revenue Price. Alternatively, select
Hours to calculate the Original Revenue as Original Revenue x Hours Rate x Revenue Price.
u. Revenue Price - the Cost per Quantity or the Cost per Hours rate that is used to calculate the Original Cost. In order for this
calculation to work, the Cost Element ID assigned to the Pay Item must have the Quantity Rate Element or an Hours Rate
Element assigned in the Control Element form.
v. Original Revenue - the total Revenue earned on the items and services being procured when the Prime Contract is awarded. The
Cost and Hours amount can be entered manually or it can be calculated as the Original Quantity x Revenue Price and the Original
Hours x Revenue Price. This requires that the Revenue Element ID assigned to the Pay Item must have a Quantity Rate Element
or an Hours Rate Element Assigned in the Control Elements form.
w. Approved Revenue Change - this is a read-only field that displays the Revenue Change value for corresponding Pay Item
x. Approved Revenue - this is a read-only field that adds the Original Revenue to the Approved Revenue Change value.
y. Currency ID - this is enabled on Multi-currency projects. This indicates the currency of the Pay Item if it uses a different Currency
from that assigned to the Request for Proposal/Contract/Prime Contract.
z. Exchange Rate - this is the exchange rate of Pay Item currency if different from the Request for Proposal/Contract/Prime
Contract currency. This is calculated as: Exchange Rate = Request for Proposal / Contract/Prime Contract Currency / Pay Items
Currency. If the Exchange Rate is blank, the Project's Actual Exchange Rate in the Currencies (on page 601) form is used.
aa. Employee ID - this is a reference field that can be used to assign an Employee to a specific Scope of Work associated with the Pay
Item.
bb. Category ID - this is a reference field that can be used to assign a Category to a specific Scope of Work associated with the Pay
Item.
cc. Below Total - check the Below Total checkbox. This causes the Pay Item costs to not be included with the Pay Items in the
Request for Proposal/Contract/Prime Contract reports. The costs will be displayed at the bottom of these reports, below the Pay
Items. This setting is useful for certain types of costs which include freight, taxes, etc.
dd. Retention Percentage - this describes the proportion of the contractual amount of the cost that is withheld until the final
ee. Control Account ID - links the Pay Item to a Control Account to transfer committed Quantity, Hours, and Cost data to the Cost
Management package. The Request For Proposal/Contract/Prime Contract has a Control Account ID selection as well; the Pay
Item's Control Account selection overrides the Contract's Control Account. Click the Control Account ID drop-down to select a
Control Account.
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User Guide
ff. Commit Quantity - the Quantity committed values cannot be transferred to Control Accounts in the Cost Management package
unless the Commit Quantity checkbox is checked. Note that the Commit Pay Items To Control Account checkbox in the
Contracts data pane will also need to be checked.
gg. Commit Hours - the Hours committed values cannot be transferred to Control Accounts in the Cost Management package unless
the Commit Quantity checkbox is checked. Note that the Commit Pay Items To Control Account checkbox in the Contracts data
pane will also need to be checked.
hh. Quantity To Date - the total quantity of items currently installed.
ii. Previous Quantity To Date - the total quantity of items installed prior to the current Reporting Period.
jj. Hours Worked - the total number of hours currently worked.
kk. Previous Hours Worked - the total number of hours worked prior to the current Reporting Period.
ll. Percent Complete - the quantity of items currently delivered in terms of percent complete.
mm. Fair Cost Estimate - there are two cells for two separate Fair Cost Estimates. These are used to identify internal estimates used
to verify the Bidder's estimate.
6) If the Invoice Management package is enabled the following cells provide invoice and payment data for each Pay Item.
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Pay Item Changes (Prime Contracts)

A Change to a Contract or Prime Contract must be assigned to individual Pay Items in the Contracts-Pay Item Changes or Prime Contracts-Pay
Items Changes subpanes. Changes to each Pay Item's quantities, hours, or cost are entered in this subpane. Revenue can also be changed in
this subpane for a Prime Contract. These Change values affect data, depending on the Status ID assigned to the Change. However, they will
never affect the original values in the Pay Time Changes subpane, only the approved values.
Pay Item Changes can only be applied to Pay Items already defined in the subpane. If a new Pay Item needs to be added as part of the
Change, then a new Pay Item must first be entered in the respective subpane. The original quantity, hours, and cost data must be left at zero.
Then a Pay Item Change is added and the change quantity, hours, and cost data is entered. This causes the Pay Item's original values to be
zero; the approved values will indicate the added amounts.
If the Change is going to be used to remove a Pay Item from the Contract, the original Pay Item should NOT be deleted from the Pay Items
subpane. Rather, the Pay Item Change should be added and the quantity set to reflect a negative value equal to the original quantity. The
same is true for the Pay Item Change's hours and cost. This will, in effect, zero out the original value.
Each Pay Item Change is assigned to a Change ID and a Post Date. The Pay Item Changes will not affect the Contract unless a Change ID is
linked.
can be entered on each Pay Item Change. This data will not affect the Contract values. This data may also be associated with a Trend (see "Pay
Item Changes (Contracts)" on page 513). Trends can be linked to Pay Item Changes; however this is for informational purposes only.
To Add Pay Item Changes:

2) Locate the Prime Contract.
3) Click the Pay Item Changes subpane tab.
5) Click the Item drop-down and select a Pay Item.
6) Click in the Pay Item Change Description cell and enter a Description of the Pay Item Change.
10) Click in the Estimated Cost Change cell and enter an Estimated Cost Change value.
11) Click in the Estimated Revenue Change cell and enter an Estimated Revenue Change value.
displayed.
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User Guide
13) Click in the Quantity Change cell and enter the Change in quantity.
14) Click in the Hour Rate Change cell and enter the Hour Rate. The Hours Change value is automatically calculated by multiplying the
18) Click the Revenue Price Unit drop-down and select Quantity to calculate the Original Cost as Original Quantity x Revenue Price.
Alternatively, select Hours to calculate the Original Cost as Original Quantity x Hours Rate x Revenue Price.
19) Click in the Revenue Price and enter the Revenue Price.
20) Click in the Revenue Change cell and enter the Revenue Change. The Revenue Unit Price is automatically calculated.
21) Click in the Price Type cell and enter a Price Type, if it is different than the Prime Contract's Price Type entered in the Payment/Work
subpane.
22) Click in the Post Date cell and enter the Pay Item Change's Post Date.
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Trends (Prime Contracts)

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PRISM has a Trends feature that is used to communicate potential changes to a Contract or Prime Contract. Once generated, a Trend can be
assigned to one or more Pay Item Changes. However, a Trend will not affect a Contract's quantities, hours, or cost data.
To Add Trends:
Changes (Prime Contracts)

Each Contract and Prime Contract has an original set of Pay Items assigned, and for each Pay Item the quantities, rates, hours, and costs are
set. A Prime Contract is similar to a Contract when assigning Pay Items, however, a Prime Contract also has revenue assigned and set to each
Pay Item.
If a modification is necessary, such as adding or deleting Pay Items or changing quantities, rates, hours, cost, or revenue then a Change must
be initiated.
Changes can affect a Contract's Approved Cost and Estimate at Completion Cost. How they affect this cost data is dependent upon the Change
Status assigned to the Change.
During the life of a Contract or Prime Contract, each Change may need to be re-statused. For instance, when a Change is first created, the
assigned status may be Pending. Once the Contractor is provided a modified Contract, formal approval is granted and the status is set to
Approved. If at any time the Change is withdrawn or deleted, the status is set to reflect this situation.
Note that once a Change is set to a Status ID that uses "Adds to Approved Budget," the Change is converted to read-only and cannot be
deleted. The only item that remains modifiable is the Status ID. Only Users with Process permissions can assign a Change Status code that
"Adds to Approved Budget."
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User Guide
To Enter Changes:
2) Locate the Contract or Prime Contract.
10) Click the Request Date drop-down and select the Contract's Origin Date.
12) Click in the Days Added To Schedule cell and enter the Number of Days the change will impact the Contract.
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Contracts (Prime Contracts)

The Prime Contracts-Contracts subpane is used for viewing Contracts entered in the Contracts package that are linked to a Prime Contract.
This linkage allows a Contracts hours and cost data to be transferred and calculated in the total cost and revenue of the Prime Contract. This is
done by using the Update Contracts Data feature on the navigation toolbar. When this feature is applied not only will Contracts data be
transferred to the Prime Contract, but the data will also be calculated on the Prime Contract totals.
A Multiplier ID (see "Rates and Multipliers" on page 85) can be assigned to a Contract in this subpane to calculate extended costs and
revenue and applying it to the Prime Contract. On a Lump Sum contract, only the extended costs are calculated, as where on a Cost Plus
contract, extended costs and revenue are calculated. These calculated costs are only displayed in the Prime Contracts data pane.
The Owner Contract and Purchase Order Commitments report allows you to view commitment data from Purchase Orders and Contracts
linked to Prime Contracts. This helps you track Contracts and Purchase Orders that have been awarded to ensure the services will be
completed on time to meet Prime Contract schedule.
To Cross-reference Contracts to a Prime Contract:

2) Locate a Prime Contract.
3) Click the Contracts subpane tab.
4) Click the Update Contracts Data icon on the navigation toolbar to transfer Contract information from Contracts to the Prime
Contracts-Contracts subpane.
5) For each Contract, click the Multiplier ID cell and select the Multiplier ID to be used for calculating the extended cost and/or revenue
of the Contract.
a. This Multiplier ID overrides the Multiplier ID selected in the Prime Contracts data pane.
6) For each Contract, click in the Remarks cell and enter any additional information, as needed.
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Purchase Orders (Prime Contracts)

The Prime Contracts-Purchase Orders subpane is used for viewing Purchase Orders entered in the Procurement package that are linked to a
Prime Contract. This linkage allows a Purchase Orders hours and cost data to be transferred and calculated in the total cost and revenue of the
Prime Contract. This is done by using the Update PO Data feature on the navigation toolbar. When this feature is applied not only will
Purchase Order data be transferred to the Prime Contract, but the data will also be calculated on the Prime Contract totals.
A Multiplier ID (see "Rates and Multipliers" on page 85) can be assigned to a Purchase Order in this subpane to calculate extended costs and
revenue and applying it to the Prime Contract. On a Lump Sum contract, only the extended costs are calculated, as where on a Cost Plus
contract, extended costs and revenue are calculated. These calculated costs are only displayed in the Prime Contracts data pane.
The Owner Contract and Purchase Order Commitments report allows you to view commitment data from Purchase Orders and Contracts
linked to Prime Contracts. This helps you track Contracts and Purchase Orders that have been awarded to ensure the services will be
completed on time to meet Prime Contract schedule.
To Cross-reference Contracts to a Prime Contract:

3) Click the Purchase Orders subpane tab.
4) Click the Update PO Data icon on the navigation toolbar to transfer Contract information from Contracts to the Prime
Contracts-Purchase Orders subpane.
5) For each Purchase Order, click the Multiplier ID cell and select the Multiplier ID to be used for calculating the extended cost and/or
revenue of the Purchase Order.
a. This Multiplier ID overrides the Multiplier ID selected in the Prime Contracts data pane.
6) For each Purchase Order, click in the Remarks cell and enter any additional information, as needed.
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Engineering Documents (Prime Contracts)

Often times when procuring services, Engineering is developing drawings and specifications that must be provided to the contractor who is
soliciting bids. If the Engineering staff is using the Engineering package to track these various documents, then you can link the Engineering
documents to the Prime Contract. There is a report called Prime Contracts Engineering Documents that allows you to see when a document is
forecast to be completed or when it was issued. This helps you track documents to ensure they will be completed on time to meet the Prime
Contract schedule.
To Cross-references Engineering Documents to a Prime Contract:

4) Click the Add Record icon, and select one or more Engineering Documents, and click OK.
Evaluation (Prime Contracts)

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PRISM provides a memo field to enter information during or after the execution of a Prime Contract about the contracting relationship with
the Owner. This data can be used when exploring future contracting activities with this Owner.
To Add an Owner Evaluation:

3) Click in the Evaluation memo field and enter Owner Evaluation Information.
Calculations (Prime Contracts)

The Calculations ribbon group in the Prime Contracts tab is where commands that allow you to calculate Hours, Cost, and Revenue from
Purchase Orders and Contracts are found.
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User Guide
Update PO/Contract Data

The Update Purchase Order/Contract Data feature is used to globally calculate the totals data on a Prime Contract after the data have been
entered or modified on Purchase Orders or Contracts linked to Prime Contracts. This calculation is periodically run to ensure all Purchase
Orders and Contracts assigned to the Prime Contract are transferred.
The feature calculates four sets of data when it is run:
 Purchase Order Line Items (If the Procurement package is enabled)
 Contract Pay Items (If the Contract package is enabled)
 Prime Contract Pay Items
 Any Multipliers that are assigned to Purchase Orders or Contracts.
In order for this calculation to work, a Contract or Purchase Order must be cross-referenced to a Prime Contract in their respective data
packages in order for the Cost and Hours data to be transferred and the revenue to be calculated.
When this calculation is run, the committed data from the Prime Contract is transferred to the Control Accounts Commitments table. This
calculation will also calculate extended costs and revenue based on any Multipliers (on page 287) that have been assigned to the Prime
Contract.
To Update PO/Contract Data:

1) Select Prime Contracts > Calculations > Update PO/Contract Data.
3) Click OK to run calculation.
Tools (Prime Contracts)

The Tools ribbon group in the Prime Contracts tab is where options and settings are defined that affect data, forms, and processes associated
with the Prime Contracts package.
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Prime Contracts Settings

The Prime Contract Settings form establishes the settings and options specific to the Prime Contracts package. These settings are usually
defined at the beginning of the project and affect the following functions:
 Report Titles
 Pay Item Descriptions
 Contract Information
In order to access the Prime Contracts Settings form, at a minimum, your must have Process permissions.
To Define Prime Contracts Settings:

1) Select Prime Contracts > Tools > Settings.
2) Click in the Current Period Start Date box and enter the starting date for the Current Prime Contract Reporting Period. This setting
allows custom reports to display data by Reporting Period for more accurate reporting on invoice and paid amounts for Prime
Contract Pay Items.
3) Click in the Prime Contracts Report Header box and enter a Report Header, if necessary. This report header will be displayed on all
Prime Contract reports.
4) Define a Document the Folder Path prior to adding Attachments and other linked documents to Prime Contracts, then when the
linked documents are copied into the folder path, the documents are copied to this folder. Click the Documents Folder Path browse
icon, select a Folder Path and click OK.
a. When documents are linked, a sub-folder is automatically added to the Folder Path, which is labeled as the Prime Contract ID
that the Attachments or documents are assigned.
5) Click the Auto-generated Prime Contract IDs drop-down to define a method for how Prime Contract IDs will be labeled when they are
created. The following options allow both system-defined and user-defined IDs to be generated.
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User Guide
6) Define the Default Control Element IDs for Pay Items by selecting a Quantity Element ID, an Hours Element ID, a Cost Element ID,
and a Revenue Element ID. Click the Control Element ID drop-down and select a Control Element ID.
a. When Pay Items are added to a Prime Contract, the Default Control Element IDs are initially assigned to each Pay Item based on
these selections.
b. You can re-assign any Control Element after a Pay Item is added to a Prime Contract.
7) For each of the two Initial Delivery Addresses, click the Address ID drop-down and select a Delivery Address ID. These assignments
cause the Delivery Address IDs to be automatically assigned to a Prime Contract when it is created. This feature is useful when a
majority of the Prime Contracts created will use specific Delivery Addresses (on page 300) for any of the two address types.
8) Click the Contract Information Label 1 box and enter a Contract Information label. Do the same in the Contract Information Label 2
and Contract Information Label 3 boxes, if necessary.
9) Click in the Change Information Label 1 box and enter a Change Information label. Do the same in the Change Information Label 2
and Change Information Label boxes, if necessary.
necessary.
necessary.
Note that these User-defined Labels will be hidden until they are defined.
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Chapter 16
Invoice Management
The Invoice Management tab is where Invoices for Purchase Orders, Contracts, and Prime Contracts are entered and tracked. Once Invoices
are approved, Payment Requests are generated and sent to the accounts payable department. Each payment on Purchase Orders, Contracts,
and Prime Contracts is also entered and tracked. Invoices and Payment details are linked with Purchase Orders from the Procurement
package, Contracts from the Contracts package, and Prime Contracts from the Prime Contracts package. This allows invoices to be paid on
specific Line Items and Pay Items. It also displays total invoiced and paid amounts to be viewed on each Purchase Order, Contract, and Prime
Contract in their perspective packages.
Invoice Management Data Integration

Data entered into the Invoice Management package data pane is highly integrated with data from other packages.
Data (Invoice Management)

The Data ribbon group in the Invoice Management tab is where commands for entering data associated with Invoices, Payment Requests, and
Payments on Invoices is performed.
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User Guide
Invoices
As Invoices are received from Vendors or created for Owners, they are entered into the Invoices data pane. You must first determine if the
Invoice is associated with a Purchase Order, a Contract, or a Prime Contract. You can then locate and select the Purchase Order, Contract, or
Prime Contract to enter the Invoice data.
The Invoice data pane includes information about the Invoice creation, as well as the services acquired or services rendered.
When the Invoice record is created, the Status ID is blank and should be updated depending on the current status of the Invoice. The Status
selections are defined in the Invoice Status form.
Once an Invoice is approved for a Purchase Order or Contract, it can be paid and information regarding the Payment is entered in the Invoices
data pane. For a Prime Contract, once the Invoice is approved it can be submitted to the Owner for payment. This includes the Payment
Terms, who approved the Payment, and various payment dates.
The Invoices data pane includes a Commitment Data group box where invoice and payment data associated with a Purchase Order or
Contract is summarized. The following data is displayed:
 Commitment - Approved Cost of a Purchase Order or Contract.
 Approved Invoices - summarized Invoice Amount of all approved Invoices assigned to a Purchase Order or Contract.
 Unapproved Invoices - summarized Invoice Amount of all unapproved Invoices assigned to a Purchase Order or Contract.
 Remaining - Commitment minus the Approved Invoices and the Unapproved Invoices.
Note that an approved Invoice is defined by the Invoice's Status ID. It must be set to Approved or Paid to be included as an
approved Invoice.
The Commitment Data group box is not enabled when creating an invoice for an Owner of a Prime Contract. The Owner of a Prime Contract is
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responsible for tracking its committed costs to the Prime Contract, and therefore the feature is not enabled in PRISM .
The Owners' committed costs are expected to be tracked in their own Cost Management application.
The Invoices data pane and Payment Requests data pane both include an Invoice Totals group box where data entered in the Invoice Items
and Payment Items subpanes is summarized. The following data is displayed:
 Revenue - summarized Revenue of all Invoice items (Prime Contracts only)
 Cost - summarized Cost of all Invoice Items.
 Tax - summarized Tax of all Invoice items.
 Payable - Cost plus Tax minus Discount minus Retention.
 Discount - summarized Discount of all Invoice items.
 Retention - summarized Retention of all Invoice items.
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Chapter 16 Invoice Management
 Total Value - Cost plus Tax.
To Enter Invoice and Payment Data:

1) Select Invoice Management > Data > Invoices.
a. The Invoices data pane opens up with the list of approved Purchase Orders displayed in the Purchase Orders/Contracts/Prime
Contracts pane found in the upper left-hand portion of the screen.
b. To view Contracts or Prime Contracts, click the Contract Type drop-down on the navigation toolbar and select Contracts or
Prime Contracts.
c. You can reset this back to Purchase Orders by selecting Purchase Order in the Contract Type drop-down.
2) In the Invoices pane, select a Purchase Order ID, Contract ID, or a Prime Contract ID. The list of Invoices already entered is displayed
in the Invoices-Navigation pane, which is below the Invoices pane.
4) Click in the Invoice ID box and enter a unique alphanumeric Invoice ID. This can be the Invoice Number.
5) For Prime Contracts, check the Future Billing Plan checkbox if you do not plan on submitting the Invoice for payment until a later
date. If enabled, the Invoice cannot be statused, and Payment data cannot be entered. In addition, the Payments column in the
Invoice Totals group box is disabled. The feature is intended to be used by a Contractor who creates invoices based on future work.
Uncheck the Future Billing Plan checkbox when the Owner is to be invoiced.
6) Click in the Description box and enter a Description of the Invoice.
7) Click the Vendor ID drop-down and select a Contractor or Supplier. For a Prime Contract, click the Owner ID drop-down and select an
Owner.
a. By default, a Vendor ID or Owner ID is automatically assigned based on the Contractor assigned to the Contract, Supplier
assigned to the Purchase Order or the Owner assigned to the Prime Contract.
b. By selecting a Vendor ID or Owner ID, the Vendor Details are automatically entered in the Invoices-Vendor subpane.
8) Click in the Invoice Number box and enter the Invoice Number, if it is different than the Invoice ID.
9) Click in the Invoice Created Date box and enter the Date the Invoice was created.
10) Click in the Invoice Date box and enter the Date that will appear on the Invoice when it is created.
11) Click in the Invoice Received Date box and enter the Date the Invoice was received.
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12) The Creator/User ID is automatically assigned as the PRISM User ID of the User who created the Invoice record. Click in the
Creator/User ID box and modify the User ID, if necessary.
13) Click the Collection ID drop-down and select an Invoice Collection ID that defines the collection requirements.
14) Click in the Services Start Date box and enter a Date that indicates when the services associated with the invoice were started.
15) Click in the Services Finish Date box and enter a Date that indicates when the services associated with the invoice were completed.
16) Click the Services ID drop-down and select the Required Services ID that defines the type of services associated with the Invoice.
17) Click the Status ID drop-down and select a user-defined Invoice Status ID. The Status ID assigned will affect the Commitment Data on
the Invoice data pane depending on what Stage is assigned to the Invoice Status ID in the Invoice Status form.
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User Guide
18) Click in the Status Date box and enter the Date when the Status ID was changed.
19) Click the Payment Terms ID and select a user-defined Payment Terms ID.
20) Click in the Payment Approver box and enter the Payment Approver's Name.
21) Click in the Payment Due box and enter the Date when the Payment is forecast to be made.
22) Click in the Payment Approved Date and enter the Date when the Payment was approved.
23) Click in the Actual Check Number box and enter the Check Number from the Payment check.
24) Click in the Payment Date box and enter the Date when the Payment was made.
25) Click the Status ID drop-down and select a user-define Invoice Status ID that indicates the Invoice is paid.
entered in the Invoices-Invoice Items subpane or the Invoice-Payments Items subpane.
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c. Click in the Invoice Exchange Rate box and enter an Invoice Exchange Rate. If left blank, the Actual Exchange Rate defined in the
Currencies data pane is used.
d. Click in the Payment Exchange Rate box and enter a Payment Exchange Rate. If left blank, the Actual Exchange Rate defined in
the Currencies data pane is used.
Vendor/Owner (Invoices)
A Vendor is automatically assigned to an Invoice based on the Contractor assigned to the Contract or the Supplier assigned to the Purchase
Order. At the same time, the Vendor Details, which includes contact information, are transferred from the Contract or Purchase Order to the
Invoices-Vendor subpane. If you are creating an invoice for a Prime Contract, an Owner will automatically be assigned and its details will be
transferred to the Invoices-Owner subpane.
If necessary, you can change the Vendor ID or Owner ID assigned to the Invoice. The Vendor Details or Owner Details subpane will be
modified, based on the information maintained in the Contractor, Supplier, or Owners tables. Any data transferred into this subpane can be
modified in order to match the information supplied with the Vendor or Owner's Invoice.
To Change a Vendor or Vendor Details:

2) Click the Contract Type drop-down on the navigation toolbar to display, Purchase Orders, Contracts, or Prime Contracts.
3) In the Invoices pane, locate a Purchase Order ID, Contract ID, or Prime Contract ID.
4) In the Invoices-Navigation pane, locate an Invoice.
5) Click the Vendor ID drop-down and select a different Vendor, if necessary.
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6) Click the Vendor subpane tab.

7) Click the Vendor Details box and modify any of the following Vendor information, as necessary.
8) Click in the Vendor Name box and enter a Vendor Name.
9) Click in the Contact Name box and enter a Contact Name.
10) Click in the Address box and enter the Vendor's Address.
11) Click in the Email box and enter the Vendor's Email Address.
12) Click in the Reference Number box and enter the Vendor's Reference Number.
13) Click in the Telephone box and enter the Vendor's Telephone Number.
14) Click in the Fax box and enter the Vendor's Fax Number.
15) Click in the Tax ID box and enter the Vendor's Tax ID Number.
16) Check the Tax Exempt checkbox if the Vendor is Tax Exempt.
Note that if the Owner needs to be changed or its information needs to be modified on a Prime Contract invoice it follows the
same steps to change a Vendor or Vendor Details on a Contract or Purchase Order.
Invoice Items (Invoices)

Once you have created the Invoice record, you will need to add the Invoice Items that were included on the Vendor's or Owner's invoice.
These items will match the Line Items entered on the Purchase Order or Pay Items entered on the Contract or Prime Contract.
When adding Invoice Items, certain data associated with the Pay Items or Line Items is transferred from the Contract, Prime Contract, or
Purchase Order into the Invoices-Invoice Items subpane. If necessary, some of the data transferred can be modified. However, some of the
information, such as the Item Number and the Description are read-only fields.
To Add Invoice Items:

2) Click the Display Contracts or Display Purchase Orders icon on the navigation toolbar to display Contracts or to display Purchase
Orders or Prime Contracts.
3) In the Invoices IDs pane, locate a Purchase Order ID, a Contract ID, or a Prime Contract ID.
5) Click the Invoice Items subpane tab.
6) Click the Add Record icon. A list of Purchase Order Line Items or Contract/Prime Contract Pay Items is displayed.
7) Check the Items that are found on the vendor's invoice and click OK. The Line Item or Pay Item data is transferred from the Purchase
Order, Contract, or Prime Contract to the Invoice Items.
8) Click in the following cells and enter or modify data for each Invoice Item:
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User Guide
a. Quantity Element ID - the Control Element for Quantity of the item being procured.
b. Quantity Unit - the Quantity Unit of Measure of the item being procured.
c. Quantity - the Quantity amount of the item being procured.
d. Hours Element ID - the Control Element for Hours contracted as part of the item being procured.
e. Hours - the number of Hours contracted as part of the item being procured.
f. Cost Element ID - the Control Element for Cost to purchase the item being procured.
g. Cost - the total Cost to purchase the item being procured before taxes and discounts. It also does not have retention removed.
Some companies choose to include Tax in the Cost rather than having it displayed separately.
h. Revenue - the total Revenue billed to the Owner before taxes and discounts. It also does not have retention removed. Revenue
is only assigned for Invoice Items on a Prime Contract.
i. Tax - the amount of tax applied to the item being procured.
j. Retention - the cost value that is withheld until the Purchase Order or Contract has been completely fulfilled. This is also the
amount can also be entered as the amount the Owner has agreed to withhold from the Prime Contractor until the scope of work
is completely fulfilled. This value is entered as a positive value.
k. Discount - the cost value that is used to reduce the total Cost for various reasons including volume discounts or discounts due to
delays. This value is entered as a positive value.
l. Retention Invoice - indicates the costs are to pay Retention. The amount entered in the Cost for a Purchase Order and Contract
is considered a payment on Retention. The Cost value is displayed as a negative Retention value in the Invoices data pane in the
Invoice Totals group box.
m. Reference Code - user-defined reference information. The column header label for the Reference Code can be modified in the
Invoice Management Settings (on page 555).
n. Control Account ID - the Control Account from the Cost Management package that the procured item is associated with.
o. Equipment/Material ID - the Equipment or Material item from the Equipment/Materials package that the procured items are
associated with.
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Payment Items (Invoices)

Once you have entered the Payment data on the Invoice record, you will need to add the Payment Items for the Invoice Items that are being
paid. When adding Payment Items, certain data associated with the Invoice Items is transferred from the Invoices-Invoice Items subpane to
the Invoices-Payment Items subpane. If necessary, some of the data transferred can be modified. However, some of the information, such as
the Item Number and the Description are read-only fields.
You can also assign a Reference Code Title to the Reference Code field in the Invoices-Payment Items subpane.
To Add Payment Items:

2) Click the Contract Type drop-down on the navigation toolbar and select Purchase Order, Contract, or Prime Contract to display.
3) In the Invoices pane, locate a Purchase Order ID, Contract ID, or a Prime Contract.
5) Click the Payment Items subpane tab.
6) Click the Add Record icon. A list of Invoice Items is displayed.
7) Check the Items that are found on the payment records and click OK. The Invoice Item data is transferred to the Payment Items.
8) Click in the following cells and enter or modify data for each Payment Item:
a. Payment Number - an optional number that may be used on payment records.
b. Quantity - the Quantity amount of the item being procured.
c. Hours - the number of Hours contracted as part of the item being procured.
d. Cost - the total Cost to purchase the item being procured before taxes and discounts. It also does not have retention removed.
e. Revenue - the total Revenue for the services rendered before taxes and discounts. Revenue is only associated with Prime
Contracts.
f. Tax - the amount of tax applied to the item being procured.
g. Reference Code - user-defined reference information. The column header title for the Reference Code can be modified in the
Invoice Management Settings.
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User Guide
Documents (Invoices)
External Invoice Documents can be linked to an Invoice record and easily retrieved at any time. This can include electronic copies of the actual
invoice, supporting invoice documentation, or spreadsheet calculations.
To Link Invoice Documents:

2) Click the Contract Type drop-down on the navigation toolbar and select Purchase Order, Contract, or Prime Contract to display.
3) In the Invoices pane, locate a Purchase Order ID, Contract ID, or a Prime Contract ID.
7) Click in the Document cell and enter a unique alphanumeric Document Number to be used as an identifier for the Invoice Document.
8) Click in the Invoice Document Description cell and enter a Description of the Invoice Document.
9) Click the Document Type ID drop-down and select a Document Type to categorize the Invoice Document.
10) If the Invoice Document is revised, click in the Revision cell and enter a Revision number.
12) Click in the Sort Code cell and enter an alphanumeric Sort Code to modify how Invoice Documents are sequenced in the reports.
13) Click in the Provider cell and enter or modify the Name of the person or organization that provided the Attachment.
14) Click the Document File browse icon, select the File and File Location of the Invoice Document found on the company's Network, and
click Open.
a. The folder path that is opened by default is set in the Invoice Management Settings form in the Invoice Documents Folder Path
option.
b. After an Attachment is linked, an Application icon appears next to the browse icon that corresponds to the file's extension.
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c. Click the Application icon and the Attachment is opened in the application, if the PRISM User has access to the application.
d. This process is available for most standard Microsoft Office applications.
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Payment Requests
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Once you have reviewed and approved Invoices that are entered into PRISM , you can provide the Accounts Payable department with the list
of Invoices that need to be paid. You do this by first creating a Payment Request.
Note that an Invoice is approved if the Status ID assigned to the Invoice Stage is set to Approved or Paid.
The Invoices data pane and Payment Requests data pane both include an Invoice Totals group box where data entered in the Invoice Items
and Payment Items subpanes is summarized. The following data is displayed:
 Revenue - summarized Revenue of all Invoice items (Prime Contracts only)
 Cost - summarized Cost of all Invoice Items.
 Tax - summarized Tax of all Invoice items.
 Payable - Cost plus Tax minus Discount minus Retention.
 Discount - summarized Discount of all Invoice items.
 Retention - summarized Retention of all Invoice items.
 Total Value - Cost plus Tax.
To Create Payment Requests:

1) Select Invoice Management > Data > Payment Requests.
3) Click in the Payment Request ID box and enter a unique alphanumeric Payment Request ID.
4) Click in the Description box and enter a Description to describe the Payment Request. As an example, this could be described as the
Month and Year, and the Payment Request could contain all Invoices for that time frame.
5) The Request Create Date by default is set to the current date. Click in the Request Create Date box and modify the Date, if necessary.
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6) The Creator/User ID is automatically assigned as the PRISM User ID of the User who created the Payment Request record. Click in
the Creator/User ID and modify the User ID, if necessary.
7) Click the Status ID drop-down and select a user-define Invoice Status ID. The Status ID assigned will affect the Commitment Data on
the Invoice data pane, depending on what Stage is assigned to the Invoice Status ID in the Invoice Status form.
9) Click in the Check Run Date and enter the Date when the check was generated.
entered in the Invoices-Invoice Items subpane or the Invoice-Payments Items subpane.
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User Guide
Invoices (Payment Requests)

Once a Payment Request is created, you can choose from an approved list of Invoices which Invoices you want to pay. You do this by assigning
the chosen Invoices to the Payment Request.
To Assign Invoices to a Payment Request:

1) Select Invoice Management > Data > Payment Requests.
2) Locate a Payment Request.
3) Click the Invoices subpane tab.
4) Click the Add Record icon. Only Invoices that are statused as approved and have not been included in other Payment Requests are
displayed in the Select Records form.
5) Check one or more Invoices and click OK. The selected Invoices are added to the Payment Requests-Invoices subpane in a read-only
format.
Tools (Invoice Management)

The Tools ribbon group in the Invoice Management tab is where options and settings are defined that affect data, forms, and processes
associated with the Invoice Management Package.
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Invoice Management Settings

The Invoice Management Settings form is used to assign folder paths and reference code titles.
If you setup an Invoice Documents Folder Path prior to linking Invoice Documents to your Invoice records, the defined Folder Path will be the
default folder that is opened during the linking process. This can help you to keep electronic copies of the Invoice Documents in one folder
location on your network.
The Invoice Items and Payment Items subpanes both have a Reference Code column, where any type of alphanumeric data can be assigned to
an Invoice Item. The column header label for each of these columns is labeled Reference Code, by default. However, you can modify each of
these titles to make it more descriptive of the information you are entering.
To Define Invoice Management Settings:

1) Select Invoice Management > Tools > Settings.
2) Click the Invoice Documents Folder Path browse icon, select a Folder Path, and click OK.
3) Click in the Invoices Data Date Report Header box and enter a Report Header, if necessary. This report header will be displayed on all
Invoice Management reports.
4) Click the Auto-generated Invoice IDs drop-down to define a method for how Invoices will be labeled when they are created. The
5) Click in the Line Item Reference Code Title box and enter a Reference Code label.
6) Click in the Payment Reference Code Title box and enter a Reference Code label.
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Chapter 17
Field Management
The Field Management tab is where quantities and hours for Progress Accounts and Progress Items are entered, budgeted, and statused.
Progress Items can be defined and linked to Progress Accounts to provide a lower-level of detail for imputing and tracking quantities and
hours. Progress Accounts then define the performance measurement baseline for Field activities. Actual Quantities installed and Hours
worked are imported, progressed, and performance is calculated, variances are analyzed, and the Field Management project is forecast.
Field Management Data Integration

Data entered into the Field Management package's data panes is highly integrated. Data is shared among a few panes, but as the graphic
below suggests, most of the data is shared with Progress Accounts.
Data (Field Management)

The Data ribbon group on the Field Management tab is where commands for entering data associated with Progress Accounts, Progress Items,
and Field Management Changes are performed.
Progress Accounts
The Progress Accounts data pane is used for managing and progressing a specific scope of work related to Field Management project
activities. Progress Accounts are used to track budgets, actuals, forecasts, and earned value for quantities and hours. A Progress Account can
also serve as an interface point where Progress Items are assigned, budgeted, and statused.
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Each Progress Account is then integrated with a schedule to create time-phased data plans and forecast for quantities and hours. Unit Rates
are also calculated and determine the quantities completed per hour worked.
When used in conjunction with the Cost Management package, Progress Accounts are linked to Control Accounts to transfer Field progress
data.
When creating a Progress Account there are a number of items to assign, including:
 Quantity Title/Unit - A description that further describes the quantity and defines the account's quantity unit of measure.
 Budget Source - used to determine where the Baseline Budget quantities and hours displayed on Progress Accounts are derived.
 Schedule Dates - used for time-phasing quantities and hours; dates included are Baseline, Approved, Control, and Current.
 Distribution Curves - algorithms used to spread quantities and hours for the Baseline Budget, Approved Budget, Control Budget, and
the Estimate to Complete based on Start and Finish Dates. These quantities and hours are distributed in the Time Phased Data
subpane.
The Field Management Baseline Development process provides additional details on how Progress Accounts are created and information is
entered.
Progress Accounts are progressed each Reporting Period, which means certain items in the Progress Accounts data pane will have to be
modified.
 If the Percent Complete Method is set to MAN, for manual entry, then the current percent complete method must be assigned. If not,
this is an automatic calculation when using the Calculate Account Totals function.
 The Approved/Control and Current Schedule Dates are modified as necessary.
The Calculate Field Management Totals function is used to calculate Progress, Baseline, Approved, and Control Budgets, and the Estimate at
Completion for every Progress Account. The Spread Time Phased Data calculation is used to globally time phase each Progress Account's
Baseline Budget, Approved Budget, Control Budget, and ETC quantities and hours across a range of Schedule Dates.
There are three icons on the navigation toolbar that perform similar actions but only against the selected Progress Account:
 Calculate Account Totals - calculates the Approved Budget quantities and hours, Control Budget quantities and hours, and the
Percent Complete. It does not calculate the Baseline Budget quantities and hours. This ensures the Baseline Budget quantities and
hours are not inadvertently modified.
 Spread Budgets - spreads the Approved quantities and hours in the Progress Account-Time Phased Data subpane from the current
Reporting Period to the Approved Finish Date using the Approved Budget Time Phased Data Distribution Curve. The Control Budget
quantities and hours are calculated in the same manner, except using the Control Finish Date and the Control Budget Time Phased
Data Distribution Curve.
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Chapter 17 Field Management
 Spread ETC/Earned - spreads the remaining Earned Value and the Estimate to Complete quantities and hours in the Progress
Accounts-Time Phased Data subpane from the next Reporting Period to the Current Finish data using the Estimate to Complete Time
Phased Data Distribution Curve.
The Field Management Monitoring and Analysis Process (see "Field Management Monitoring and Analysis" on page 129) provides
additional details on how Progress Accounts are statused each Reporting Period.
To Manually Create a Progress Account:

1) Select Field Management > Data > Progress Account.
3) Click in the Progress Account ID box and enter a Progress Account ID, which is a unique alphanumeric code. Note that if Group
Masking is applied to the Progress Account, then the Progress Account ID entered should have matching Group Codes as intended.
Note that a Description is entered automatically and is also highlighted. It is either a generic description indicating when the
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record was created and by which PRISM User or it is a description based on Masked Groups.
4) If you wish to change the Description, click in the Description box and enter a new Description for the Progress Account.
5) Click the Control Account ID drop-down and select a Control Account ID, if they have been defined for the project. This is used to link
Progress Accounts to Control Accounts so that Field progress data can be used to calculate progress on Control Accounts. Several
Progress Accounts can be linked to one Control Account.
b. The WBS may have automatically been assigned when the Progress Account was created depending on if WBS Masking (see
7) Click in the Quantity Title box and enter a Quantity Title to further describe the Quantity.
8) Click in the Quantity Unit box and enter the Quantity Unit of Measure.
9) Click the Budget Source drop-down and select one of the three Budget Sources:
a. Progress Items - Progress Account's Baseline Budget quantities and hours are calculated as the sum of the Baseline quantities
and hours for the linked Progress Items.
b. Baseline data - Progress Account's Baseline Budget quantities and hours are calculated as the sum of the Baseline Quantities and
Hours in the Baseline subpane.
c. Manual - Progress Account's Baseline Budget quantities and hours are manually entered in the Progress Account's Baseline
Budget quantities and hours box.
10) In the Progress Account Totals group box, click in the Baseline Budget Quantity and Baseline Budget Hours and enter the Baseline
Budget Quantities and Baseline Budget Hours.
a. This is only necessary if you want to manually enter the Baseline Budget Quantities and Baseline Budget Hours instead of
calculating them from the baseline quantities and hours entered in the Progress Items or Progress Accounts-Baseline subpane.
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User Guide
b. The Baseline Source must be set to Manual.

c. The Allow Manual Entry of the Progress Accounts - Baseline Budget Data option must be enabled in the Field Management
Settings (on page 589) form.
d. Baseline Budget Quantities and Baseline Budget Hours can be populated from Progress Items that are linked to Progress
Accounts. The Calculate Field Management Totals (on page 582) calculation must be run with the Baseline Budget Using
Baseline Progress Item Budget Data option selected.
e. Baseline Budget Quantities and Baseline Budget Hours can be populated from activities entered in the Progress
Accounts-Baseline subpane. The Calculate Field Management Totals calculation must be run with the Baseline Budget Using
Baseline Budget Data option selected.
11) In the Progress Account Totals group box, click in the Approved Budget boxes and enter Approved Budget Quantities and Approved
Budget Hours.
a. This is only necessary if you want to manually enter the Approved Budget Quantities and Approved Budget Hours instead of
calculating them from Change Quantities and Change Hours entered in Field Management Changes (on page 579).
b. The Allow Manual Entry of the Progress Accounts - Approved Budget Data option must be enabled in the Field Management
c. Approved Budget Quantities and Approved Budget Hours can be calculated by adding Field Management Changes to the
Progress Account's Baseline Budget Quantities and Baseline Budget Hours. The Calculate Field Management Totals (on page
582) calculation must be run with the Approved Budget Using Field Management Change Data option selected.
12) In the Progress Account Totals group box, click in the Control Budget boxes and enter Control Budget Quantities and Control Budget
Hours.
a. This is only necessary if you want to manually enter the Control Budget Quantities and Control Budget Hours instead of
calculating them from Change Quantities and Change Hours entered in Field Management Changes.
b. The Allow Manual Entry of the Progress Accounts - Control Budget Data option must be enabled in the Field Management
c. Control Budget Quantities and Control Budget Hours can be calculated by adding Field Management Changes (on page 579) to
the Progress Account's Baseline Budget Quantities and Baseline Budget Hours. The Calculate Field Management Totals (on page
582) calculation must be run with the Control Budget Using Field Management Change Data option selected.
13) In the Progress Account Totals group box, click in the Current EAC and enter the Current Estimate at Complete Quantities and
Hours.
14) Click in the Percent Complete group box, and select a Progress Account Percent Complete method by clicking on the Method
drop-down menu. This is a system-defined algorithm which is used to calculate the Progress Account's percent complete, also
referred to as progress.
a. Set to MAN to manually enter the Percent Complete in the Current Percent Complete box.
b. If the setting is left blank, then the Default Percent Complete Method defined in the Field Management Settings (on page 589)
form is used with progress is calculated.
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15) Click in the Baseline, Approved, Control, and Current Schedule Date boxes and enter the Start and Finish Dates. This method of
manually entering dates is time consuming. Typically, dates are imported into the Cost Management package from an external
schedule. The Early Schedule Dates imported into the Activities data pane can then be copied to the Progress Accounts using the
Copy Schedule Dates (on page 695) utility.
a. The Baseline Dates reflect the Construction project's baseline schedule. The Baseline Dates are used, along with the Budget
Distribution Curve algorithm, to time phase the Baseline Budget Quantities and Hours.
b. The Approved Dates reflect the Construction project's baseline plus approved schedule changes. The Approved Dates are used,
along with the Approved Budget Distribution Curve algorithm, to time phase the Approved Budget Quantities and Hours.
c. The Control Dates reflect the Construction project's baseline plus control schedule changes. The Control Dates are used, along
with the Control Budget Distribution Curve algorithm, to time phase the Control Budget Quantities and Hours.
d. The Current Dates reflect the current working schedule, also referred to as the forecast schedule. The Current Dates are used,
along with the Estimate to Complete Distribution Curve algorithm, to time phase the Estimate to Complete Quantities and
Hours.
16) For each Time Phased Data Distribution Curve, select the Curve ID drop-down and select a Distribution Curve. These are algorithms
for spreading budgets and forecast data in the Progress Accounts-Time Phased Data subpane. Time phased data is not changed by
simply selecting a curve. You must run the Spread Field Time Phased Data calculation.
a. Baseline Budget - Baseline Budget is spread across the Baseline Budget Schedule Dates.
b. Approved Budget - Approved Budget and the Earned Value are spread across the Approved Budget Schedule Dates.
c. Control Budget - Control Budget and the Earned Value are spread across the Control Budget Schedule Dates.
d. Estimate to Complete - ETC is spread across the Estimate to Complete Schedule Dates.
"blank" No calculation, hours are not time phased.

Hours are entered manually. Caution must be taken to ensure the sum of all the time phased hours is equal to the
MANUAL
total hours. This is because Total hours and Time Phased hours are maintained in separate tables.
NONE This algorithm clears all of the time phased hours.
EVEN Spreads hours evenly across time based on the number of work days in each reporting period.
Places the total hours in the Reporting Period associated with the Start Dates. The Estimate to Complete uses the
FIRST Current Start Date, the Approved Budget uses the Approved Start Date, The Control Budget uses the Control Start
Places the total hours in the Reporting Period associated with the Finish Dates. The Estimate to Complete uses the
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User Guide
The distribution is based on the weighted average of the linked Activities. This requires Activities to be imported
ACTIVITY into the Activities data pane and cross-referenced to Engineering Accounts. Weighting is based on the
Cross-referenced Weight assigned to each Activity.
The distribution is based on the weighted average of the linked Progress Items. This requires Progress Items to be
ITEM
linked to Progress Accounts. Weighting is based on the Baseline Budget Hours assigned to each Progress Item.
17) In the Performance group box there are two boxes where you can enter Quantity Estimate To Complete and/or the Hours Estimate
to Complete.
a. Click in the Quantity Estimate To Complete box and enter the Quantity Performance Index Estimate To Complete Quantities
for the Progress Account. This is a manually entered number that can be used as an alternative method for calculating the
Progress Account's Estimate at Completion.
b. Click in the Hours Estimate To Complete box and enter the Hours Performance Index Estimate To Complete Hours for the
Progress Account. This is a manually entered number that can be used as an alternative method for calculating the Progress
Account's Estimate at Completion.
18) In the Performance group box, there are two calculated fields for the Progress Account's Quantity Performance Index (QPI) and
Hours Performance Index (HPI). These are read-only fields.
a. Quantity To Date - this represents the Quantity Performance Index. This is calculated as the Earned Value Quantities / Actual
Quantities. This calculation uses the To Date Quantities from the first Reporting Period to the current Reporting Period.
b. Hours To Date - this represents the Hours Performance Index. This is calculated as Earned Value Hours / Actual Hours. This
calculation uses the To Date Hours from the first Reporting Period to the current Reporting Period.
To Calculate a Progress Account:

1) Select Field Management > Data > Progress Accounts.
2) Locate a Progress Account.
3) Click the Calculate Account Totals icon located in the navigation toolbar to calculate the Account's progress and earned value data.
4) Click the Spread Budgets icon located in the navigation toolbar to time phase the Account's Approved Budget. The spreading starts
from the current Reporting Period.
5) Click the Spread ETC/Earned icon located in the navigation toolbar to time phase the Account's Estimate to Complete Quantities and
Hours and the forecast Earned Value Quantities and Hours. The spreading starts from the period after the current Reporting Period.
Note that these features only affect the Progress Account selected. Using the Calculate Field Management Totals (on page 582)
and the Spread Time Phased Data (on page 585) calculations not only allows you to globally calculate all Progress Accounts, but
it also provides you greater control over these calculations.
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Baseline (Progress Accounts)

A Field Management project can manage progress at the Progress Account level. Progress can be managed when there are not any Progress
Items associated with a Progress Account, providing a higher level of tracking and progressing for the Field quantities and hours.
The Baseline Source must be set to Baseline Data. This allows quantities and hours to be entered for the project at the Progress Account level.
In this case, you would simply enter a list of Field activities and the Baseline Budget Quantities and Hours for each activity in the Progress
Accounts-Baseline subpane. When the Progress Account totals are calculated, the total of the Baseline Budget Quantities and Hours assigned
to the activities are summarized to calculate the Progress Account's Baseline Budget hours.
Note that the Baseline Source must be set to Baseline Data in the Progress Accounts data pane for this subpane to be enabled.
To Assign Baseline Quantities and Hours to Progress Accounts:

2) Locate a Progress Account with the Baseline Source set to Baseline Data.
3) Click the Baseline subpane tab.
5) Click in the Item cell and enter an Item Number or some other identifier for the Item.
6) Click in the Scope cell and enter the Field Activity Description.
7) Click in the Quantity cell and enter the Baseline Budget Quantities.
8) Click in the Hours cell and enter the Baseline Budget Hours.
9) Click in the Post Date cell and enter the Date the data were assigned.
10) Repeat Steps 4 through 8 to add more Baseline Quantities and Hours items.
Time Phased Data (Progress Accounts)

The Progress Accounts-Time Phased Data subpane is used to spread Quantities and Hours across Reporting Periods for each Progress
Account. Budget, Estimate to Complete, and Earned Value Quantities and Hours are spread using Distribution Curve algorithms assigned to
G2
Progress Accounts. In order to spread this data, PRISM requires the project's Reporting Periods to be defined. In addition, the Schedule Start
and Finish dates and the Time Phased Data Distribution Curves for each Progress Account must be assigned. The Quantities and Hours can
then be spread using the Spread Time Phased Data calculation.
Warning: You can manually enter or modify data in the Time Phased Data subpane; however, it is highly recommended that data
is entered through the use of calculations.
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User Guide
In order to enter data manually, the Time Phased Data Distribution Curves would have to be set to MAN, for manual; otherwise the system
will overwrite any manually entered data when the Spread Time Phased Data calculation is run. When manually adding records to this
subpane, you must select one or more Reporting Periods.
Baseline Budget
Approved Budget Warning when entering data in past periods.
Control Budget
Earned Value
Control Earned Value Read-only for past and current periods.
Actuals/ETC
Approved Budget Changes
Control Budget Changes Read-only for all periods.
EAC Variance
The Baseline Budget, Approved Budget, and Control Budget fields can be locked so that no data can be modified if the Allow Manual Entry
options are enabled in the Field Management Settings (on page 589) form.
To Manually Enter or View Time Phased Quantities and Hours:

3) Click the Time Phased Data subpane tab.
4) To manually enter a new Record, click the Add Record icon, select one or more Reporting Periods, and click OK. A record is added
for each Reporting Period selected. Data is automatically entered in the Period and Period Title, which are read-only fields.
5) The Baseline Budget Quantity cell displays the Baseline Budget amount for the Reporting Period.
6) The Approved Budget Quantity cell displays the Approved Budget amount for the Reporting Period.
7) The Control Budget Quantity cell displays the Control Budget amount for the Reporting Period.
8) The Earned Value Quantity cell displays the Earned Value amount for the Reporting Period.
9) The Control Earned Value Quantity cell displays the Control Earned Value amount for the Reporting Period.
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10) The Actual/ETC Quantity cell displays the Actual amount for the Reporting Period, if the period is the current or any previous periods.
This cell displays the ETC amount for future periods.
11) The Approved Budget Changes Quantity cell displays the Quantities added to the Approved Budget in the Reporting Period that the
Quantities were added.
12) The Control Budget Changes Quantity cell displays the Quantities added to the Control Budget in the Reporting Period that the
Quantities were added.
13) The Variance Quantity cell displays the difference between the Previous Period's EAC and the EAC for the Reporting Period. The
Previous Period's EAC is the value that was entered for the Reporting Period prior to Closing the Reporting Period.
14) The Baseline Budget Hour cell displays the Baseline Budget Hours amount for the Reporting Period.
15) The Approved Budget Hour cell displays the Approved Budget Hours amount for the Reporting Period.
16) The Control Budget Hour cell displays the Control Budget Hours amount for the Reporting Period.
17) The Earned Value Hour cell displays the Earned Value Hours amount for the Reporting Period.
18) The Control Earned Value Hour cell displays the Control Earned Value Hours amount for the Reporting Period.
19) The Actual/ETC Hour cell displays the Actual Hours amount for the Reporting Period, if the period is the current or any previous
periods. This cell displays the ETC amount for future periods.
Note that Actuals cannot be modified in past Reporting Periods in this subpane. You will need to use the Import Data from
File feature to change Actuals in import changes to historical Actuals Hours.
20) The Approved Budget Changes Hour cell displays the Hours added to the Approved Budget in the Reporting Period that the Hours
were added.
21) The Control Budget Changes Hour cell displays the Hours added to the Control Budget in the Reporting Period that the Hours were
added.
22) The EAC Variance Hour cell displays the difference between the Previous Period's EAC and the EAC for the Reporting Period. The
Previous Period's EAC is the value that was entered for the Reporting Period prior to Closing the Reporting Period.
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User Guide
Progress Items (Progress Accounts)

The Progress Accounts-Progress Items subpane is used to view Progress Items that are assigned to a Progress Account. You can also add
Progress Items to the Progress Account using this subpane.
There are two conditions to assigning Progress Items to Progress Accounts:
 The Progress Account must have the Budget Source set to Progress Items.
 A Progress Item can only be linked to one Progress Account.
To Cross-reference Progress Items to Progress Accounts:

2) Click on the Progress Items subpane tab.
3) Click the Add Record icon, and select one or more Progress Items.
4) Click OK.
Period Actuals (Progress Accounts)

The Progress Accounts-Period Actuals subpane is used to enter or view a Progress Account’s accounting data for the period, which includes
Actual and Accrual data. This data is entered separately for Quantities and Hours values.
G2
Typically, the Reporting Period data is imported into PRISM using the Import Actual Data feature. However, there are times when you need
to manually enter additional period data. For instance, adding Accruals or making adjustments to the Actuals.
Whether you enter accounting data using the import process or you enter data manually, the data is populated in the Progress
Accounts-Period Actuals subpane.
The Contract/PO, Item and Equipment/Material fields are used for entering specifics about a Contract Pay Item, a Purchase Order Line Item,
other purposes.
The Data Source is used to indicate the source of where Period Actual data is from. If a record indicates REV or HIS, this data was entered
through an import or calculation. These records, therefore, are read-only and cannot be modified in the Progress Accounts-Period Actuals

ID
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ID

source are found in the Progress Accounts-Actuals History subpane.
To Manually Enter or Modify Period Actuals:

3) Click the Period Actuals subpane tab.
6) Click in the Scope cell and enter Scope Information to help describe the Actual record. This could be an employee's name, a
9) If hours are tracked, click in the Hours cell and enter the Actual Hours for the period.
13) Click the Vendor ID cell and enter a Vendor ID.
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User Guide
Actuals History (Progress Accounts)

The Progress Accounts-Actuals History subpane is a read-only view of a Progress Account’s historical accounting data, which includes Actual
and Accrual data. Each record separately indicates Quantity and Hours values for a Reporting Period.
The Contract/PO, Item and Equip/Material ID fields display specifics about a Contract pay item, a Purchase Order line item, or the type of
equipment or material purchased. However, these fields may be utilized for other purposes.
Note that there are a few rare occasions where the Historical Actuals need to be modified. The Change Actual History utility is the best
process for making these changes.
The Data Source is used to indicate the source of where Period Actual data is from. If a record indicates REV or HIS, this data was entered
through an import or calculation. These records, therefore, are read-only and cannot be modified in the Progress Accounts-Period Actuals

ID

To View Actuals History:

3) Click the Actuals History subpane tab.
4) The Contract/PO cell displays the Contract or Purchase Order Number.
5) The Item cell displays the Item ID or Tag Number if the Contract or Purchase Order is associated with a piece of equipment or
6) The Scope cell displays Scope Information that describes the Actual or Incurred record. This could be an employee's name, a
7) The Data Source displays the Source where the data was imported or entered from.
8) The Period cell displays the Reporting Period when the Actuals were entered.
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9) The Period Title cell displays the Reporting Period's Title.

10) The Quantity cell displays the Actual Quantity for the period.
11) The Hours cell displays the Actual Hours for the period.
12) The Post Date cell displays the Date the Actuals were posted.
13) The Employee ID cell displays the Employee's Identification Number.
14) The Equipment/Material ID cell displays an identification of the equipment or materials purchased.
15) Click in the Vendor ID cell and enter a Vendor ID.
16) The Reference Code cell displays the Reference Code entered, which could be some alternative coding such as charge codes from a
Rules of Credit (Progress Accounts)

The Progress Accounts-Rules of Credit subpane displays the set of rules that can be used to progress Quantities Completed for a Progress
Account. These rules are determined by the Rules of Credit ID assigned in the navigation subpane. Typically, the Rules that are copied from
the Rules of Credit ID are left as is.
However, on rare occasions, you may need to modify the Progress Account's Rules of Credit. You can add new Rules and change the Planned
Quantity and Weight of any Rule, if necessary.
Linking Rules of Credit allows the Rules to be copied to the Progress Account enabling the quantities completed to be tracked and progressed.
Once copied, the Rules are ready to be statused as quantities are completed during execution of the Field activity.
A Planned Finish Date can be defined for each Rule. The Planned Finish Dates can be compared to the Actual Finish Dates.
In addition, if the Rule is complete, the Actual Finish Date is entered. The Actual Finish Date is important because it indicates that the Rule has
been completed. If the Percent Complete Method for the Progress Account is set to ROC, the composite weighted percent complete will be
applied to the Progress Account.
To Assign Rules of Credit to a Progress Account:

3) Click on the Rules of Credit subpane tab.
4) Click the Rules of Credit drop-down and select a Rules of Credit to apply to the Progress Account.
5) To add new Rules:
b. Click in the Rule ID cell and enter a Rule ID.
c. Click in the Quantity Unit cell and enter a Quantity Unit.
d. Click in the Planned Quantity cell and enter the Planned Quantity.
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User Guide
e. Click in the Weight cell and enter a Weight that is used in Percent Complete calculations.
To Copy Rules of Credit:

1) Click the Copy Rules of Credit icon on the navigation toolbar.
2) A prompt appears. Click Yes to delete any existing Rules in the subpane before the Rules of Credit is copied, or click No to merge the
Rules of Credit with the existing Rules.
3) The Rule IDs, Description, Planned Duration, and Weight fields are populated.
To Status Rules of Credit:

3) Click the Rules of Credit subpane tab.
4) For each Rule:
a. If the activities associated with the Rule have started, check the Started checkbox. This is optional.
b. Click in the Quantity Completed cell and enter the Quantity that has been completed.
c. Click the Planned Finish Date drop-down and enter a Planned Finish Date for the activity.
d. If the activities associated with the Rule have been completed, click the Actual Finish Date drop-down and enter the Actual
Finish Date.
e. If necessary, click in the Remarks cell and enter any Additional Information regarding the status of the Rule.
Changes (Progress Accounts)

The Progress Accounts-Changes subpane is used to view Changes that affect the Progress Account. Change Quantities and Change Hours
indicate how Quantities and Hours are added or subtracted to the Baseline Budget. The Change Quantities and Change Hours are then used to
calculate the Approved Budget Quantities and Hours for a Progress Account. Changes are typically assigned using the Field Management
Changes data pane, and then assigned Change Quantities and Change Hours using the Progress Accounts-Changes subpane. However, you
could use the Progress Accounts-Changes subpane as an alternative method for assigning Change Hours and Change Quantities to a single
Progress Account as long as the Field Management Change is developed first.
A Change record cannot be deleted in this subpane if the Change Status is set to Approved for the Change. By default, there is a Change Status
named Approved and the Add To Budget option is enabled. Although the name of the Change Status can be modified, it is this Add To Budget
option that does not allow Change records to be deleted.
To Enter Changes:
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3) Click the Change subpane tab.
4) Click the Add Record icon, select a Field Management Change, and click OK. A Change must have been previously created in the Field
Management Change data pane. The Field Management Change Description is also displayed.
5) The Change Status, which is assigned to a Change in the Field Management Change data pane, is displayed.
6) Click the Progress Item ID drop-down and select a Progress Item ID if the Change affects a specific Progress Item. The Progress Item
Description is also displayed.
a. Multiple records of the same Field Management Change ID can be entered. This is useful if you want to indicate Changes
affecting individual Progress Items.
7) Click the Category ID drop-down and select a Category ID.
9) Click in the Quantity cell and enter the Change Quantities.
a. Change Quantities are added to the Baseline Budget Quantities to calculate the Approved Budget Quantities on Progress
Accounts.
b. Change Quantities can be either positive or negative in order to add more quantities or subtract quantities from the Approved
Budget.
10) Click in the Hours cell and enter the Change Hours.
a. Change Hours are added to the Baseline Budget Hours to calculate the Approved Budget Hours on Progress Accounts.
b. Change Hours can be either positive or negative in order to add more hours or subtract hours from the Approved Budget.
Engineering Documents (Progress Accounts)

Often times Field Management is using Engineering Documents to determine the number of quantities and hours needed for a project.
Engineering drawings like as-builts can also be developed during Field activities. If the Construction staff is using the Engineering package to
track these various documents, then the Engineering Documents can be linked to a Progress Account.
To Cross-reference Engineering Documents to Progress Accounts:

2) Click on the Engineering Documents subpane tab.
3) Click the Add Record icon, and select one or more Engineering Documents.
4) Click OK.
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User Guide
Schedule Activity Cross-references (Progress Accounts)

The data associated with Schedule Activities developed in an external application, such as Primavera P6 or Microsoft Project, can be imported
G2
into PRISM 's Cost Management package. This data, which includes the Activity IDs and descriptions, and the baseline, approved, control, and
current dates, can then be used by other packages including the Field Management package.
G2
In order to do this, the PRISM Cost Management package must be enabled on the project. Activities are imported into the Activities data
pane which is found in the Cost Management ribbon tab.
The Progress Accounts-Schedule Activity Cross-references subpane allows you to assign one or more Schedule Activities to a Progress
Account. The Early schedule dates can then be copied into the Progress Accounts data pane in order to populate the following dates:
 Baseline Start and Finish
 Approved Start and Finish
 Control Start and Finish
 Current Start and Finish
Although infrequently used, each cross-referenced Activity can be weighted individually. This weighting is used when progressing Progress
Accounts using the Percent Complete Method called SCH. This method uses the Cross-reference Weight assigned to each Activity and the
Percent Complete assigned to each Activity to calculate a composite percent complete for the Progress Account.
To Cross-reference Activities to Progress Accounts:

5) Check one or more Activities and click OK.
6) For each Activity, click in the Cross-reference Weight cell and enter a Weight value. This is only necessary if the Progress Account's
Percent Complete Method is set to SCH and if there is a need to enter a specific weighting value in order to generate a more accurate
composite percent complete.
Cost Rates (Progress Accounts)

There are four Control Element IDs to assign to Progress Accounts in the Progress Accounts-Cost Rates subpane. These assignments allow
specific quantities and hours data to be tracked on the Account. In addition, by assigning Control Element IDs to Progress Accounts, quantities,
hours, and cost data can be transferred and calculated on linked Control Accounts in the Cost Management package.
The four Control Elements used on the Progress Account include:
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 Quantity Element
 Hour Element
 Cost Element From Quantity
 Cost Element From Hours
Note that only one type of element can be assigned to each Progress Account. Multiple Quantity and Hours elements cannot be
assigned. If multiple elements are required, it is recommended to create additional Progress Accounts.
If these assignments are left blank, then the Control Element IDs defined in the Field Management Settings (on page 589) form are the
elements used for the Progress Account. If an element is assigned in the Cost Rates subpane then the element in the settings form is
overridden.
To track and calculate costs on Progress Accounts a Cost Per Quantity and a Labor Category ID can be assigned.
The Cost Per Quantity is the estimated cost to install or complete each quantity item on the Progress Account. This is calculated as the
Approved Budget Quantities x the Cost Per Quantity.
By assigning a Labor Category (see "Enterprise Categories" on page 275), the cost per hour to work on the Progress Account can be tracked
and calculated. The Labor Category ID assigned to the Progress Account is the estimated average hourly rate. This is calculated as the
Approved Budget Hours x the Labor Category Rate.
Note that cost data is not displayed in the Field Management package. The cost calculations are performed in the Cost
Management package using the Calculate Account Totals (see "Calculate Control Account Totals" on page 394) calculation.
To Assign Control Element IDs:

3) Click in the Cost Rates subpane.
4) Define the Control Element IDs, for the Progress Account by selecting a Quantity Element ID, an Hours Element ID, a Cost Element ID
From Quantity and a Cost Element ID From Hours. Click the Control Element ID drop-down and select a Control Element ID.
a. These assignments link Progress Account data to Control Elements to transfer to Control Accounts in the Cost Management
package.
b. When Progress Accounts are created, the Default Control Element IDs are initially assigned based on the Default Control Element
IDs defined in the Field Management Settings form. You can reassign any Control Element after the Progress Account is created.
c. The Cost Element ID From Quantity and Cost Element ID From Hours must have a Cost Per Quantity and Labor Category ID
assigned, respectively. If these are not defined, Costs for the Progress Account cannot be calculated for the linked Control
Account.
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User Guide
To Define Cost Rates:

3) Click the Cost Rates subpane.
4) Click in the Cost Per Quantity cell and enter the estimated cost rate to install or complete each Quantity. This rate is used to calculate
the Cost for each Quantity on the Progress Account.
a. The Cost Per Quantity data cannot be transferred and calculated on Control Accounts unless a Cost Element ID From Quantity is
assigned.
5) Click the Labor Category ID drop-down and select a Labor Category. This Labor Category is used to calculate the cost of labor rate for
the Progress Account's budgeted hours. The Labor Category is the estimated average hourly rate used to complete the Progress
Account.
a. The Labor Category data cannot be transferred and calculated on Control Accounts unless the Cost Element ID From Hours is
assigned.
b. If a Labor Category ID is not assigned to the Progress Account, the ETC Rate for the Cost Element will be used when the Use Field
Management Data option is selected when Calculating Account Totals in the Cost Management package.
Performance (Progress Accounts)

The Progress Accounts-Performance subpane displays summarized Quantities and Hours data by Progress Account in a read-only format
which includes:
 Budget to Date  Hour Performance Index
 Earned to Date  Baseline Budget
 Actual to Date  Control Budget Changes
 Percent Complete  Control Budget
 Schedule Variance (SV)  Approved Budget Changes
 Schedule Percent (SV%)  Approved Budget
 Hour Variance  EAC
The Performance subpane uses a stoplight methodology to indicate if Hour Variances and Schedule Variances exceed thresholds defined in
the Field Management Settings (on page 589) form. If any data exceeds the Alarm values they are highlighted in Yellow. Data that exceeds
the Warning values are highlighted in Red.
To View Progress Account Performance:

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Progress Items
The Progress Items data pane is used for managing and progressing Field quantities and hours at a lower, more detailed level. Progress Items
could include such things as concrete, bolts, piping, fans, etc. that are part of a work package or an area where the work is being performed.
This is where a Progress Item's quantities and hours are entered, budgeted, and statused. Once a Progress Item has been created, it is
assigned to a Progress Account. This can be done in two ways. The first way is by selecting a Progress Account ID on the Progress Items data
pane. The other way is to use the Progress Accounts-Progress Items subpane to add one or more Progress Items to the Progress Account.
When creating a Progress Item there are a number of items to assign, which include:
 Progress Items Information - used to categorize and status Progress Items.
 Quantities - used for entering planned baseline quantities to complete a Progress Item, approved quantities, control quantities, and
Estimate at Complete quantities to complete the Progress Item.
 Hours - used for entering planned baseline hours to complete the Progress Item, approved budget hours, control budget hours, and
forecasting hours to complete a Progress Item during the execution of the project.
 Percent Complete - used to calculate progress.
 Schedule Dates - used to identify planned, forecast, and actual dates when a Progress Item is started and when it is complete.
To Create a Progress Item:

1) Select Field Management > Data > Progress Items.
3) Click in the Progress Items ID box and enter a Progress Items ID, which is an alphanumeric code.
4) Click in the Description box and enter a Progress Item Description.
b. The WBS may have automatically been assigned when the Progress Items record was created; depending on if WBS Masking
(see "Work Breakdown Structure" on page 611) had been applied.
6) Click the Progress Account drop-down and select a Progress Account ID. This links the Progress Item to the Progress Account so that
the Baseline Budget Quantity and Hours and progress information can be transferred to the Progress Account.
7) Click the Rules of Credit drop-down and select a Rules of Credit ID. This is a user-defined method for tracking progress on Progress
Items.
8) Click in the Quantity Title box and enter a Quantity Title to further describe the Quantity.
9) Click in the Quantity Unit box and enter the Quantity Unit of Measure.
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10) Click in the ETC Rate box and enter an Estimate to Complete Rate. The ETC Rate is the Hours Estimate to Complete / Quantities
Estimate to Complete. When an ETC Rate and Quantities Estimate to Complete are entered, the Hours Estimate to Complete is
11) In the Percent Complete group box, click the Percent Complete Method drop-down and select one of the Progress Items Percent
Complete Methods. This is a system-defined algorithm which is used to calculate a Progress Item's percent complete, or progress.
a. To manually enter a Percent Complete for a Progress Item, click the Method drop-down, select MAN, then click in the Current
box, and enter a Percent Complete.
b. If this setting is left blank, then the Default Percent Complete Method defined in the Field Management Settings form is used
when progress is calculated.
12) In the Quantities group box, click the Baseline Budget box and enter the Quantities Baseline Budget. This is the original quantity that
Field Management plans to use to complete the Progress Item.
a. Manual Entry of data in this box can be enabled or disabled using the Allow Manual Entry of Progress Items-Baseline Budget
Data option found in the Field Management Settings form.
b. Baseline Budget Quantities for Progress Accounts can be calculated from the Baseline Budget Quantities assigned to Progress
Items linked to Progress Accounts. The Calculate Progress Account Totals feature is used to perform this calculation.
13) In the Quantities group box, click the Approved Budget and enter the Quantities Approved Budget. This is the original quantity plus
any approved quantities.
a. Manual Entry of data in this box can be enabled or disabled using the Allow Manual Entry of Progress Items-Approved Budget
b. Rather than entering Approved Quantities manually, they can automatically be calculated from Field Management Changes
assigned to the Progress Account. The Calculate Progress Account Totals feature is used to perform this calculation. This feature
also assigns the Approved Quantities to Progress Accounts.
14) In the Quantities group box, click the Pending Budget and enter the Quantities Pending Budget. This is the original quantity plus any
pending quantity changes.
a. Manual Entry of data in this box can be enabled or disabled using the Allow Manual Entry of Progress Items-Pending Budget
b. Rather than entering Pending Quantities manually, they can automatically be calculated from Field Management Changes
assigned to the Progress Account. The Calculate Progress Account Totals feature is used to perform this calculation.
15) In the Quantities group box, the Earned Value box is a calculated field from the data in the Progress Items data pane. The Earned
Value is the Earned Value Hours from the first Reporting Period to the current Reporting Period. This calculation is applied to To Date
data as: Approved Budget x Current Percent Complete / 100.
16) In the Quantities group box, click the Estimate to Complete box and enter the Estimate to Complete Quantities. This is the amount
of quantities that are remaining to complete the Progress Item.
a. When a project is baselined, the Estimate to Complete quantities should be set equal to the Baseline Budget Quantities.
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b. Estimate to Complete quantities for Progress Accounts can be calculated from the Estimate to Complete quantities assigned to
the Progress Items that are linked to Progress Accounts. The Calculate Progress Account Totals feature is used to perform this
calculation.
17) In the Quantities group box, the Previous ETC box indicates the Estimate to Complete Quantities assigned to the Progress Item in the
previous Reporting Period.
a. Manual entry of data in this box can be enabled or disabled using the Allow Manual Entry of Progress Items-Previous Data option
found in the Field Management Settings.
18) In the Hours group box, click the Baseline Budget box and enter the Baseline Budget Hours. This is the original hours planned to
complete the Progress Item.
a. Manual Entry of data in this box can be enabled or disabled using the Allow Manual Entry of Progress Items-Baseline Budget
b. Baseline Budget Hours for Progress Accounts can be calculated from the Baseline Budget Hours assigned to Progress Items linked
to Progress Accounts. The Calculate Progress Account Totals feature is used to perform this calculation.
19) In the Hours group box, click the Approved Budget and enter the Approved Budget Hours. This is the original hours plus any
approved hours.
a. Manual Entry of data in this box can be enabled or disabled using the Allow Manual Entry of Progress Items-Approved Budget
b. Rather than entering Approved Hours manually, they can automatically be calculated from Field Management Changes assigned
to the Progress Account. The Calculate Progress Account Totals feature is used to perform this calculation. This feature also
assigns the Approved Hours to Progress Accounts.
20) In the Hours group box, click the Pending Budget and enter the Pending Budget Hours. This is the original hours plus any pending
hours changes.
a. Manual Entry of data in this box can be enabled or disabled using the Allow Manual Entry of Progress Items-Pending Budget
b. Rather than entering Pending Hours manually, they can automatically be calculated from Field Management Changes assigned to
the Progress Account. The Calculate Progress Account Totals feature is used to perform this calculation.
21) In the Hours group box, the Earned Value box in a calculated field from the data in the Progress Items data pane. The Earned Value is
the Earned Value Hours from the first Reporting Period to the current Reporting Period. This calculation is applied to To Date data as:
Approved Budget x Current Percent Complete / 100.
22) In the Hours group box, click the Estimate to Complete box and enter the Estimate to Complete Hours. This is the amount of hours
that determines that are remaining to complete the Progress Item.
a. When a project is baselined, the Estimate to Complete hours should be set equal to the Baseline Budget Hours.
b. Estimate to Complete hours for Progress Accounts can be calculated from the Estimate to Complete hours assigned to the
Progress Items that are linked to Progress Accounts. The Calculate Progress Account Totals feature is used to perform this
calculation.
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User Guide
23) In the Hours group box, the Previous ETC box indicates the Estimate to Complete Hours assigned to the Progress Item in the previous
Reporting Period.
a. Manual entry of data in this box can be enabled or disabled using the Allow Manual Entry of Progress Items-Previous Data
option found in the Field Management Settings.
24) In the Schedule Dates group box, click in the Schedule Start and Schedule Finish date boxes and enter the schedule start and
schedule finish dates when work on the Progress Item is scheduled to start and be completed.
a. The Current Dates reflect the current working schedule, also referred to as the forecast schedule. The Current Dates are used,
along with the Estimate to Complete Distribution Curve algorithm, to time phase the Estimate to Complete Hours.
Rules of Credit (Progress Items)

The Progress Items-Rules of Credit subpane displays the set of rules or activities that track the progress of Quantities Completed. These rules
are determined by the Rules of Credit ID assigned in the Progress Items data pane. Typically, the Rules are copied from the Rules of Credit and
are left as is. However, on rare occasions, you may need to modify the Progress Item's Rules of Credit. You can add new Rules and change the
Planned Quantity and Weight of any Rule, if necessary.
Linking Rules of Credit allows the Rules to be copied to the Progress Item enabling the quantities to be tracked and progressed. Once copied,
the Rules are ready to be statused as quantities are completed during execution of the Construction project.
A Planned Finish Date can be defined for each Rule. The Planned Finish Dates can be compared to the Actual Finish Dates.
In addition, if the Rule is complete, the Actual Finish Date is entered. The Actual Finish Date is important because it indicates that the Rule has
been completed. If the Percent Complete Method for the Progress Item is set to ROC, the composite weighted percent complete will be
applied to the Progress Account.
To Add, Schedule, and Status Rules:

2) Locate a Progress Item.
3) Click on the Rules of Credit subpane tab.
4) To add new Rules:
b. Click in the Rule ID cell and enter a Rule ID.
c. Click in the Quantity Unit cell and enter a Quantity Unit.
d. Click in the Planned Quantity cell and enter the Planned Quantity.
e. Click in the Weight cell and enter a Weight that is used in Percent Complete calculations.
f. Click in the Quantity Completed cell and enter the Quantity that has been completed.
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To Copy Rules of Credit:

1) Click the Copy Rules of Credit icon on the navigation toolbar.
a. A prompt appears. Click Yes to delete any existing Rules in the subpane before the Rules of Credit is copied, or click No to merge
the Rules of Credit with the existing Rules.
2) The Rule IDs, Description, Quantity Unit, Planned Quantity, and Weight fields are populated.
To Status Rules of Credit:

2) Locate a Progress Item.
3) Click the Rules of Credit subpane tab.
4) For each Rule:
a. If the activities associated with the Rule have started, check the Started checkbox. This is optional.
b. Click the Planned Finish Date drop-down and enter a Planned Finish Date for the activity.
c. If the activities associated with the Rule have been completed, click the Actual Finish Date drop-down and enter the Actual
Finish Date.
d. If necessary, click in the Remarks cell and enter any Additional Information regarding the status of the Rule.
Field Management Changes

During the course of the Field Management project, it is likely the scope of the project will be modified which includes adding or subtracting
quantities and hours from the baseline budget.
Any change in Quantities and/or Hours to complete a Field activity needs to be accounted for in a formal manner. Keeping track of each
change and how it affects the baseline is vital because it provides the auditable documentation that indicates who requested the change,
when it was requested, and the number of quantities and/or hours added or removed from each Progress Account.
The Field Management Changes data pane is used for making scope modifications to a Field activity. Each Field Management Change is
assigned to a Change Variety in order to classify the change. In addition, the Change Source is added to indicate how the change originated.
When a Field Management Change is first entered, it is assigned a Change Status. The Change Status indicates the current status of the
change. At the beginning of a Change, it might be set to Submitted or any code that indicates the Change was just created. A Field
Management Change has a lifecycle, which is defined by your project or company. As the Field Management Change proceeds and certain
actions are completed, the change can be set to reflect the current status.
The Final Status checkbox is enabled to lock the Field Management Change, disallowing any changes to be made to the Change. This also locks
the Change so it cannot be added to a Progress Account from the Progress Accounts-Changes subpane. You can always uncheck the Final
Status checkbox if alterations are necessary. This just ensures that the finalized Change is not inadvertently modified or added to a Progress
Account.
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User Guide
To Enter Field Management Changes:

1) Select Field Management > Data > Field Management Changes.
3) Click the Field Management Change ID box and enter a Field Management Change ID.
4) Click in the Description box and enter a Field Management Change Description.
5) Click the Change Variety ID drop-down and select a Change Variety to classify the change.
6) Click in the Change Source box and enter a Change Source to indicate where the change originated.
7) Click in the Requester box and enter the Name of the person who requested the change.
8) Click in the Request Date box and enter the Date the change was requested.
9) Click the Status ID drop-down and select a Change Status that reflects the current status of the change.
10) Click in the Status Date box and enter the Date the change status was set.
11) Once the Status of the Field Management Change is considered finalized, meaning it is not planned to be changed, check the Final
Status checkbox.
a. Enabling this option locks the Field Management Change so that no changes can be made to the change, either in the Field
Management Change data pane, its subpanes, or in the Progress Accounts-Changes subpane.
12) The Total Change Hours box indicates the total Change Hours summarized from the details entered in the Field Management
Changes-Progress Account Data subpane.
13) Click in the Schedule Impact box and enter a Narrative that describes the impact the Change will have to the project's schedule.
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Progress Account Changes (Field Management Changes)

A Change affects one or more Progress Accounts by applying Change Quantities and/or Change Hours. These Quantities and Hours are added
or subtracted to the Baseline Budget Quantities and Hours in order to calculate the Approved Budget Quantities and Hours or the Estimate at
Completion Quantities and Hours. The Change Status determines if a Change affects the Approved Budget or Estimate at Completion.
Baseline Budget Quantities/Hours + Change Quantities/Hours = Approved/Control Budget Quantities/Hours
Baseline Budget Quantities/Hours + Change Quantities/Hours = Estimate at Completion Quantities/Hours
Progress Items that are to be affected by the Change can be linked to a Field Management Change record. You can add several Change
Quantities and Hours records which can be assigned to the same Progress Account, to enter Change Quantities and Hours for each Progress
Item. The Change Quantities and Hours will add to the Progress Item's Baseline to calculate the Approved Quantities and Hours and the
Pending Quantities Hours.
To Enter Field Management Change Quantities and Hours:

2) Locate a Field Management Change.
3) Click the Progress Account Data subpane tab.
4) Click the Add Record icon, select one or more Progress Accounts and click OK.
5) For each Progress Account:
a. If the Change is associated with a Progress Item, click the Progress Items ID drop-down and select a Progress Item. Identifying a
Change to a Progress Item is for information only. The Change Hours are not added to individual items in the Progress Items data
pane.
b. Click the Category ID drop-down and select a Category ID.
c. Click in the Scope cell and enter the Scope or description of the Engineering Change associated with the Engineering Account
and/or Engineering Document.
d. Click in the Quantity cell and enter the Change Quantities to add or subtract from the Progress Account's Approved/Control
Budget and/or Estimate at Completion. How these are affected by the change is dependent on the Change Status assigned to the
Field Management Change.
e. Click in the Hours cell and enter the Change Hours to add or subtract from the Progress Account's Approved/Control Budget
and/or Estimate at Completion. How these are affected by the change is dependent on the Change Status assigned to the Field
Management Change.
f. Click in the Post Date cell and enter the Date that the change record was posted. This date is for information only. It does not
affect when the Change Hours are applied to the Progress Account's Time Phased Hours.
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User Guide
Change Documents (Field Management Changes)

Field Management Change records have limited information to describe each Change. However, external Change Documents can be linked to
the changes to provide additional details.

2) Locate a Field Management Change ID.
3) Click the Change Documents subpane tab.
7) Click the Document Type ID drop-down and select a Document Type to categorize the Document.
10) Click in the Provider cell and enter or modify the name of the person or organization that provided or originated the document.
13) Click the Document File browse icon, select the document's File Location and File Name, and click Open.
Calculations (Field Management)

The Calculations ribbon group in the Field Management tab is where commands that allow you to calculate progress, baseline and approved
budgets, and estimate to complete quantities and hours on Progress Accounts. In addition, there are commands used to time phase Progress
Account data and to close Field Management Reporting Periods.
Calculate Field Management Totals

The Calculate Field Management Totals feature is used to globally calculate the totals data on Progress Accounts after the data have been
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entered or modified in various tables in PRISM . This calculation is generally run each Reporting Period after data is entered or modified and
prior to using the Spread Time Phased Data (on page 585) calculation.
The Calculate Field Management Totals calculation has an option to calculate the Baseline Budget. How the Baseline Budget is calculated for
each Progress Account and is dependent on how each Account's Baseline Source option is set, as described in the table below:
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Baseline Source Baseline Budget Hours Calculation
Progress Items Summarized quantities and hours from Progress Items that are linked to the Progress Account
Baseline Data Summarized hours from items assigned in the Progress Accounts-Baseline subpane
Manual No calculation; uses hours manually entered in the Engineering Account
At the beginning of a project the Baseline Budget Hours, Approved Budget Hours, Control Budget Hours, and the Estimate at Completion
Hours should be equal. The Calculate Field Management Totals calculation has the Approved Budget Using Change Data option to calculate
the Approved Budget as well as a Control Budget Using Change Data option to calculate the Control Budget. The calculation is performed by
adding the Baseline Budget Hours and the Change Hours. Since there are no Change Hours at the beginning of the project, the Baseline Budget
Hours, the Approved Budget Hours, and the Control Budget Hours are calculated to be equal.
There are three options to calculate the Estimate at Completion. One of these options, EAC Using Field Management Change Data is similar to
the Approved Budget calculation in that it adds the Change Hours to the Baseline Budget Hours to calculate the Estimate at Completion Hours.
This should be used when baselining the project to ensure the Estimate at Completion Hours are equal to the Baseline Budget Hours.
There is also an option to calculate Actual Totals. This calculation uses a Progress Account's actual quantities and hours in the Period Actuals
subpane to calculate progress on a Progress Account by adding the summation of the Progress Account's Period Actuals + Previous Actual to
Date.
The third option to calculate the Estimate At Completion is EAC Using Actual To Date And ETC With PI, which uses the Actual To Data with
Quantity and/or Hours Performance Index Estimate to Complete data to calculate progress on a Progress Account. This calculation is defined
as EAC = Actual To Date + ((Approved Budget - Earned To Date) / PI).
It is possible to create a list of Progress Items and directly assign a Progress Account ID to each Progress Item without having created the
Progress Accounts first. The Calculate Progress Account Totals calculation includes an option to Create Missing Progress Accounts. If selected,
all the Progress Accounts would be created when this calculation is run. However, you will still have to fill in details such as the Progress
Account Description.
The Progress and Time Phased Data option is enabled by default. You can choose to not calculate this data, however, calculating the data
does not have any adverse affects. This option calculates the Percent Complete for Progress Items and Progress Accounts based on the Field
Management Percent Complete Methods assigned to each record. It also calculates the Earned Value for the current Reporting Period in
Progress Accounts.
The Estimate at Completion Using Progress Items ETC Data option calculates the Progress Accounts Estimate to Complete for Progress
Accounts that have the Baseline Source set to Progress Items. The Estimate to Complete data entered on Progress Items that are linked to a
Progress Account are summarized and added to the Progress Account's Actual to Date Hours.
Note that there are three options for calculating the Estimate at Completion. You will need to decide which method is appropriate
for your project.
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User Guide
To Calculate Progress Account Totals:

1) Select Field Management > Calculations > Calculate Field Management Totals.
2) Check the Actual To Date Using Document Actual To Date checkbox in order to calculate the Engineering Document Actual Hours.
This is done by adding the summation of the linked Engineering Documents' Period Actual Hours to the Previous Actual to Date hours.
3) By default, the Progress and Time Phased Data check box is enabled. Data in the Progress Accounts data pane, Progress Items data
pane, and the Progress Accounts-Time Phased Data subpane are modified.
a. Progress Item's Percent Complete for the Reporting Period is calculated based on the Percent Complete Method assigned to the
Progress Account.
b. Progress Account's Percent Complete for the Reporting Period is calculated based on the Percent Complete Method assigned to
the Progress Account.
c. Earned value for the Reporting Period is calculated. This is found in the Progress Accounts-Time Phased Data subpane and is
calculated as (Percent Complete x Budget at Completion) - Summation of the Previous Reporting Period Earned Value.
d. Performance data found on the Progress Accounts data pane, such as SV% (Schedule Variance Percent), HV% (Hours Variance
Percent), SPI (Schedule Performance Index), and HPI (Hours Performance Index) are also calculated.
4) If there are Progress Account IDs assigned to Progress Items without a corresponding Progress Account already created, then check
the Create Missing Progress Account checkbox. This will cause the Progress Accounts to be created. Additional information will have
to be added, as necessary, to the Progress Accounts.
a. This only works if a Filter has not been applied to the calculation.
5) Click in the Data Date box and enter a Date. This is only necessary if you want the Data Date displayed in Field Management Reports
to be something other than the default header, which is the Title of the current Reporting Period.
6) Click the Baseline Budget drop-down, and select the following options:
a. Use Progress Items Budget Data checkbox in order to calculate the Baseline Budget Hours for Progress Accounts that have the
Baseline Source assigned as Progress Items.
b. Use Baseline Budget Data checkbox in order to calculate the Baseline Budget Hours for Progress Accounts that have the Baseline
Source assigned as Account Baseline Budget Data.
7) Click the Approved Budget drop-down, and select the Use Field Management Change Data checkbox in order to calculate the
Approved Budget Hours for Progress Accounts by adding the Field Management Change Data to the Baseline Budget. This option also
applies the Approved Budgets to Progress Items if the Engineering Change specifies any Progress Items.
a. The Change Status assigned to the Field Management Change will have to be defined to add the Change Quantities and Hours to
b. Pending Hours are also applied to Progress Items if the Change Status (on page 273) assigned to the Field Management Change
is defined to apply the Change Quantities and Hours to Pending.
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8) Click the Control Budget drop-down, and select Use Field Management Change Data checkbox in order to calculate the Baseline
Budget Data for Progress Accounts by adding the Field Management Change Hours to the Baseline Budget Data. This option also
applies the Control Budgets to Progress Items if the Field Management Change specifies any Progress Items.
a. The Change Status assigned to the Field Management Change will have to be defined to add the Change Quantities and Hours to
b. Pending Hours are also applied to Progress Items in the Change Status assigned to the Field Management Change is defined to
apply the Change Quantities and Hours to Pending.
9) Click the Estimate At Completion drop-down, and select one of the following:
a. Use Actual To Date And Progress Items Data checkbox in order to calculate the Estimate at Completion Quantities and Hours for
Progress Accounts by adding the summation of the linked Progress Items' Estimate to Complete Data to the Progress Account's
Actuals to Date Hours.
b. Use Actual To Date And ETC With PI checkbox in order to calculate the Account's Estimate at Completion Quantities and Hours
using the Quantities and Hours Performance Index Estimate to Complete. This Estimate at Completion is calculated as Actual To
Date + ((Approved Budget - Earned To Date) / QPI) or Actual To Date + ((Approved Budget - Earned To Date) / HPI).
c. Use Field Management Change Data checkbox in order to calculate the Estimate at Completion Hours for Progress Accounts by
adding the Field Management Change Data to the Baseline Budget Data.
d. The Change Status assigned to the Field Management Change will have to be defined to add the Change Data to the Progress
Account.
 Pending Hours are also applied to Progress Items if the Change Status (on page 273) assigned to the Field Management
Change is defined to apply the Change Quantities and Hours to Pending.
10) Check the Baseline Dates Using Progress Items Schedule Dates checkbox in order to calculate the Progress Account's Baseline Start
and Finish Dates. This calculation uses the Progress Items' Documents' Schedule Start Date and the latest Schedule Finish Date.
11) Check the Approved Dates Using Progress Items Schedule Dates checkbox in order to calculate the Progress Account's Approved
Start and Finish Dates. This calculation uses the Progress Items' earliest Schedule Start Date and the latest Schedule Finish Date.
12) Check the Control Dates Using Progress Items Schedule Dates checkbox in order to calculate the Progress Account's Control Start
and Finish Dates. This calculation uses the Progress Items' earliest Schedule Start Date and the latest Schedule Finish Date.
13) Check the Current Dates Using Progress Items Forecast Dates checkbox in order to calculate the Progress Account's Current Start and
Finish Dates. This calculation uses the Progress Items' Forecast Start Date and the Forecast Finish Date.
15) Click OK.
Spread Time Phased Data

Once you have created the Reporting Periods and assigned the quantities and hours start and finish dates, and distribution curves to each
Progress Account, you can now spread the total hours across time. This is called Time Phasing and it is achieved globally using the Spread
Time Phased Data calculation.
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User Guide
How data is Spread depends on the type of data (Budget, Earned, or Actual/ETC) and the starting period assigned that determines when the
spread of data begins. The following examples indicate how the Spread calculation works. It is based on a five-period schedule with a Baseline
Budget of 1000. For ease of understanding, it is assumed that each period has an equal number of work days and the distribution curve is set
to Even. Both the Baseline Budget and the Estimate to Complete are spread starting at Period 1.
1 200 200
2 200 200
3 200 200
4 200 200
5 200 200
This next example indicates that the Baseline Budget is spread starting at Period 1 and the Estimate to Complete is spread starting at Period 2
(the period after the Current Reporting Period).
1 200
2 200 250
3 200 250
4 200 250
5 200 250
If the Actual value for Period 1 is 100, then the Estimate to Complete is calculated as shown in the example below.
1 200 100
2 200 225
3 200 225
4 200 225
5 200 225
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You can choose to spread the Baseline Budget, Approved Budget, Control Budget, Earned Value, or the Actual/ETC hours independently or all
at the same time.
The Budgets always default to the current Reporting Period, but you can set it to any period. The Earned Value and Actual/ETC always default
to the period after the current Reporting Period. You can change it to any period starting from the current Reporting Period forward. When
baselining the project, these should all be set to Period 1.
Note that during project execution, if the Earned Value and the Actual/ETC are set to the current Reporting Period, then the
calculated Earned Value and the Period Actuals are overwritten. The only reason to do this is if you do not have final period
actuals and performance and you want to simulate Earned Value and Actual values for the current Reporting Period.
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The Put Unspreadable Data In Start Period option is used to place hours into the start period if, for some reason, PRISM cannot spread
them appropriately. Unspreadable data can be caused by several situations:
 The project is extended past the end of the last defined Reporting Period.
 A change is approved several periods after the start date for the Activities tied to the change.
If any of these situations occur and this option is not selected then the total of the Time Phased Hours may not equal the Engineering Account
Total Hours.
The Put Negative Data In Start Period option is used to place negative Hours into the start period. For instance, if the total Estimate at
Completion Hours is 500 and the total of Actual Hours is 600 through last period, the Actual/ETC Hours for the current Period is calculated to
be -100.
The Approved and Control Budget Quantities and Hours can be spread on a Progress Account using the Spread Budgets icon. This is useful
when you are making changes to a single Progress Account.
Note that this calculation does not affect the Baseline Budget. It is only used to spread the Approved Budget.
The Estimate to Complete and the Earned Value Quantities and Hours can also be spread using the Spread ETC/Earned icon.
To Globally Time Phase Data:

1) Select Field Management > Calculations > Spread Time Phased Data.
Note that this menu item is not enabled unless Reporting Periods are established.
2) For each type of data check the Spread Data checkbox and then click the Start Period pick list and select a Start Period, which is the
beginning period from which the hours are spread.
a. Baseline Budget
b. Approved Budget
c. Control Budget
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User Guide
d. Earned Value
e. Actual/ETC
3) Check the Put Unspreadable Data in Start Period checkbox, if necessary.
4) Check the Put Negative Data in Start Period checkbox, if necessary.
5) Check the Replace Existing Curves checkbox, if necessary.
6) Click the Default Curve ID drop-down and select a Curve ID.
8) Click OK.
Close Field Management Period

At the end of a Reporting Period and just prior to updating status, progress, and actuals for the next Reporting Period, you must Close Out the
current Reporting Period. You will need Exclusive Use and Run Process permissions, of the project in order to run this calculation.
The Close Field Management Period feature performs several operations.
 In the Progress Accounts data pane:
 The Period Actual Quantities and Hours are removed.
 Estimate to Complete Quantities and Hours are copied to the Previous EAC Quantities and Hours.
 Estimate at Completion Quantities and Hours are copied to the Previous ETC Quantities and Hours.
 In the Progress Items data pane:
 Estimate to Complete Quantities and Hours are copied to the Previous ETC Quantities and Hours.
There are three packages where Reporting Periods can be closed, the Cost Management package, the Engineering package, and the Field
Management package. Closing the current Reporting Period in one package does not close out the current Reporting Period in the other
package.
Warning: If any Control Accounts in the Cost Management package are utilizing the CPA Percent Complete Method, then, in order
to calculate progress in the Cost Management package, the Reporting Periods in each package must be set to the same period.
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You should always Archive the PRISM database prior to closing out the Reporting Period.
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process and calculations, a User can choose if and when the data is calculated and if the data is verified during Period closeout.
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To Close Out the Reporting Period:

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1) Archive the PRISM Database.
2) Select Field Management > Calculations > Close Field Management Period. Notice the Reporting Period being closed out is displayed.
b. Verify Data
4) Click OK and Yes to the prompts. Notice the Reporting Period has been incremented to the next period.
Tools (Field Management)

The Tools ribbon group in the Field Management tab is where options and settings are defined that affect data, forms, and processes
associated with the Field Management package.
Field Management Settings

The Field Management Settings form establishes the settings and options specific to the Field Management package. These settings are
usually defined at the beginning of the project and affect the following functions.
 Progress Accounts and Progress Items percent complete method
 Actuals settings
 Document folders
 Auto-generated Change IDs
 Manual entry of data
 Performance thresholds
In order to access the Field Management Settings form, at a minimum, you must have Run Process permissions.
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User Guide
To Define Field Management Settings:

1) Select Field Management > Tools > Settings.
2) Click one of the Actuals History radio buttons:
a. Detail - All of the quantity and hours Actuals data by the Progress Account that are entered in the Progress Accounts-Period
Actuals subpane are copied into the Progress Account-Actuals History subpane when the Reporting Period is closed. This is the
default setting and ensures that all the detailed Actuals information is maintained in history.
b. None - No quantity and hours Actuals data in the Progress Accounts-Period Actuals subpane is copied into the Progress
Account-Actuals History subpane when the Reporting Period is closed. Use this option if the accounting system already stores
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the actual information and you need to limit the data stored in the PRISM database.
3) Click the Default Progress Accounts Percent Complete Method drop-down and select one of the Progress Account Percent Complete
Methods. The Percent Complete Method applies an algorithm to calculate a Progress Account's percent complete. When new
Progress Accounts are added, the Percent Complete Method for each Progress Account is automatically set to the Default code.
a. After creating the Progress Account, the Percent Complete Method can be reset to use any other method.
b. If a Progress Account does not have a Percent Complete Method assigned, then this default code is used when progress is
calculated.
4) Click the Default Progress Items Percent Complete Method drop-down and select one of the Progress Items Percent Complete
Methods. The Percent Complete Method applies an algorithm to calculate a Progress Item's percent complete. When new Progress
Items are added, the Percent Complete Method for each Progress Item is automatically set to the Default code.
a. After creating the Progress Item, the Percent Complete Method can be reset to use any other method.
b. If a Progress Item does not have a Percent Complete Method assigned, then this default code is used when progress is
calculated.
5) Click the Change Documents Folder browse icon and select a Default Folder Location where Change documents are normally saved
for the project. This affects the Field Management Changes-Change Documents subpane. When a document is to be linked to a
change, the first folder location opened in the Select Folder form is the Default Folder Location defined in this form.
6) Click the Auto-generated Change IDs drop-down to define a method for how Change IDs will be labeled when they are created. The
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7) For any of the following data types, click the Allow Manual Entry drop-down and select one of the following options for Baseline
Budget Data, Approved Budget Data, and Control Budget data. This also enables the manual entry of Schedule Dates and Distribution
Curves.
a. None – this setting does not allow manual Budget Data, Schedule Dates, and Baseline Budget Distribution Curves to be directly
entered to Progress Accounts. This means Budget data can only be entered using the Field Management Changes data pane.
Schedule Dates can only be entered by updating dates in the Schedule Interface tab and using the Spread Time Phased Data
calculation to transfer the dates to Progress Accounts. This approach ensures that an audit trail of budget changes relative to the
baseline estimate is maintained. Note that this is the default setting.
b. Future Time Phased Data – this setting allows Budget Data to be manually entered in the Progress Accounts-Time Phased Data
subpane. The Baseline Quantities and Hours columns are enabled for Reporting Periods that are equal to or greater than the
Current Period.
c. Totals And Future Time Phased – this setting allows Budget Data to be manually entered in the Progress Accounts Totals group
box and the Progress Accounts-Time Phased Data subpane. Budget Hours can be entered for all Reporting Periods that are equal
to or greater than the Current Period.
d. All Time Phased – this setting allows Budget Data to be manually entered for all of the project’s Reporting Periods in the
Progress Accounts-Time Phased Data subpane.
e. Totals And All Time Phased – this setting allows Budget Data to be manually entered in the Progress Accounts Totals group box
and the Progress Accounts-Time Phased Data subpane. Budget Data can be manually entered for all of the Field Management
project's Reporting Periods.
Note that the Baseline Source drop-down in the Progress Accounts data pane must also be set to Manual to manually enter
data to a Progress Account. Note that Baseline Schedule Dates and Baseline Budget Distribution Curves can be manually entered
in the Progress Accounts data pane for all of the settings listed above with the exception of None. This option should be
disabled if you do not want to inadvertently modify the Baseline Budget data.
8) Check the Progress Accounts - Allow Manual Entry of Previous Data checkbox if you need to overwrite the system calculated values
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found on the Progress Accounts data pane; Previous EAC, and Previous Percent Complete. PRISM will always calculate these fields
when the Reporting Period is closed. If this checkbox is disabled then the fields are read-only.
9) Define the Default Control Element IDs for Progress Accounts by selecting a Quantity Element ID, an Hours Element ID, and a Cost
Element ID From Quantity, and a Cost Element ID From Hours. Click the Control Element ID drop-down and select a Control Element
ID.
a. When Progress Accounts are created, the Default Control Element IDs are initially assigned to each Progress Account based on
these selections.
b. You can re-assign any Control Element to the Progress Account in the Progress Accounts-Cost Rates subpane.
10) Check the Progress Items - Allow Manual Entry of Baseline Budget Data checkbox to enter the Baseline Budget Quantities and Hours,
and Baseline Schedule Dates directly to Progress Items.
a. This option should be disabled if you do not want to inadvertently modify the Baseline Budget data.
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11) Check the Progress Items - Allow Manual Entry of Approved Budget Data checkbox to enter the Approved Budget Quantities and
Hours.
a. This option should be disabled if you do not want to inadvertently modify the Approved Budget data. The Field Management
Changes are then used to affect the Approved Budget. This approach ensures that an audit trail of approved changes relative to
the baseline estimate is maintained.
12) Check the Progress Items - Allow Manual Entry of Control Budget Data checkbox to enter the Control Budget Quantities and Hours.
a. This option should be disabled if you do not want to inadvertently modify the Control Budget data. The Field Management
Changes are then used to affect the Control Budget. This approach ensures that an audit trail of approved changes relative to the
baseline estimate is maintained.
13) Check the Progress Items - Allow Manual Entry of Previous Data checkbox if you need to overwrite the system calculated values
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found on the Progress Items data pane; Previous EAC, and Previous Percent Complete. PRISM will always calculate these fields
when the Reporting Period is closed. If this checkbox is disabled then the fields are read-only.
14) Click in each of the Performance Thresholds boxes and enter the Variance Percent and the Performance Index values for both Hours
and Schedule.
a. These are used to generate a Stop Light effect in the Engineering Accounts-Performance subpane. This affect highlights
performance data that exceeds these thresholds. The Warning value is used as a first indication of a performance problem and
variances exceeding the defined thresholds are highlighted in Yellow in the Performance subpane. The Alarm value is a higher,
more stringent value and variances that exceed these values are highlighted in Red.
b. By default, the Schedule and Hour Performance Index are set to 1.00 for Warning and 0.80 for Alarm. The Schedule and Hours
c. Click OK to save the changes or click Cancel to cancel any changes.
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Define
The Define tab is where definitions and standards for the project are defined. This includes Common commands that are used in every
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PRISM package, as well as define commands that are specific to each package.
Enterprise definitions, developed in the Enterprise tab, allow you to create enterprise-wide standards and definitions. When necessary,
enterprise definitions can be supplemented or abandoned altogether, by using project-specific definitions.
Shared (Define)
The Shared ribbon group on the Define tab is where commands are found to define standards and definitions for a project. These definitions
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are available for use no matter which PRISM package is enabled.
Reporting Periods
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All project activities are periodically tracked, monitored, and measured in PRISM from the start of the project to its completion.
Performance measurement typically occurs at least once a month and on some projects weekly. Each project must be assigned Reporting
Periods, which are generally based on the company's financial calendar.
The Reporting Periods should range from the project's start date to a number of months past the project's planned completion date. Although
you can expand the number of Reporting Periods at a later date, it makes sense to define a finish date with plenty of contingency.
Enterprise Periods (on page 264) are established in order to generate enterprise reports. This requires that each Reporting Period is
cross-referenced to an Enterprise Period, which could be developed very different from the project's Reporting Periods.
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The easiest way to create Reporting Periods is to let PRISM calculate them. The Enterprise Periods are also assigned to the Reporting
Periods.
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In order to create Reporting Periods, PRISM requires some specific information in order to perform the calculation:
 Base Date - the first day of the first reporting period.
 Periods - the number of periods in the project.
 Duration - the length of each period:
 1 week, 2 weeks, 4 weeks, 4-4-5 weeks
 1 month, 2 months, 3 months
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 Calendar - used for calculating Full-time Equivalent (FTE) Hours for project reports.
 Hours per Day - the average number of hours worked each work day; the default is 8 hours.
 Non Work Days - the days of the week that are always non work days; the default is Saturday and Sunday.
 Non Work Dates - specific dates each month, other than the standard Non Work Days, that are Non Work Dates.
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Once the calculation is performed, the Reporting Periods are created along with the following information for each period:
 Start Date - first start date is the Base Date, subsequent start dates are the day after each period's finish date.
 Finish Date - finish dates are calculated based on the selected Duration.
 Period Title - as an example, Jan '11.
 Enterprise Period - cross referenced to each Reporting Period.
This cross-referencing allows time phased data from several projects to be displayed in Enterprise Reports using a common time
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phasing structure based on Enterprise Periods. PRISM assigns an Enterprise Period to a Reporting Period by determining the
Enterprise Period that contains the largest number of days in the Reporting Period. Depending on the duration used for Reporting
Periods, it is possible that one Enterprise Period could be cross-referenced to multiple Reporting Periods. As an example, if the
Enterprise Periods are defined as monthly periods and a project's Reporting Periods are defined as weekly, then you would see four or
five Reporting Periods being cross-referenced to one Enterprise Period.
 FTE Hours - full-time equivalent hours for each period equals the period's Work Days multiplied by the Hours per Day.
FTEs or Full-time Equivalents is a term used to describe an equivalent number of full-time people working on projects. FTEs are only
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calculated in certain reports and graphs in PRISM by dividing hours in an Enterprise Period by the Enterprise Period's FTE hours. For
instance, if the planned hours were 2000 and the actual hours were 2400 for the period and the Reporting Period FTE hours are 200,
meaning one full-time person would work 200 hours in that period then the following calculations would be made to determine the
FTEs.
 Planned FTEs = 2000 hours / 200 FTE hours = 10.0 FTEs
 Actual FTEs = 2400 hours / 200 FTE hours = 12.0 FTEs
Some companies determine FTE hours based on 2080 hours per year which is based on 8 hours per day, 5 day per week, 52 weeks per
year. Other companies take into account holidays and remove holiday hours from each period. Still other companies take into
account an average number of vacation days and sick days taken by employees and reduce FTE hours in each period. The reduction of
FTE hours in months like December, where people tend to take extended vacation days, may be reduced more than other periods
where vacation time is seldom used.
Once FTE Hours are calculated they can be manually modified for any Enterprise Period to account for conditions that were unknown
when the Enterprise Periods were first calculated. However, these manually entered FTE Hours are overwritten if the Enterprise
Periods are recalculated.
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To Calculate Reporting Periods:

1) Select Define > Shared > Reporting Periods.
2) Click the Base Date drop-down and select the Date of the first day for the first reporting period.
3) Click in the Number of Periods box and enter the Number of Reporting Periods.
4) Click the Duration drop-down and select one of the pre-defined Duration algorithms.
5) Click the Calendar icon.
a. Click in the Hours per Day box and enter the average Hours per Work Day.
b. Check each Non Work Days checkbox for each day of the week that are standard non work days. These days are grayed out in
the Non Work Dates calendar.
c. For any other days that are non work days, double-click a Date in the Non Work Dates calendar. These days are grayed out
indicating it is a Non Work Day. Double-click any Non Work Day to revert it back to a Work Day.
d. Click OK.
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Chapter 18 Define
6) Click the Calculate Periods icon. The Start Dates, Finish Dates, Period Titles, Enterprise Periods, and calendar-specific FTE Hours are
automatically generated for the Number of Periods defined. You can change the Period Titles or the FTE Hours, if necessary.
Note that if a Base Calendar is not defined, then FTE Hours are calculated using 8 hours per day, five days per week, with
Saturday and Sunday being non work days.
After Reporting Periods are defined, you can lock a range of Periods so that they are not inadvertently recalculated. For instance, if you
wanted to add more periods but you planned on using a different Duration Type, by locking the previously defined Reporting Periods, these
periods will not be affected by the new calculation.
Note that as Reporting Periods are closed, the previous Reporting Periods are automatically locked and cannot be unlocked.
To Lock Reporting Periods:

1) Select Define> Shared> Reporting Periods.
2) Check the Locked checkbox for each Reporting Period. Note that this should be a continuous range starting at the first Reporting
Period.
3) To unlock a Reporting Period, uncheck the Locked checkbox.
a. A previously closed out Reporting Period cannot be unlocked.
b. Do NOT unlock a Reporting Period within the range of locked Reporting Periods.
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Sometimes a project's Reporting Periods do not coincide with any of PRISM 's pre-defined duration calculations. For instance, the United
States Federal Government has a unique fiscal calendar that does not have consistent lengths of duration for each period. In these cases, you
will have to manually adjust Reporting Periods. To do this you will have to set the Duration to None.
To Manually Adjust Reporting Periods:

1) Follow the To Calculate Reporting Periods steps.
2) Click the Duration drop-down and select None. If this is not set, when you close and re-open Reporting Periods they may be
recalculated with unexpected results.
3) Click in the Finish Date cell for each period that needs adjusting and enter the Date of the last day of the Reporting Period.
a. Notice that the Start Date for the next period is automatically calculated as the next day.
b. The Finish Date entered on a Reporting Period cannot be at later then the next period's Finish Date.
4) Click the Evaluate Enterprise Periods icon in the navigation toolbar to update the Enterprise Periods based off the newly adjusted
Reporting Period dates.
You may find that you need to add additional Reporting Periods sometime after the Reporting Periods were originally created. It is easy to add
more Reporting Periods but you must be sure to lock the Reporting Periods so that previously defined periods are not affected when the
Reporting Periods calculation is run.
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This process will also allow you to assign two or more sets of durations when generating Reporting Periods. For instance, a project may be
planned for monthly progressing for the first six months and then weekly progressing for the remainder of the project. Or, sometimes a
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long-term project is entered into PRISM after it has been running for a while but instead of creating a period for each historical month they
might be combined into one historical period or possibly a period for each historical year. The remaining periods (future periods) would then
be setup to months. When adding additional Reporting Periods, you can assign a different duration than what was used for calculating the
previous periods.
To Add Additional Reporting Periods:

2) Check the Locked checkbox each Reporting Period that you do not want recalculated.
4) Click in the Number of Periods box and increase the Number of Reporting Periods to accommodate the new project end date.
5) Click the Calculate Periods icon. Notice the additional Reporting Periods are created without modifying the existing Reporting
Periods.
6) Set the Duration to None to manually adjust finish dates of the new Reporting Periods, if necessary.
7) Click the Evaluate Enterprise Periods icon to update any incorrect Enterprise Periods, if necessary.
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When generating time phased reports or graphs, PRISM creates a column of data for each Reporting Period. Time phased reports and graphs
typically accommodate 12 periods of data on letter-sized output, anymore than that and the data gets to be crowded. In the case of reports, a
second page is automatically created to accommodate additional periods beyond 12. In addition, long duration projects may be too
compressed when looking at the entire duration of the project in a graph.
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PRISM allows you to combine reporting periods so you can easily see your entire project on one page. For instance, if the project's reporting
periods are defined by weeks, you can combine weeks into months. Monthly periods can be combined into quarters, half years, full years, or
even bienniums. For example, you might define the first quarter of 2010 by entering 1Q 10 in the March 2010 cell. If January 2010 is the first
Reporting Period or if another title was defined in December 2009, then this means January, February, and March periods can be combined
into one Reporting Period when generating reports.
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Chapter 18 Define
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PRISM provides two columns in the Reporting Periods form for Combined Periods, which allows you to create two separate ways in which to
combine periods of data in Project Reports. You can enter a Combined Label for each column to describe the Combined Periods. For instance,
you might combine time phased data into Quarters, thus you would label the Combined Periods as such. When generating time phased
reports or graphs, you will find a selection in the Report Specification form to show time phased data by Periods or by either of the Combined
Periods.
To Add Combined Period Titles:

2) On the navigation toolbar, click in the Combined Label 1 box and enter a Label that describes the Combined Periods.
3) Click in a Combined Periods cell. The cell chosen is from the last period of the range of periods being combined. Enter a Combined
Periods Title that describes the range of periods. Continue adding Combined Period Titles for the entire range of Reporting Periods.
4) If a different set of combined periods are necessary, repeat Steps 2 and 3 for Combined Label 2.
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Escalations (on page 631) can affect cost data by multiplying the Baseline Budget, Approved Budget, Control Budget, Financial Budget, or
Estimate to Complete costs by an Escalation Percentage. In addition, Labor Rates of Employees (on page 261) and Categories (see "Enterprise
Categories" on page 275) are multiplied by the hours applied in the Staffing Plan or Schedule Resources by Multipliers (on page 287) to
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generate cost data. Escalation Percentages, Labor Rates and Multiplier Rates can change over time. PRISM allows you to define the
Reporting Periods or Enterprise Periods (on page 264) where you expect to enter escalation and rate changes.
To Select Periods to Allow Rate Changes:

1) For projects, select Define > Shared > Reporting Periods. for the Enterprise, select Enterprise > Shared > Enterprise Periods.
2) Check the Allow Rate Changes checkbox for each Reporting Period that you intend to add an Escalation Percentage, Labor Rate, or a
Multiplier Rate change.
a. Only the selected Reporting Periods are available in the Escalations-Percentages by Reporting Period, Categories-Rates by
Reporting Period, and Multipliers-Rates by Reporting Period subpanes.
b. If no Reporting Periods are selected, then all Reporting Periods are available to be added to these subpanes.
Control Elements
Control Elements are used to categorize the types of Cost, Hours, and Quantities that are tracked on a project. Control Elements are
sub-elements of Control Accounts and Budget Details. Most projects track multiple elements of Cost such as labor, materials, equipment, and
subcontracts. On a few occasions, projects track more than one type of hours. For instance, contractor hours and owner hours can be tracked
separately on an individual Control Account. On rare occasions, a project can track multiple types of Quantities. As an example, a Control
Account may be used to separately track quantities for lineal feet of pipe and cubic yards of concrete.
In order to generate Enterprise reports with details down to the Control Element level, you will need to create Enterprise Elements (on page
268) and cross-reference them to the project's Control Elements. If the Control Elements for your project are a one-to-one match with the
Enterprise Elements, you can then transfer the Enterprise Elements. This essentially copies every Enterprise Element to the Control Elements
data pane and automatically cross-references each Control Element to the corresponding Enterprise Element.
The Control Element ID is used to sort Control Elements on reports based on the alphanumeric values. You can control the sort order of
Control Elements by entering an alphanumeric value in the Sort Code field.
The Commitments (on page 345) field, if enabled, allows Commitments entered in the Commitments data pane to be used to calculate the
Commitment to Date values in the Control Accounts data pane and associated subpanes. If disabled, the Actual to Date values are used to
populate the Commitment to Date. Typically, Control Elements for labor cost and hours are left unchecked.
The Cash Flow field, if enabled, can be assigned to Cost Elements to define the amount of money needed on hand for each Reporting Period.
This payment structure is used for calculating the movement of money and payments that will be paid typically to Contractors.
Rate Element IDs are assigned to a Control Element to define a rate structure for calculating Actual and Estimate to Complete rates on Control
Accounts, and for calculating cost rates on Budget Details.
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The Baseline Budget, Approved Budget, Control Budget, Financial Budget, or Estimate to Complete cost values can be escalated for any Cost
Element as long as an Escalation ID (see "Escalations" on page 631) is assigned to a Cost Element.
To Define Control Elements:

1) Select Define > Shared > Control Elements.
2) To transfer Enterprise Elements to Control Elements, click the Copy Enterprise Elements icon on the navigation toolbar.
3) Click the Add Record icon, select an Element Type, and click OK. Notice that the Element Type is displayed in the grid.
4) Click in the Element ID cell and enter an Element ID.
5) Click in the Description cell and enter an Element Description. The Description is displayed on reports and on screen.
6) If the Element Type is Quantity, click in the Quantity Unit cell and enter a Quantity Unit of Measure.
7) Check the Commitments check box if Commitments (on page 345) are to be tracked.
8) Check the Cash Flow check box if the Cash Flow is being tracked. This option is only enabled on Cost Elements.
Note that if the Cash Flow feature is enabled on the project, but a Cost Element is not designated for the Cash Flow feature, the
remaining Cost Elements will directly use the Incurred/ETC data for Cash Flow results. Also note that this option is only
displayed if the Cash Flow option in the Cost Management Settings form is enabled.
9) Click in the Sort Code cell and enter a Sort Code to modify the way Control Elements are sorted in reports and on forms.
10) Click in the Rate Element ID drop-down and select a Rate Element.
11) Click the Enterprise Element ID drop-down and select an Enterprise Element to cross-reference the Control Element to an Enterprise
Element.
12) Click the Escalation ID drop-down and select an Escalation ID (see "Escalations" on page 631). Escalation IDs can only be applied to
Cost Elements.
Note that this drop-down is only displayed if the Escalation option in the Cost Management Settings form is enabled.
Currencies
The Currencies data pane is where the list of Currencies for the project is maintained. In addition, the current Exchange Rates for each
Enterprise Currency are entered. There are three exchange rates; Budget, Actual, and Estimate to Complete. If Enterprise Currencies are
maintained, specific Enterprise Currencies can be selected and copied to the project. Similarly, the Enterprise Exchange Rates can be copied to
the project's Currencies.
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The exchange rate for Actual costs may change several times during the course of a project. PRISM allows you to adjust the Actual exchange
rate every reporting period. Once the reporting period is closed, the Actual exchange rate is copied to the Actuals Exchange Rate History
subpane.
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A Base Currency for the project must be established in the Project Settings (on page 202). The Exchange Rate for this currency is defined as
one-to-one. All other currencies are defined as a ratio of the Base Currency over the Foreign Currency.
The following example describes how the currency exchange rates are defined and how they convert costs from one currency to another. A
Base Currency is set for the project, as an example this would be USD for United States Dollars. The Exchange Rate defined for this currency
would be 1.00.
Another currency is added, in this example the Mexican Peso. Its exchange rate is set to 0.20 US Dollar to every Peso. The inverse is
automatically generated, as 5.00 Peso to every US Dollar.
Therefore, if 10,000 US Dollars are entered, and then converted to Pesos in a report, the costs are calculated as:
10,000 USD x 5.00 PESO/USD = 50,000 PESO
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Alternatively, if the 10,000 Pesos are entered, and then converted to US Dollars in a report, the cost are calculated as:
10,000 PESO x 0.20 USD/PESO = 2000 USD
To Enter Currencies and Exchange Rates:

1) Select Define > Shared > Currencies.
3) Click in the Currency ID box and enter a Currency ID.
4) Click in the Description box and enter a Currency Description.
5) Click one of the Budget Exchange Rate cells and enter an Exchange Rate. Note the inverse exchange rate is automatically calculated.
6) Repeat Step 5 for the Actual Exchange Rate and the Estimate to Complete Exchange Rate.
Note that the Actual Exchange Rate History can be viewed in the Actual Exchange Rate History subpane. This data is read-only.
To Copy Enterprise Currencies to Currencies:

2) Click the Copy Enterprise Currencies icon on the navigation toolbar.
3) Select one or more Enterprise Currencies to copy and click OK.
4) The Enterprise Rates to Copy form appears. Check any of the Enterprise Exchange Rate checkboxes; Budget, Actual, or Estimate to
Complete, and click OK.
To Copy Enterprise Actual Exchange Rates:

2) Click the Copy Enterprise Actual Exchange Rates icon on the navigation toolbar.
3) Click OK to the Prompt. Actual Exchange Rates are automatically copied from the Enterprise Currencies data pane to Currencies data
pane for only those records with a matching Currency ID.
Time Phased Data Curves

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PRISM provides several system-defined algorithms for spreading data, such as budgeted and forecast costs across a range of dates.
However, there may be times that you will need to create a user-defined algorithm called a Time Phased Data (TPD) Curve.
You have the ability to create additional curves using the TPD Curves form.
TPD Curves are segmented into 10 equal periods. You get to choose the weighting for each segment.
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As an example, if the data is being spread over 20 months, then the segments are equally spread into 10 - two-month periods. The table
below shows how costs are segmented based on the weighting defined in the TPD Curve. If each segment is two months long, then each
monthly period would receive half of the amount shown in the Cost Spread column.
Segment Weight % Cost Spread
1 3 2.5 1250
2 4 3.3 1650
3 6 5.0 2500
4 7 5.8 2900
5 13 10.8 5400
6 17 14.2 7100
7 25 20.8 10,500
8 22 18.3 9150
9 13 10.8 5400
10 10 8.3 4150
Total 120 100 50,000
TPD Curves are assigned to Control Accounts, Engineering Accounts, or Progress Accounts. A different distribution curve can be assigned to
the Baseline Budget, Approved Budget, Control Budget, and the Estimate to Complete. Total Budgets and total Estimate to Complete values
are spread across time using algorithms associated with the TPD Curve selected.
TPD Curves can be entered at the Enterprise level, allowing multiple projects to use the same curves. Alternatively, project TPD Curves can be
created specifically for a project.
To Define TPD Curves:

1) For Enterprise TPD Curves, select Enterprise > Shared > TPD Curves. For project TPD Curves, select Define > Shared > TPD Curves.
3) Click in the Curve ID box and enter a Curve ID.
4) Click in the Description box and enter a TPD Curve Description.
5) For each segment, click in the Weight by Duration Segment box and enter a Segment Weight. A graphical representation of each
segment is displayed and the Total Weight of all segments is calculated in the upper left-hand corner of the form.
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Change Status
The Change Status form is used to define a selection of Change Status codes and how each status impacts a Control Account, Engineering
Account, or Progress Account's Approved Budget, Control Budget, Financial Budget, or Estimate at Completion when the Accounts are
calculated. It affects the Approved Budget and Pending Values on Engineering Documents and Progress Items. It also affects the Approved and
Pending Hours and Cost on Purchase Orders, Contracts, and Prime Contracts.
For instance, a Change Status of Submitted can be set to affect neither the budget nor the forecast. This is because the client has not given
any formal notice to proceed with the Change. A Change Status of Pending can be set to affect an Engineering Document to indicate the hours
are pending. A Change Status of Notice to Proceed can be set to affect the forecast because it is not formally approved but the client has given
permission to start the work. Finally, a Change Status of Approved can be set to affect both the budget and forecast because it has been
formally approved by the client.
Change Status codes can be developed at the Enterprise level in order to create a standard list used by all projects. An individual Project can
use those codes, create their own set of Project-specific Change Status codes, or use a combination of Enterprise and Project-specific codes.
Change Status codes are used in the Cost Management package to status Budget/EAC Changes which affect Control Accounts. They are used
in the Engineering package to status Engineering Changes which affect Engineering Accounts and Engineering Documents. They are used in
the Field Management package to status Field Management Changes which affect Progress Accounts and Progress Items; and in the
Procurement package to status Line Item Changes, which affect Purchase Orders and in the Contracts and Prime Contracts packages to status
Pay Item Changes, which affect Contracts and Prime Contracts.
To Define Change Status Codes:

1) For Enterprise Change Status codes select Enterprise > Shared > Change Status. For Project Change Status codes, select Define >
Shared > Change Status.
3) Click in the Status ID cell and enter a Change Status ID.
4) Click in the Description cell and enter a Change Status Description.
5) Click in the Sort Code cell and enter an alphanumeric Sort Code to modify how Change Status codes are ordered in drop-down lists
and forms.
6) Click any of the four Add To checkboxes, which causes the selected data to be recalculated by adding the value to the Baseline Budget
value:
a. Approved Budget
b. Control Budget
c. Financial Budget (only used on Control Accounts)
d. Estimate at Completion
e. Pending (only used on Engineering Documents and Progress Items)
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7) Click in the Remarks cell and enter any additional Information about the Change Status.
Change Impact (Advanced Change Management)

Change Impact codes are user-defined codes that are assigned to Budget/EAC Changes. Change Impact codes define the following items that
affect Budget/EAC Changes:
 Select the Approved Budget, Control Budget, Financial Budget, and/or the Estimate at Completion to limit which of these items are
affected by a Budget/EAC Change.
 Select the Change Status to limit the list of codes that can be assigned to a Budget/EAC Change.
 Define the Default Status ID to determine which Change Status is automatically assigned as the beginning status when a Change
Impact code is assigned to a Budget/EAC Change.
Note that the Advanced Change Management option in Project Settings (on page 202) must be enabled for the Change Impact
data pane to be visible.
To Define Change Impact Codes:

1) For Enterprise Change Impact codes, select Enterprise > Shared > Change Impact. For Project Change Impact codes, select Define >
Shared > Change Impact.
3) Click in the Impact ID box and enter a Change Impact ID.
4) Click in the Description box and enter a Change Impact Description.
5) In the Change Status subpane, click the Add Record icon and select the Change Status codes that are associated with the Change
Impact.
a. When a Change Impact ID is assigned to a Budget/EAC Change, the only Change Status codes available to the Change are those
assigned to this Change Impact.
b. Only Enterprise Change Status codes can be added to an Enterprise Change Impact.
c. The Add Record icon is not available in the Change Impact-Change Status subpane when an Enterprise Change Impact is selected
in the Change Impact data pane.
6) Click the Default Status ID drop-down and select a Change Status ID. When the Change Impact is assigned to a Budget/EAC Change,
the Change Status ID is automatically set to the Default Status ID.
7) Click in the Sort Code box and enter an alphanumeric Sort Code to modify how Change Impact codes are ordered in drop-down lists
and forms.
8) Click any of the four Impacts checkboxes, Approved Budget, Control Budget, Financial Budget, or Estimate at Completion. This
determines which of these three items are available for data to be entered against a Budget/EAC Change.
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Chapter 18 Define
Categories
The Categories data pane is used to define a list of labor or non-labor categories, which define Labor Rates and Multipliers for calculating cost
data based on hours entered through the Staffing Plans (see "Staffing Plans (Cost Management)" on page 353) feature or from Schedule
Resources (on page 392). Each Category is assigned to a Category Type, either Labor, Other Direct Cost, Subcontracts, or Fees - the last three
are for non-labor categories. Once Indirect Costs (on page 285) and Multipliers (on page 287) are defined, then each Category in a project is
assigned a Multiplier ID, which determines how labor costs are calculated on Cost Plus contracts and how non-labor costs can have Multipliers
added, regardless of the Labor Rate Type assigned to Control Accounts.
Enterprise Categories can be entered to create a standard list of Categories for the Enterprise. The Enterprise Categories can be copied to the
Project's Categories. This is useful if a standard set of Categories are frequently used on projects. However, a completely different set of
Categories can be entered if the Enterprise Categories do not make sense. Labor Rates and Multipliers are assigned specifically to each
project.
To Enter Enterprise Categories:

1) Select Enterprise > Shared > Enterprise Categories.
3) Click in the Category ID box and enter a Category ID.
4) Click in the Description box and enter the Category Description.
5) Click the Category Type drop-down and select a Category Type; Labor, Other Direct Cost, Subcontracts, or Fees.
6) If the project uses Multi-currency and the rates entered uses a currency other than the Base Rate, click the Currency ID drop-down
and select a Currency.
a. This field is disabled if the project is not setup as a Multi-currency project.
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To Enter Categories:
1) Select Define > Shared > Categories.
2) If you want to create a list of Categories that are the same as those created in the Enterprise Categories data pane, click the Copy
Enterprise Categories icon on the navigation toolbar. Once the list is copied, you can add, delete, or modify Category records.
3) Use Steps 2 through 6 described above to add new Categories.
4) Click the Multiplier ID drop-down and select a Multiplier ID.
a. This is only necessary if Control Accounts' Labor Rate Type is set to Cost Plus and Staffing Plans (on page 354) or, if Schedule
Resources (see "Resource Assignments (Schedule Activities)" on page 390) are used as the source of hours to calculate costs on
Control Accounts for Non-labor Categories.
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b. Determines the Indirect Cost Multiplier calculation used to calculate extended costs.
Employees (Categories)
The Categories-Employees subpane is a read-only pane that indicates every Employee that is assigned to a Labor Category, whether that
assignment is made at the Enterprise level or the Project level.
To View Employees Assigned to Categories:

3) Click the Employee subpane tab and view the Employee data.
Rates By Enterprise/Reporting Period (Categories)

The Enterprise Categories-Rates by Enterprise Period and the Categories-Rates By Reporting Period subpanes are used to define average
Labor Rates for Labor Categories (see "Enterprise Categories" on page 275) as they change over time. This will account for the expected
inflation of costs on projects that span multiple years.
Labor Rates are only necessary if you intend to use the hours applied in the Staffing Plan (see "Plans" on page 354) feature or in Schedule
Resources (on page 392) to calculate costs on Control Accounts.
The Base Cost Rates are typically the average Labor Rate of the Labor Category or some approximation thereof. These are used to calculate
costs on Control Accounts where the Labor Rate Type is set to Cost Plus. The Bare Cost Rate is multiplied by the Categories planned or
forecast hours and the Multipliers (on page 287) assigned to the Labor Category to derive the cost.
It is important to note that Bare Cost Rates defined in the Employees-Rates by Reporting Period (see "Rates By Enterprise Period
(Employees)" on page 262) subpane take precedence over the rates entered in this subpane when costs are calculated.
The Time and Material Rates are fully burdened rates applied to Labor Categories. A column to enter standard Time and Material Rate is
visible. You can add more columns for alternative Time and Material Rates by entering Time and Materials Rate Labels in the Enterprise
Settings (on page 304) form. The alternative Time and Materials Rates are assigned to Staffing Budget/ETC Plans or to Resources. The
standard and alternative Time and Materials Rates are used to calculate costs on Control Accounts where the Labor Rate Type is set to Time
and Materials. The Time and Material rate is multiplied by the Categories planned or forecast hours to derive the cost.
To Enter Category Rates By Enterprise/Reporting Period:

2) Locate a Category.
3) Click the Rates By Enterprise/Reporting Period subpane tab.
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4) Click the Add Record icon, select one or more Enterprise Periods or Reporting Periods, and click OK.
a. If the Allow Rate Changes option is enabled on various periods in the Enterprise Periods (on page 264) or Reporting Periods (on
page 593) data pane, then only those selected periods are available in the Add Records form.
Note that It is important to select the first Enterprise Period or Reporting Period so that cost data can be calculated from
the first period forward.
5) For each Reporting Period added, click in the Bare Rate cell and enter the Categories Bare Rate, if Cost Plus Rate Types are to be
used.
6) For each Reporting Period added, click in the Time and Material Rate cell and enter the Categories Time and Material Rate, if Time
and Material Rate Types are to be used.
a. If alternative Time and Materials Rate Labels are entered in the Enterprise Settings (on page 304) form, then click in each of the
alternative Time and Material Rate cells and enter the Categories Time and Material Rate.
Agreement Types
Agreement Types are used to combine various Attachments into a single set of Attachments. Agreement Types provide an easy way to assign
several Attachments to a Purchase Requisition, Purchase Order, Contract or Prime Contract. For example, no matter what type of Electrical
equipment is assigned to a Purchase Order, a standard set of Attachments for electrical equipment Purchase Orders can be created.
Whenever an electrical equipment Purchase Order is generated this set of Attachments is assigned to that Purchase Order. Some examples of
Agreement Types are as follows:
 Bulk Materials  Mechanical Fabrication Purchase Orders  Electrical Contracts
 Pump Purchase Orders  Civil Contracts  Mechanical Contracts
An Agreement Type can be associated with either Purchase Requisitions, Purchase Orders, Contracts, Prime Contracts, or they can be
associated with all three by assigning a Data Type to the Agreement Type. Depending on the Data Type assigned, this will determine if the
Agreement Type is available to be assigned to any or all three Master Records (Purchase Requisitions, Purchase Orders, or Contracts).
Agreement Types can be defined at the Enterprise level in order to create a standard list of Agreements used by all projects. An individual
project can use these Agreements, or create their own set of Project-specific Agreements, or use a combination of Enterprise and
Project-specific Agreements.
To Create Agreement Types Settings:

1) For Enterprise Agreement Types, select Enterprise > Shared > Agreement Types. For Project Agreement Types, select Define > Shared
> Agreement Types.
3) Click in the Agreement ID box and enter an Agreement Type ID.
4) Click in the Description box and enter an Agreement Type Description.
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5) Click the Data Type drop-down and select a Data Type:

a. All
b. Contracts
c. Prime Contracts
d. Purchase Orders
e. Requisitions
6) To sort Agreement Types differently than the alphanumeric sort of the Agreement Type ID, click in the Sort Code box and enter a
Sort Code.
7) In the Attachments subpane, click the Add Record icon, select one or more Attachment IDs, and click OK.
Attachments
A standard list of boiler plate documents to include with Purchase Requisitions, Purchase Orders, and Contracts are defined in the
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Attachments form. Each Attachment defined in PRISM is linked to a document stored on the company's computer network.
Attachments are combined as a set of documents by including them in one or more Agreement Types. Agreement Types are then assigned to
Purchase Requisitions, Requests for Quotation, Purchase Orders, Requests for Proposal, or Contracts.
Whenever a Purchase Requisition, Request for Quotation, Purchase Order, Request for Proposal, or Contract is printed, the linked or attached
documents are also printed.
Attachments can be defined at the Enterprise level in order to create a standard list of Attachments used by all projects. An individual project
can use these Attachments, or create its own set of Project-specific Attachments, or use a combination of Enterprise and Project-specific
Attachments.
To Create Attachments:
1) For Enterprise Attachments, select Enterprise > Shared > Attachments. For Project Attachments, select Define > Shared >
Attachments.
3) Click in the Attachment ID cell and enter an Attachment ID.
4) Click in the Description cell and enter an Attachment Description.
5) Click the Document Type ID drop-down and select a Document Type ID.
6) Click the Attachment File browse icon and select the File and File Location of the Attachment document found on the company's
Network.
7) To sort these records differently than the alphanumeric sort order of the Attachment ID, click in the Sort Code cell and enter a Sort
Code.
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Codes (Define)
The Codes ribbon group on the Define tab is where commands are found to define the Work Breakdown Structure (WBS) and Groups. These
codes are assigned to records and are important when generating reports, allowing you to group, sort, summarize, and filter data.
Work Breakdown Structure

You can define a Work Breakdown Structure for your project, which is developed using hierarchical levels. Each level is given a WBS Title and
a Length which describe the number of digits used for that level of the WBS. The WBS Elements are entered and a Description is provided for
each code. A WBS Element is assigned to some Master Records, such as the Control Account. This allows you to develop a WBS independent
of the Master Record ID. The WBS can be used to group, sort, summarize, and filter data on forms, panes, and in reports.
As an example, the WBS Structure is designed with three levels. The first level is one digit, the second level is two digits, and the third level is
two digits. The table below represents how a hierarchal list of WBS Elements and Descriptions are developed based on this structure:
WBS Element WBS Description
1 Plant 1
101 Area 01
10101 Structural
10102 Mechanical
102 Area 02
10201 Structural
10202 Mechanical
103 General Requirements
10300 General Requirements
When defining the WBS, it is critical that each branch is defined to the lowest level of the WBS. For example, in the case above, WBS Element
103 only goes down the second level. However, as you can see a third level is added by zero-filling the ID. In this case the lowest level is
entered as 10300. This is important because often times the WBS coding is included as a portion of a Master Record ID. In this case, the
structure of the Master Record ID will require five digits. If only a level two WBS is used then there are two digits in the Master Record ID
which would be blank. This can cause entry and import errors. Therefore, by zero-filling the remaining portion of any branch of the WBS, you
ensure that no blank digits are applied to a Master Record ID.
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Note that any WBS branch that is not defined to the lowest level of the WBS cannot be assigned to a Master Record. It will not
show up in the WBS ID drop-down in the Master Table's data pane.
If the WBS coding is included as part of a Master Record's ID structure, there is a feature that allows you to mask the WBS any Master Record.
This feature is similar to the masking applied to Groups.
You must have Run Process permissions to the project to add, delete, or modify a WBS Title and assign its Length. You can add, delete, or
modify the WBS Elements based on the assigned permissions.
To Define the Work Breakdown Structure:

1) Select Define > Codes > WBS.
2) Click in the WBS Title cell for WBS Level 1 and enter a WBS Title.
3) Click in the Length cell and enter the Number of Digits that the first level of the WBS is to span.
4) Repeat Steps 2 and 3 for additional WBS Levels. There are a total of nine levels that can be entered.
To Apply Masking to Master Records:

2) Locate a WBS Level.
3) Click one of the Master Record Mask icons; Control Account Mask, Schedule Activity Mask, Budget Detail Mask, Engineering
Account Mask, or Equipment/Materials Mask..
Note that the Source Field cannot be changed and that Constant values cannot be added.
4) The Masking Position row indicates 30 positions, the maximum number of digits of a Master Record ID. Click each Masking Position
button to assign that position or the Master Record ID as part of the masking. As a Masking Position is selected it is highlighted and
the Masking Position Number is automatically entered in the first available Mask Values box.
a. Multiple ranges of digits can be masked.
b. A single masked position can be removed by clicking a highlighted Source Position button.
5) Click the Clear Mask button to remove the current masking.
6) Click in the Example Source ID box, enter an example Master Record ID that is representative of the Master Record IDs to be entered,
and press ENTER. The masked portion of this example is automatically displayed in the Group ID Generated box. This is an aid to help
you understand which portion of the Master Record ID is being masked.
7) Click OK. Notice that the Mask box indicates the positions that are masked.
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To Define WBS Elements:

2) Locate a WBS Level.
3) Click the Add Record icon in the WBS Elements subpane.
4) Enter a WBS Element ID. Be sure the value entered follows the defined work breakdown structure. You will have to enter the "."
period as a separator between each Level of coding, if separators are desired. Be sure to define the higher level WBS Elements
associated with any lower level WBS Elements entered. This ensures that you can use any level of the WBS for grouping, sorting,
summarizing, and filtering data.
5) Click in the Description cell and enter a WBS Element Description.
6) The WBS Level is automatically assigned based on the WBS ID entered and how it corresponds to the WBS Length defined in the WBS
Levels pane.
Groups
Groups is a feature which is used to categorize the Master Records. You can define up to 26 Groups and each group contains a list of Group
IDs and corresponding Descriptions. Once created, Group IDs are available for use on all projects. Group IDs are then assigned to Master
Records in a project, thus providing a means to group, sort, summarize, and filter data in reports, forms, and panes.
A Group is created by entering a Group Title that describes the type of data contained in the Group. Some typical examples of Groups Titles
include:
 Organization Breakdown Structure (OBS) coding
 Work Package / Planning Package coding
 Phase of work
 Cost Account Manager (CAM)
 Code of Accounts
 Construction Specification Institute (CSI) coding
Each Group is then populated with a list of Group IDs and a corresponding Description. The Group ID may be somewhat non-descriptive,
therefore, the description provides greater context to the Group ID.
Once Group IDs are defined, they are available to be assigned to any Master Record in a project. Each Master Record data pane has a Groups
subpane where these assignments are made. When a Group Title is created, Masking can be applied to a Group, which causes the associated
Group IDs to be automatically assigned to each Master Record based on the Master Record's ID. If Masking is not applied then a Group ID
must be manually assigned to a Master Record in the Groups subpane.
Once Groups are assigned, reports can be generated utilizing Group IDs in various options in order to customize the reports.
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You must have Run Process permissions to the project to add, delete, or modify a Group Title and its associated options. You can add, delete,
or modify the Group IDs and Descriptions based on the assigned permissions.
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Process Steps for Groups without Masking
Step 1:
Create a Group by entering a Group Title. In the example, Group A is created by adding
the title Cost Manager.
Step 2:
Create a list of Group IDs and Descriptions for the Group. In the example, Group A is
populated with the Initials and Names of every Cost Manager.
Step 3:
On a Master Record for each Group, assign a Group ID from the list of codes. In the
example, for Group A in the account AAA-11-2, the Cost Manager, Tom Kincade, is
assigned.
Step 4:
Use Groups to sort, group, summarize, and filter data in reports, forms, and panes. In
the example, the report displays Control Accounts which are grouped using Group A,
Cost Managers. Account AAA-11-2 is located under the Cost Manager Tom Kincade.
Process Steps for Groups with Masking
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Step 1:
Create a Group by entering a Group Title. In the example, Group B is created by
adding the title Work Package.
Step 2:
Apply masking to the Group based on the structure of the Master Record's ID. In
the example, the Control Account is eight digits long and masking is applied to
digits 5 through 8. For account AAA-11-2 the corresponding masked value is 11-2.
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Step 3:
Create a list of Group IDs and Descriptions for the Group. In the example, Group B
is populated with Work Package identification numbers and a corresponding Work
Package title.
Step 4:
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Add a Master Record. PRISM automatically assigns the masked portion of the
record’s ID to the record’s corresponding group. In the example, account
AAA-11-2 is added, the masked area (digits 5-8) indicates 11-2. This value is
automatically assigned to the Control Account’s Work Package group.
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In addition, PRISM reviews the Group to locate a matching Group Code. If one is
found the Control Account’s Group Description is populated. In the example, 11-2
is found in Group B and the description Office Mechanical is automatically
assigned to Control Account AAA-11-2.
Step 5:
Use Groups to sort, group, summarize, and filter data in reports, forms, and
panes. In the example, the report displays Control Accounts which are grouped
using Group B, Work Packages. Account AAA-11-2 is located under the Work
Package 11-2.
Any Group can be defined as a Default group, which means the Group is available to every Master Table. A Default group is defined by
selecting the Default tab and entering the Group Title. In some cases you may want every Master Table to use the same Group data, except
for one. For the exception, you can override the Default group by selecting any Master Table tab and entering a Group Title. For instance, you
may have a Group that is used for both Control Accounts and Budget Details, and a different group for Activities. The first two can be set up as
a Default group and the last as an override of the Default group.
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When Masking is assigned to a Group, by default the Persistent checkbox is enabled in the Group form. This means the Group ID that is
automatically assigned to a Master Record cannot be modified. If, however, the Persistent checkbox is disabled, then a Group ID assigned to a
Master Record can be replaced with a different Group ID, similar to unmasked Groups.
The description of each Group ID can be used to create the description for each Master Record. In order to make this happen the For Account
Description checkbox in the Groups form must be checked for each Group that will be used to build the Description. The sort order of the
Group determines the order in which the Description is built. As Group IDs are assigned to a Master Record, a cross-reference is made to
corresponding Group Descriptions, which in turn, are used to generate the Master Record descriptions.
Note that the Master Record's Description is built automatically when a new Master Record is added. However, if Group IDs are
assigned to a Master Record after the record is added, the Master Record's Description will not be automatically generated. You
must use the Build Description (see "Build Descriptions" on page 694) utility to rebuild the descriptions.
As an example, two Groups are used to build descriptions, Group A: WBS and Group C: Contractor. A Control Account is assigned
to WBS - 123 and Contractor - Smith. The Group Code Description for WBS 123 is Office Building Electrical and for Contractor
Smith is Smith Incorporated. When the Build Description utility is run, the Control Account's Description is built using these two
Groups with a hyphen between the descriptions; Office Building Electrical - Smith Incorporated.
To Define Default Group Titles:

1) Select Define > Codes > Groups.
2) Click the Default tab.
3) Click in the Default Group Title cell for the first unused row and enter a Group Title.
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To Define Master Table Group Titles:

2) Click one of the Master Table tabs.
3) The Default Group Title cell indicates which rows are used for defining Default Groups.
4) Click in the Group Title cell for the first unused row and enter a Group Title to create a Group for that Master Table. You can override
a Default Group by entering a Group Title in the Group Title cell in a row that was previously assigned as a Default Group.
5) Click in the Mask cell and apply masking. The Masking form appears allowing you to define Masking (on page 619) for the Group.
6) By default, the Persistent checkbox is checked. This causes the Master Record's group assignment to be unmodifiable and only based
on the Masking applied. Uncheck the Persistent checkbox to override the Masking on any Master Record.
7) The Masking Source cell indicates the record ID that the masking is applied to. This is defined in the Masking (on page 619) form.
8) If the Group is to be used to build Master Record Descriptions, check the For Description checkbox.
a. This option can be enabled on more than one Group in order to create composite descriptions.
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b.
The Master Record descriptions are automatically applied when Master Records are entered. However, if unmasked Groups are
used as part of the Master Record description, the Build Descriptions (on page 694) utility will need to be run once the Group
Codes are assigned to the Master Records.
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To Define Group IDs and Descriptions:

2) Click the Default or any of the Master Table tabs.
3) Select a Group Title.
4) If the Group is to be non-masked and you want a value to be automatically assigned, click in the Initial Value cell and enter an Initial
Value. Every time a new Master Record is created, the Initial Value is populated against the Master Record in the Groups subpane.
5) Click the Add Record icon found in the Group section (lower left-hand subpane).
6) Click in a Group ID cell and enter a Group ID.
7) Click in the Description box and enter a Group Description.
8) The default sort method for Groups is based on the alphanumeric value of the Group ID and affects forms, panes, and reports. If you
need to change the sort order, click in the Sort Code cell and enter an alphanumeric Value.
9) Click in the Notes subpane and enter any Notes pertaining to the Group.
10) Click in the Comments subpane and enter any Comments about the Group.
11) Repeat Steps 3 through 8 to add additional Groups.
Masking
Masking is a process of identifying the positions of a Master Record's ID that will be used to populate a Group ID. For instance, if the structure
of the Master Record IDs is 10 characters total, you can select any or all of those character positions. If you choose positions 5, 6, and 7, then
when a Master Record is created, the values in the fifth through seventh position of that record ID will be automatically assigned as the Group
ID. If the Master Record ID entered is 123-ABC-XX then the Group ID assigned to the Master Record is ABC. Note that the dashes are
considered characters and take up a position.
Masking does not have to be a continuous range. For instance, you could choose positions 5,6,7,9,10 and the Group ID assigned would be
456XX, if the Master Record ID entered is 123-456-XX.
Constant values can also be assigned. You could choose positions 5,6, and 7 and then add a constant value of 00 at the end. The Group ID
assigned would be 45600, if the Master Record ID entered is 123-456-XX.
By default, the Master Record ID is the ID being masked. For instance, if you open the Groups data pane and select the Control Accounts tab,
the masking is being applied to the Control Account ID. However, you can choose to change the Source Field so that the masking is being
applied to any Group ID.
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A good example of how this might be useful is when hierarchal Group IDs are to be assigned to Control Accounts. For instance, if you have an
alternative WBS that has two levels, you could define two Groups; Alt WBS Level 1 (which is 2 characters long) and Alt WBS Level 2 (which is 4
characters long). The Alt WBS Level 2 is a Group that does not use Masking. The Alt WBS Level 1 does use Masking and a different Field Source
is selected, in this case Alt WBS Level 2. Masking is applied at the first and second position.
When a Control Account is created, the Alt WBS Level 2 is manually assigned in the Control Accounts-Group subpane. If the Group ID assigned
is 1234 then the Alt WBS Level 1 Group ID of 12 is automatically assigned based on the masking applied to Alt WBS Level 2.
To Apply Masking:
2) Click one of the Master Table tabs.
3) Select a Group Title.
4) Click in the Mask cell.
5) By default, the Master Record ID is selected as the Source Field. To change the Source Field, click the Source Field drop-down and
select a different Source Field ID.
6) The Masking Positions row indicates 30 positions, the maximum number of digits of a Master Record ID. Click each Masking Position
button to assign that position of the Master Record ID as part of the masking. As a Masking Position is selected it is highlighted and
the Masking Position Number is automatically entered in the first available Mask/Constant Values box.
7) Check a Constant checkbox under a Mask/Constant Values box where you want to enter a constant value. The Mask/Constant Values
box is enabled. Click in the Mask/Constant Values box and enter a single character Constant Value.
a. Additional constant values can be added, as necessary.
b. Constant values can be added prior to, in front of, in between, or after masked positions.
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8) If you need to remove the current masking, click the Clear Mask button.
Note that if the Source Field is set to a different ID, then the example ID entered will be representative of that field.
10) Click OK. The Masking form closes and the masking positions and constants are displayed in the Mask cell. Positions are indicated by
the position selected. A range of positions is indicated by the first and last digit in the range separated by a hyphen. Discontinuous
ranges are separated by commas. Constant values are displayed with quotes on either side of a constant value or a range of constant
values. As an example, if digits one through three are masked, as well as digit 8, with the constant values of XX at the end, then the
code displayed is 1-3,8,"XX".
Groups Subpanes
Once Groups and Group IDs are defined, they are available to be assigned to Master Records. There are a maximum of 35 Groups, which
includes the 9 Enterprise Groups and 26 Groups from the project. Every Master Table includes a Groups subpane which displays the Group
Titles assigned to that Master Table. The Enterprise Group Titles are displayed first, followed by the Groups specific to the project.
Next to the Group Title is a box that displays the Group ID assigned to the Master Record. The Group ID of masked Groups is automatically
assigned based on Masking (on page 619). For unmasked Groups, including every Enterprise Group, the box includes a drop-down. When a
Master Record is created, the drop-down is blank, requiring you to manually assign a Group ID. The exception to this is if an Initial Value was
assigned to a Group.
For each masked Group where the Persistent checkbox in the Groups form is disabled, the Group ID can be modified.
If the assigned Group ID has a matching value in the Groups form or Enterprise Groups form, then the Group Description is displayed next to
the Group ID.
When assigning a Group ID, if the ID you are looking for is not listed in the drop-down, you can add it directly into the drop-down box. Once
added you will be requested to enter a Group Description. This not only assigns the Group ID to the Master Record but it also adds the Group
ID and Description to the Group table at the same time.
Group IDs can be assigned globally to Master Records using the Build Group IDs (on page 693) utility.
The Validate Data (on page 701) utility can be used to identify Master Records where the assigned Group ID is invalid (does not match a
Group ID in the Group form) or where a Group ID has not been assigned in the Groups subpane.
To Assign Group IDs:

1) Open a Data Pane of a Master Table.
2) Locate a Master Record.
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3) Click the Groups subpane tab. Notice for Masked Groups, the Group ID is automatically assigned based on the masking applied and
the Group Description is displayed next to the Group ID box.
4) For those Groups that you need to assign a Group ID, click the Group drop-down and select a Group ID. The Group Description is
automatically displayed next to the Group ID box. Masked Groups that are not set to be Persistent will have the Group ID assigned
but it can be changed using the drop-down, if necessary.
5) If a Group ID is not in the drop-down list, it can be added. Click in the Group ID box and enter a Group ID. When prompted, enter a
Group Description.
Cost (Define)
The Cost ribbon group on the Define tab is where commands are found to define standards and definitions for a project which are specific to
functions associated with the Cost Management package.
Change Events Template

When a Change is added in the Budget/EAC Changes (on page 358) data pane, you can select and copy a Change Events Template to the
Events subpane (see "Change Events (Budget/EAC Changes)" on page 362). The Change Events Template can be used as is in this subpane or
they can be modified to reflect any steps specific to that change.
To Define Enterprise Change Events Template:

1) Select Enterprise > Cost > Change Events.
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3) Click in the Item cell and enter an Item Number. This is an alphanumeric field used to identify and sort Change Events in the list.
4) Click in the Event cell and enter a Change Event Title.
5) Check the Approval Required checkbox to identify the Change Event as requiring approvals.
6) Click in the Responsible Person cell and enter the Person Responsible for completing or approving the change.
Note that these fields can be left blank and then filled in the project's Change Event Template.
7) Click in the Remarks cell and enter any Additional Information necessary to explain the Change Event.
To Define Project Change Events Template:

1) Select Define > Cost > Change Events.
2) To transfer the Enterprise Change Events Template to the Change Events Template, click the Transfer Enterprise Template icon on
the navigation toolbar. You can add, delete, or modify the Event records as desired.
3) Use Steps 2 through 7 described above to add new Change Events.
Ledger Control Account Codes

The accounting ledger codes that identify accounting records from an accounting system may not match the Control Account IDs entered in
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PRISM . When the accounting data is exported from the accounting system, you could manually change the import file to assign Control
Account IDs to each record prior to importing the data; however, this is time consuming.
A more efficient method is to create Ledger Accounts which cross-reference accounting ledger codes to Control Accounts. One or more
accounting ledger codes can be cross-referenced to a single Control Account.
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Once the Ledger Accounts are defined, accounting data can be imported into PRISM using the Import Accounting Data (on page 646)
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feature. If the accounting data import file uses the accounting ledger code in the Control Account ID field, PRISM will automatically convert
the accounting ledger codes to Control Accounts based on the cross-references defined and import the data into the Actuals data pane.
To Define Ledger Accounts:

1) Select Define > Cost > Ledger Accounts.
3) Click in the Ledger Account Code cell and enter an Accounting Ledger Code that is output from the accounting system.
4) Click In the Description cell and enter an Accounting Ledger Code Description.
5) Click the Control Account ID drop-down and select a Control Account ID. Only one Control Account can be cross-referenced to an
Accounting Ledger Code.
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Ledger Control Element Codes

Accounting systems usually have a code of accounts that assigns financial records to a type of cost. These are similar to Control Elements
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except that the code of accounts is usually very detailed in comparison to a set of Control Elements defined in PRISM . In addition, the code
of accounts IDs typically do not match the Control Element IDs. When the accounting data is exported from the accounting system, you could
manually change the import file to assign Cost Elements to each record prior to importing the data; however, this is time consuming.
A more efficient method is to create Ledger Elements which cross-reference the accounting system's code of accounts to Control Elements.
One or more code of accounts can be cross-referenced to a single Cost Element, a single Hours Element, and a single Quantity Element.
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Once the Ledger Elements are defined, accounting data can be imported into PRISM using the Import Accounting Data (on page 646)
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feature. If the accounting data import file uses the code of accounts in the Control Element ID field, PRISM will automatically convert the
code of accounts based on the cross-reference defined and imports the data into the Actuals data pane.
To Define Ledger Elements:

1) Select Define > Cost > Ledger Elements.
3) Click in the Ledger Element Code cell and enter a Code of Account ID that is output from the accounting system.
4) Click In the Description cell and enter a Code of Account Description.
6) Click the Hours Element ID drop-down and select an Hours Element ID. Only assigned if the code of accounts will contain hours data.
7) Click the Quantity Element ID drop-down and select a Quantity Element ID. Only assigned if the code of accounts will contain
quantity data.
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Funding Sources
On some projects you may need to track funding, which is an amount of money made available to pay for the project's costs. Funding is
usually provided each fiscal or calendar year for a multi-year project. Generally, a project should not spend beyond its funding limit.
Therefore, tracking funding is an important process.
Two examples of funding include Capital Costs and Expenses Costs. Capital Costs funding is for a major acquisition that spans multiple years.
Expenses Costs funding is for operations and support work that is planned yearly.
Note that Funding is not the same as a projects budget. Funding is provided incrementally whereas the budget is the total
planned cost needed to complete the project.
Sometimes funding comes from more than one source. Using the Funding Sources data pane, you can define the various Funding Sources for
your project. The Enterprise Funding Sources data pane is used to define Funding Sources at the Enterprise-level, allowing multiple projects to
use the same Funding Sources. A project can use both Enterprise Funding Sources and Project-specific Funding Sources.
To Define Funding Sources:

1) For Enterprise Funding sources, select Enterprise > Cost > Funding Sources. For Project Funding Sources select Define > Cost >
Funding Sources.
3) Click in the Funding Source ID box and enter a Funding Source ID.
4) Click in the Description box and enter a Funding Source Description.
5) Click in the Sort Code box and enter an alphanumeric Sort Code to modify how Funding Sources are ordered in reports.
6) Click in the Remarks box and enter any additional Information about the Funding Source.
Account Breakdown (Funding Sources)

Periodically funds from a Funding Source are authorized and provided to the project. The Funding Amount provided is entered in the Funding
Sources-Control Accounts Breakdown subpane at the project level.
Funding Amounts are applied to a Funding Account and a Funding Cost Element. It is important to also include a Post Date when the funds
were provided to the project. This date is used in the Spread Time Phased Data calculation to enter the Funding Amount on a Reporting Period
in the Control Accounts-Time Phased Cost subpane.
Important - the Funding Cost Element must be assigned to the Funding Account or the Funding reports will not display data as
expected.
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To Enter Funding Amounts:

1) Select Define > Cost > Funding Sources. You can also select Enterprise > Cost > Funding Sources to access Enterprise level funding
data.
Note that in the Enterprise Funding Sources - Project/Control Accounts Breakdown subpane, the data is read-only and records
cannot be entered or deleted. This subpane simply displays all of the funding records entered on all projects.
2) Locate a Funding Source.

3) In the Project/Control Accounts Breakdown subpane, click the Add Record icon and select a Control Account ID from a picklist,
which should be a Funding Account, from the picklist. The Account's Description is automatically displayed.
4) Click in the Scope cell and enter a Scope Description that describes the purpose or scope of the funds provided.
5) Click the Cost Element ID drop-down and select a Cost Element ID, which should be the Funding Cost Element. If a Default Funding
Cost Element was defined, it is automatically assigned when the record is first added.
6) Click in the Cost cell and enter the Funding Amount using the Funding Sources currency.
7) Click the Post Date drop-down and select the Date the funding was provided to the project.
8) Click the Expiration Date drop-down and select the Date the funding will expire. This field is for information only and does not affect
reports or calculations.
9) Click in the Original Currency Cost cell and enter the Funding Cost in its Original Currency if it is different from the Control Account's
Currency.
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Indirect Costs
Indirect Costs are the types of costs that are added to Direct Costs, which are the Bare Labor and Non-labor costs of a project, to account for
the total cost to do the work. Indirect Costs can include Fringe Benefits such as medical benefits; Overhead such as office rental, General and
Administration for enterprise expenses such as finance or legal costs.
The Enterprise Indirect Costs and the Indirect Costs data panes are used to develop the equation as to how Multipliers are built up in order to
calculate a project's Indirect Costs. The actual Multipliers are applied to a project using the Multipliers (on page 287) data pane. The Indirect
Costs data pane is only used to develop a structure to which Multipliers can be applied. The indirect cost multipliers are then used to calculate
extended costs on Control Accounts where the labor hours or non-labor costs are identified in Staffing Plan (see "Plans" on page 354) or
Schedule Resources.
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Note that you only need to develop Enterprise Indirect Costs if the Indirect Costs are standardized across several projects.
Enterprise Indirect Costs must be copied to the project's Indirect Cost table.
An Indirect Cost record is created for each type of Indirect cost. A Calculation Basis is defined for each record. This is the equation, minus
Multipliers, that describes how the costs are calculated.
The following tables provide an example of how the Calculation Basis for Indirect Costs might be defined for Labor Costs and Non-labor Costs.
The Indirect ID is the user-defined ID for each Indirect Cost record. The calculation is the equation defined to calculate the costs. The
Calculation Basis is the representation of that equation as it is defined on the Indirect Costs data pane.
Indirect Cost Indirect ID Labor Cost Calculations Calculation Basis
Bare Cost Hours (from Staffing Plans or Resources) x Bare Cost Rate (from Employees or Categories)
Fringe FR Bare Cost x Fringe Multiplier Direct
Overhead OH Bare Cost x Overhead Multiplier Direct
G&A G&A (Bare Costs + Fringe Costs + Overhead Costs) x G&A Multiplier Direct, FR, OH
Fee FEE (Bare Costs + Fringe Costs + Overhead Costs + G&A Costs) x Fee Multiplier Direct, FR, OH, G&A
Indirect Cost Indirect ID Non-labor Cost Calculations Calculation Basis
Bare Cost Bare Costs (from Staff Plans or Resources)

G&A G&A Bare Costs x G&A Multiplier Direct
Fee FEE (Bare Costs + G&A Costs) x Fee Multiplier Direct, G&A
In some cases, Indirect Costs are applied against the Hours worked as opposed to the Bare Cost or the calculated Indirect Costs. As in any
example, you can create an Indirect Cost that accounts for the cost of technology. You could develop an Indirect Cost record with a Calculation
Basis of Hours. When Multipliers are applied, instead of applying a factor, you are applying a Cost per Hour. For instance, you could have a
computer charge of $10/hour to account for the cost of computers and other computer-related technology.
When Indirect Costs are calculated, the cost is applied to each Control Account-Cost Element being affected. However, if you want certain
Indirect Cost to be placed in a separate Cost Element on the Control Accounts, you can define the Cost Element ID in the Indirect Costs data
pane. For instance, you may want to place the Fringe, Overhead, and G&A costs into a Cost Element called Indirects and the Fee into a
different Cost Element called Fee. This would allow you view your project in terms of Bare Costs, Total Costs, and Revenue. Of course, you
would need your financial system to provide you actuals split out in this manner.
To Define Indirect Costs:

1) For Enterprise Indirect Costs, select Enterprise > Cost > Indirect Costs. For Project Indirect Costs, select Define > Cost > Indirect Costs.
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3) Click in the Indirect ID cell and enter an Indirect Cost ID.
4) Click in the Description cell and enter a Description or a longer title that describes the Indirect Cost record.
5) Click the Calculation Basis icon, check one or more Indirect IDs, and click OK. This is used to develop the equation, minus Multipliers,
for calculating Indirect Costs.
6) If you want the calculated Indirect Costs to be placed into a separate Cost Element, click the Cost Element ID drop-down and select a
Cost Element ID.
Enterprise Indirect Costs are not used to calculate costs on a project. However, you can copy the Enterprise Indirect Cost
records to the project's Indirect Costs data pane.
To Copy Enterprise Indirect Costs to Indirect Costs:

1) Select Define > Cost > Indirect Costs.
2) Click the Copy Enterprise Indirect Costs icon on the navigation toolbar.
3) Check one or more Enterprise Indirect Cost records and click OK.
a. If the Indirect ID already exists in the Indirect Costs data pane, then nothing happens. Only new records are copied.
Multipliers
Multipliers work in conjunction with the Calculation Basis developed in the Indirect Costs (on page 285) data pane to define the equations
used to calculate Indirect Costs on Control Accounts. This feature is used when Staffing Plan (see "Plans" on page 354) or Schedule Resources
(see "Resource Assignments (Schedule Activities)" on page 390) are used to derive the Labor hours or Non-labor bare costs.
The Enterprise Multipliers and Multipliers subpanes are used to define Multiplier records which determine how one or several Indirect Costs
are calculated. Multiplier records are assigned to one or more Categories (see "Enterprise Categories" on page 275). For instance, you may
have one Multiplier record that is assigned to Labor Categories and a different Multiplier record that is assigned to Non-labor Categories.
Note that you only need to develop Enterprise Multipliers if the Multipliers are standardized across several projects. Enterprise
Multipliers must be copied to the project's Multipliers table.
Indirect Cost Multipliers can change over the course of a project. You can forecast those changes by defining the Indirect Cost Multipliers by
Enterprise Periods (on page 264) or Reporting Periods (on page 593). Indirect Cost Multipliers would be defined in the Multipliers-Rates by
Reporting Period subpane for the first Reporting Period. Then, in a later Reporting Period, a new Indirect Cost Multiplier is defined as a
change to the Multiplier is anticipated. As an example, you plan to start with a Fringe multiplier of 1.40, however, in the third period, you
anticipate the multiplier to increase to 1.50, and then later reduce back to 1.40 in the sixth period.
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The following tables show how Indirect Cost Multipliers work with the Calculation Basis defined in Indirect Costs (on page 285) to define a
complete equation that is used calculate Indirect Costs. Notice that the Indirect Labor Cost calculations in the first table are slightly different
from the Indirect Non-labor Cost calculations. The Direct Costs are the Bare Labor Costs and Bare Non-labor Costs of the project.
Indirect Cost Multiplier Calculation Basis (from Indirect Costs) Indirect Labor Cost Calculations
Bare Cost 100 Hours x $50/hour = $5000

Fringe 1.40 Direct $5000 x 0.40 = $2000
Overhead 1.60 Direct $5000 x 0.60 = $3000
G&A 1.20 Direct, FR, OH ($5000 + $2000 + $3000) x 0.20 = $2000
Fee 1.10 Direct, FR, OH, G&A ($5000 + $2000 + $3000 + $2000) x 0.10 = $1200
Indirect Cost Multiplier Calculation Basis (from Indirect Costs) Indirect Non-labor Cost Calculations
Bare Cost $10,000

G&A 1.15 Direct $10,000 x 0.15 = $1500
Fee 1.10 Direct, G&A ($10,000 + $1500) x 0.10 = $1150
However, as discussed earlier, Indirect Cost Multipliers are defined by Reporting Period. In the following example, the time phased direct
labor costs developed either from a Staffing Plan or Scheduled Resources, are extended using the same Indirect Cost Multipliers with the
exception that these Multipliers change from one period to another. The first table shows the Fringe and Overheads calculated on time
phased Bare Costs. Notice in the last period, the Bare Cost Rate changes for $50/hr to $60/hr. The multipliers are assigned on the first period
and, in the case of the Fringe multiplier, the Multiplier changes in later periods. The second table indicates how G&A and a Fee are calculated.
The G&A rate changes in the last period.

Period Bare Cost
1 1.40 1.60 20 hrs x $50/hr = $1000 $1000 X 0.40 = $400 $1000 X 0.60 = $600
2 30 hrs x $50/hr = $1500 $1500 x 0.40 = $600 $1500 X 0.60 = $900
3 1.50 30 hrs x $50/hr = $1500 $1500 x 0.50 = $750 $1500 X 0.60 = $900
4 40 hrs x $50/hr = $2000 $2000 x 0.50 = $1000 $2000 X 0.60 = $1200
5 30 hrs x $50/hr = $1500 $1500 x 0.50 = $750 $1500 X 0.60 = $900
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Period Bare Cost
6 1.40 50 hrs x $60/hr = $3000 $3000 x 0.40 = $1200 $3000 X 0.60 = $1200
TOTAL $10,500 $4700 $5700

Period
G&A Fee G&A Fee
1 1.20 1.10 ($1000+$400+$600) x 0.20 = $400 ($1000+$400+$600+400) x 0.10 = $240

2 ($1500+$600+$900) x 0.20 = $600 ($1500+$600+$900+$600) x 0.10 = $360
3 ($1500+$750+$900) x 0.20 = $630 ($1500+$750+$900+$630) x 0.10 = $378
4 ($2000+$1000+$1200) x 0.20 = $840 ($2000+$1000+$1200+$840) x 0.10 = $504
5 ($1500+$750+$900) x 0.20 = $630 ($1500+$750+$900+$630) x 0.10 = $378
6 1.30 ($3000+$1200+$1200) x 0.30 = $1620 ($3000+$1200+$1200+$1620) x 0.10 = $702
TOTAL $4720 $2562
To Define Multipliers:
1) For Enterprise Multipliers, select Enterprise > Cost > Multipliers. For Project Multipliers, select Define > Cost > Multipliers.
3) Click in the Multiplier ID box and enter a Multiplier ID.
4) Click in the Description box and enter a Description or a long title that describes the Multiplier record.
5) In the Enterprise Multipliers-Rates by Enterprise Period subpane or the Multipliers-Rates By Reporting Period subpane, click the
Select Indirect ID icon on the navigation toolbar and select an Indirect Cost ID to assign Multipliers as well.
a. The Select Indirect ID drop-down also acts as a filter. If an Indirect ID is selected, then only the records with this ID are displayed
in the subpane.
b. If the Select Indirect ID drop-down is set to blank, all records added to the subpane are displayed.
6) Click the subpane's Add Record icon, select one or more Enterprise/Reporting Periods, and click OK.
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a. If the Allow Rate Changes option is enabled on various periods in the Enterprise Periods (on page 264) or the Reporting Periods
(on page 593) form, then only those selected periods are available in the Add Records form.
7) For each record added, click in the Indirect Cost Multiplier cell and enter an Indirect Cost Multiplier.
a. The multiplier values must be equal to or greater than 1.00 unless the Indirect Cost record being used has its Calculation Basis
defined as Hours.
8) Repeat Steps 5 through 7 to add other Indirect IDs and define the Indirect Cost Multipliers by period.
Enterprise Multipliers are not used to calculate costs on a project. However, you can copy the Enterprise Multiplier records to the project's
Multipliers data pane. For instance, you might have a set of standard Multipliers that are used on government contracts and another set that
are used on commercial contracts that are maintained as Enterprise Multipliers. When you have a project that is going to use the government
multipliers, you would copy those particular Multipliers to the project's Multipliers data pane.
To Copy Enterprise Multipliers to Multipliers:

1) Select Define > Cost > Multipliers.
2) Click the Copy Enterprise Multipliers icon on the navigation toolbar.
3) Check one or more Enterprise Multiplier records and click OK.
a. New Multiplier IDs are added and existing Multiplier IDs are updated.
Escalations
The Baseline Budget, Approved Budget, Control Budget, Financial Budget, and Estimate to Complete costs can be escalated (see "Escalation"
on page 93) over the life of a project. Escalations records define the way Escalation Percentages are applied by Reporting Period. If escalation
is applied uniformly across the project, then you only need to create one Escalations record. However, you can create multiple Escalations
records to account for various escalation rate increases. For instance, you might need to escalate labor differently from materials.
You have a choice as to which Reporting Periods will have Escalation Percentages applied. The percentages are assigned to these Reporting
Periods in the Escalations-Percentages by Reporting Period subpane.
Once defined, the Escalations records are assigned to Cost Elements (see "Control Elements" on page 600). The escalation is then calculated
for each Cost Element using a compounding calculation.
Note that the Escalation Percentages feature is only displayed if the Escalation option in the Project Settings (on page 202) is
enabled.
To Define Escalation Percentages:

1) Select Define > Cost > Escalations.
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3) Click in the Escalation ID box and enter an Escalation ID.
4) Click in the Description box and enter a Description of the Escalation Percentages record.
5) In the Escalation Percentages-Percentages By Reporting Period subpane, click the Add Record icon, check one or more Reporting
Periods checkboxes, and click OK.
Note that only the Reporting Periods have been identified to Allow Rate Changes in the Reporting Periods data pane are
displayed, unless no Reporting Periods have been identified as such. In which case, all Reporting Periods are displayed.
6) Click in each Percent cell and enter an Escalation Percentage. The percentage applied is compounded, therefore only the nominal
increase for each period should be entered. As an example, if the increase in March is 3.0% and the increase in June is 3.0%, then the
compounded escalation starting in June is calculated as (1.03 x 1.03) -1 = 6.09%.
Engineering (Define)
The Engineering ribbon group on the Define tab is where commands are found to define standards and definitions for a project which are
specific to functions associated with the Engineering Package.
Document Status
Document Status is used to categorize Engineering Documents based on their progress in the document generation and approval process.
They are useful in searching for documents using a filter and for grouping, sorting, and summarizing data in reports.
For example, the list of Document Status codes could include the following:
 Checked
 Approved
 Issued
 On Hold
 Canceled
These status definitions are used as column header labels in the Document Status and Document Summary reports.
To Define Document Status:

1) For Enterprise Document Status codes select Enterprise > Engineering > Document Status. For Project Document Status codes, select
Define > Engineering > Document Status.
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3) Click in the Document Status ID cell and enter a Document Status ID.
4) Click in the Description box and enter a Document Status Description.
5) To sort these records differently than the alphanumeric sort of the Document Status ID, click in the Sort Code box and enter a Sort
Code.
Engineering Classes
The Engineering Classes definition is used to classify groups of Engineering Documents and Engineering Accounts that will utilize a common
set of progress Milestones. For instance, General Arrangement drawings will use one set of progress Milestones that are typically different
than those used for Isometric drawings, calculations, and/or specifications.
Each Engineering Class is assigned a template of progress Milestones. Each milestone represents a step in the development of an Engineering
Document or Engineering Account and is assigned a Percent Complete. When an Engineering Class is assigned to an Engineering Document or
Engineering Account, the Milestone Template can be copied to an Engineering Document or Engineering Account. As the Engineering
Document or Engineering Account is statused, the Percent Complete associated with the highest milestone completed is the Percent
Complete calculated for the Engineering Document or Engineering Account.
Progress Milestones are listed in sequential order, first to last, using a Milestone number. Each Milestone is assigned a Percent Complete. The
lowest percentage is applied to the first Milestone and is increased with each successive milestone. The following example demonstrates the
sequential order of Milestones and the Percent Complete applied to each for a General Arrangement Drawing:

01 Planning 10%
02 Layout 25%
03 Preliminary Design 40%
04 Final Design 60%
05 Checking 80%
06 Issue For Approval 90%
07 Issue For Construction 100%
These templates of progress Milestones ensure a consistent and objective approach to entering status against documents of a similar nature
and tasks. It also makes the status process more efficient.
Note that in order for progress Milestones to be useful on individual Engineering Documents or Engineering Accounts, the Percent Complete
Method assigned to each document must be either MME or MIL.
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To Define Engineering Classes:

1) For enterprise Document Classes select Enterprise > Engineering > Engineering Classes. For project Document Classes, select Define >
Engineering > Engineering Classes.
3) Click in the Engineering Class ID box and enter an Engineering Class ID.
4) Click in the Description box and enter an Engineering Class Description.
5) In the Milestone subpane, click the Add Record icon.
6) Click in the Milestone cell and enter Milestone ID. Be sure to enter IDs that sort Milestones in successive order.
9) Click in the Work Days cell and enter average number of Work Days to perform the specific step. This data is for information only.
10) Repeat Steps 6 through 10 to enter additional Milestones.
Equipment/Materials (Define)
The Equipment/Materials ribbon on the Define tab is where commands are found to define standards and definitions for a project which are
specific to functions associated with the Equipment/Materials package.
Inspection Levels
The Inspection Level is used to indicate the inspection requirement assigned to a Purchase Requisition. This pertinent information is used by
the purchasing agent to ensure proper documentation is assigned to a Request For Quotation (RFQ) or a Purchase Order pertaining to
inspections.
The Inspection Level ID is a user-defined alphanumeric code. A corresponding Inspection Level Description is included, such as in the examples
shown below:
 No Inspection Required
 Full Quality Check
 Limited Quality Check
 Test Full Operation of Equipment
 Visual Check for Damage Only
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To Create Inspection Level settings:

1) For Enterprise Inspection Levels, select Enterprise > Equipment/Materials > Inspection Levels. For Project Inspection Levels, select
Define > Equipment/Materials > Inspection Levels.
3) Click in the Inspection ID box and enter an Inspection Level ID.
4) Click in the Description box and enter an Inspection Level Description.
Purchase Orders and Contracts (Define)

The Purchase Orders and Contracts ribbon on the Define tab is where commands are found to define standards and definitions for a project
which are specific to functions associated with the Procurement and Contracts packages.
Events
Events are a listing of standard steps or events that an organization must complete to manage the Procurement or Contracting process. The
Events form is only used to generate the titles of the various Events; it has nothing to do with sequencing of the events. Events are assigned at
the Enterprise level to create a standard list of Events that can be used by all projects. Events can also be assigned at the Project level.
Each Event is identified for use in Purchase Order schedules, Shipment schedules, or Contract schedules. The Event list should include items
that start when Purchasing or Contracts receive a Purchase Requisition until the procured item arrives on site or the contract is closed.
Some common Events that take place throughout the Contract process include:
 Issue Request for Quotation or Request for Proposal
 Receive Bids
 Issue Purchase Order or Contract
 Ship Materials
 Arrive at Site
 Required at Site
The Event Title is displayed in certain on-screen forms. In reports, the Event Title is not used in column headers because it could create
potential issues with overlapping labels. Instead, two additional fields are used to produce a more compact Event Title for column headers;
the Report Label-Upper and Report Label-Lower fields. When a report using Event Titles is printed, the Upper Title is printed above the Lower
Title.
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To Define Events:
1) For Enterprise Events, select Enterprise > Purchase Orders and Contracts > Events. For Project Events, select Define > Purchase
Orders and Contracts > Events.
3) Click in the Event ID cell and enter a unique Event ID.
4) Click in the Event Title cell and enter an Event Title.
5) Click in the Report Label-Upper cell and enter the first portion of the Event Title.
6) Click in the Report Label-Lower cell and enter the last portion of the Event Title.
7) Click the Data Type drop-down and select Contracts, Purchase Orders, or Shipments.
8) Click the Standard Event drop-down and select a Standard Event.
9) To sort these records differently than the alphanumeric value of the Event ID, click in the Sort Code cell and enter a Sort Code.
Event Templates
Once the titles of Events have been defined, specific Events can be grouped and sequenced together by creating an Event Template. An Event
Template is essentially a standard sequence of Procurement, Shipment, or Contracting activities. Multiple Event Templates can be developed
for Purchase Orders, Shipments, and/or Contracts. These templates are used when creating a Request For Quotation/Purchase Order,
Shipment, or a Request for Proposal/Contract in order to quickly apply a standard set of Events. Event Templates are assigned at the
Enterprise level to create templates that can be used by all projects or at the Project level.
As an example, you may want to create Event Templates for Mechanical Equipment Procurements, Mechanical Equipment Shipments, Bulk
Material Procurements, Engineering Service Contracts, Construction Contracts, and Piping Fabrication.
Each Event on a template should have Durations assigned. These are the average duration in calendar days that it takes for the Event to be
completed. In addition, each Event is assigned a Weight. This weighting is for information only. In the future it will be used as a factor in
calculating a Purchase Order or Contract's percent complete.
To Define Event Templates:

1) For Enterprise Event Templates, select Enterprise > Purchase Orders and Contracts > Event Templates. For Project Event Templates,
select Define > Purchase Orders and Contracts > Event Templates.
3) Click in the Event Template ID cell and enter a unique Event Template ID.
4) Click in the Description cell and enter an Event Template Description.
5) Click the Data Type drop-down and select Contracts, Purchase Orders, or Shipments. This defines which templates each item can
access.
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6) Click the Events subpane, click the Add Record icon, and select one or more Event IDs, and click OK.
7) For each Event added to the list:
a. Click in the Duration cell and enter the Average Calendar Days it takes to complete the Event.
b. Click in the Weight cell and enter a Weight Factor that may be used to determine the Percent Complete of Purchase Orders or
Contracts.
Payment Terms
The Payment Terms form is used to define Payment Terms for the Enterprise or Project. Payment Terms indicate when payments are
contractually obligated to be made as negotiated between the Buyer and the Seller. Usually, there is a specific time in calendar days from
when the invoice is sent to the Buyer to when the payment must be made. In some cases, payments may need to be made up front, either in
advance or when the procured items are delivered or contract services are rendered.
To Define Payment Terms:

1) For Enterprise Payment Terms, select Enterprise > Purchase Orders and Contracts > Payment Terms. For Project Payment Terms,
select Define > Purchase Orders and Contracts > Payment Terms.
3) Click in the Payment Terms ID cell and enter a unique Payment Terms ID.
4) Click in the Description cell and enter a Payment Terms Description.
5) Click in the Days Payment Due After Invoice Issued cell and enter the maximum number of Calendar Days before the payment must
be paid after the invoice is issued.
Delivery Terms
The Delivery Terms form is used to define Delivery Terms for the Enterprise or Project. Delivery Terms indicate how and/or where the
procured items are to be delivered or contract services are rendered, as negotiated between the Buyer and the Seller.
To Define Delivery Terms:

1) For Enterprise Delivery Terms, select Enterprise > Purchase Orders and Contracts > Delivery Terms. For Project Delivery Terms, select
Define > Purchase Orders and Contracts > Delivery Terms.
3) Click in the Delivery ID cell and enter a unique Delivery ID.
4) Click in the Description cell and enter a Delivery Terms Description.
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Delivery Addresses
Delivery Addresses are used in various Requests for Quotation/Purchase Orders, Request for Proposal/Contracts, and Prime Contracts
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documents printed by PRISM . You can define a standard set of Delivery Addresses at the Enterprise or Project level. Standard Delivery
Addresses (on page 300) simplify the process of adding addresses to an individual Request for Quotation/Purchase Order and Request for
Proposal/Contract.
There are four types of Delivery Addresses that can be defined. For each type of Delivery Address, you can define multiple Delivery Addresses:
Note that you can use an ID structure that helps separate the different types of Delivery Addresses. For instance, the Address
IDs for all communication Delivery Addresses can begin with the title COMM followed by a sequential number (i.e., COMM1,
COMM2, etc.).
To Define Delivery Addresses:

1) For Enterprise Delivery Addresses select Enterprise > Purchase Orders and Contracts > Delivery Addresses. For Project Delivery
Addresses select Define > Purchase Orders and Contracts > Delivery Addresses.
3) Click in the Address ID box and enter a Delivery Address ID.
4) Click in the Description box and enter a Description that explains the use for the Delivery Address.
5) Click in the Address box and enter the complete Delivery Address.
Invoice Management (Define)

The Invoice Management ribbon on the Define tab is where commands are found to define standards and definitions for a project which are
specific to functions associated with the Invoice Management package.
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Invoice Status
The Invoice Status form is used to define Invoice Status codes for the Enterprise or Project. Invoice Status codes are used indicate the current
status of an Invoice. Each Status ID is assigned a system-defined Stage, which determines how commitment data is affected on the Invoices, as
described below.
 None - the invoice record is not complete and the invoice cost is not added to the commitment data.
 Pending - the invoice is pending to be approved and invoice cost is added as an unapproved invoice.
 Approved - the invoice is approved and the invoice cost is added as an approved invoice.
 Paid - the invoice is paid and the cost is added as an approved Invoice.
To Define Invoice Status Codes:

1) For Enterprise Invoice Status codes select Enterprise > Invoice Management > Invoice Status. For Project Invoice Status codes select
Define > Invoice management > Invoice Status.
3) Click in the Status ID cell and enter a unique alphanumeric Invoice Status ID.
4) Click in the Description cell and enter an Invoice Status Description.
5) Click the Stage drop-down and select one of the four system-defined Stages; None, Pending, Approved, or Paid.
6) To sort these records differently than the alphanumeric sort order of the Status ID, click in the Sort Code cell and enter a Sort Code.
Invoice Collections
The Invoice Collections form is used to define Invoice Collection codes for the Project. Invoice Collection codes can be used to categorize an
Invoice's collection requirements. As an example, you can use these codes to define the size of the invoice in terms of cost, which could
determine the approval requirements.
To Define Invoice Collection Codes:

1) Select Define > Invoice Management > Invoice Collections.
3) Click in the Collection ID cell and enter a unique alphanumeric Invoice Collection ID.
4) Click in the Description cell and enter an Invoice Collection Description.
5) To sort these records differently than the alphanumeric sort order of the Collection ID, click in the Sort Code cell and enter a Sort
Code.
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Services Rendered
The Services Rendered form is used to define Services Rendered codes for the Enterprise or Project. Services Rendered codes can be used to
categorize an invoice by the type of services that the vendor is performing.
To Define Services Rendered Codes:

1) For Services Rendered codes select Enterprise > Invoice Management > Services Rendered. For Project Services Rendered codes
select Define > Invoice Management > Services Rendered.
3) Click in the Services ID cell and enter a unique alphanumeric Services Rendered ID.
4) Click in the Description cell and enter a Description that describes the services rendered.
5) To sort these records differently than the alphanumeric sort order of the Service ID, click in the Sort Code cell and enter a Sort Code.
Field Management
The Field Management ribbon on the Define tab is where commands are found to define standards and definitions for a project which are
specific to functions associated with the Field Management package.
Rules of Credit
The Rules of Credit definition is used to create a template of standard Rules to track progress on Progress Accounts and Progress Items. Each
Rules of Credit is assigned a template of Rules. Each Rule represents a step in the Field that must be completed for a Progress Account or
Progress Item. A Rule is assigned a Quantity Unit (i.e., cubic yards, lineal feet) and the Planned Quantity. The Rule is then weighted which will
help measure the progress based on the Planned Quantity and the Quantity Completed.
For example, a Site Preparation on a Field Management project could use one set of Rules, while installing electrical equipment would require
a different set of Rules. However, in both cases, for either a Progress Account or Progress Item a standard set of rules could be established for
both Field activities to track progress.
When a Rules of Credit is assigned to a Progress Account or Progress Item, the Rules need to be copied over to the Rules of Credit subpanes.
The Rules are listed in a sequential order, first to last, using an alphanumeric identifier. Each Rule is assigned a weight. The total weight of all
the Rules should equal 100, meaning that when all the Rules have been completed; the Progress Item or Progress Account is 100 percent
complete.
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Note that this is different than assigning Milestones where one milestone cannot be started until the previous has been
completed. Sometimes during Field activities, several Rules will be performed simultaneously; therefore, some Rules may not be
completed in a sequential order.
The following example shows the Rules that could be assigned for Site Preparation and Excavation.
Rule ID Description Quantity Planned Weight

Unit Quantity
01 Site Prep EA 1,000 5.0

02 Trench Excavation CY 1,000 25.0
03 Gravel Fill CY 1,000 5.0
04 Grading CY 1,000 25.0
05 Backfill CY 1,000 25.0
06 Grade CY 1,000 15.0
These templates of Rules ensure a consistent and standard approach to enter status against Progress Accounts and Progress Items of a similar
nature. It also makes the progressing of a project more efficient.
Note that in order for a Rules of Credit to be useful on individual Progress Items and Progress Accounts, the Percent Complete
Method assigned must be set to ROC.
To Define Rules of Credit:

1) For Enterprise Rules of Credit, select Enterprise > Field Management > Rules of Credit. For Project Rules of Credit, select Define >
Field Management > Rules of Credit.
3) Click in the Rules of Credit ID box and enter a Rules of Credit ID.
4) Click in the Description box and enter a Rules of Credit Description.
5) If Distribution Curves are to be used, click the Time Phased Data Curve ID drop-down and select a Curve ID.
6) In the Rules of Credit subpane, click the Add Record icon.
7) Click in the Rule ID cell and enter a Rule ID. Be sure to enter IDs that sort the Rules in successive order.
8) Click in the Description cell and enter a Rule Description.
9) Click in the Quantity Unit cell and enter a Quantity Unit.
10) Click in the Planned Quantity cell and enter the number of Planned Quantities.
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11) Click in the Weight cell and enter a Weight. Note that the sum of the Weights for all the Rules that are defined must equal 100.
Note that if the total weight for the Rules of Credit does not equal 100, forecasts and earned value reporting will not be
accurate.
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Import/Export
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The Import/Export tab is where commands to import data into and export data out of PRISM are found. This includes shared
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import/export routines that are used in every PRISM package, as well as import/export commands that are specific to each package.
Shared (Import/Export)
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The Shared ribbon group on the Import/Export tab is where commands are found to import data into tables in PRISM , as well as export data
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from tables in PRISM . These commands are available for use no matter which PRISM package is enabled.
Import/Export Data
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Almost every data table in PRISM can be exported from PRISM into a variety of common file formats, such as Microsoft Excel. Conversely,
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data can be imported from these file formats back into PRISM .
The Import and Export forms are divided into four panes.
 Table Menu - upper-left pane
 Specification List - lower-left pane
 Import/Export Specification - upper-right pane
 Fields and Filter - lower-right pane
To generate an Import/Export Specification you must first select a table from the Table Menu. This is a tree structure which categorizes the
multitude of tables. Only the tables that you have permission to access are displayed.
Under each category you will see the Table Title for each table. Once a table is located, you can click the Table Title. By doing so, the
Import/Export Specification form for that particular table is displayed. If there are any saved Import/Export Specifications, the first
specification is displayed.
The Specification List is a list of every Import/Export Specification that has been created and saved for the table selected in the Table Menu.
This is similar to a Navigation Pane (on page 152) and includes a navigation toolbar, allowing you to add and delete specifications, print or
export the list of specifications, etc.
A table's Specification List is empty until the first Import/Export Specification is created. To create a new Import/Export Specification, you
must enter a Specification ID and Description. You can access an existing Import/Export Specification by selecting a Specification ID from the
Specification List.
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Note that you must have the Import Data option enabled and the Run Processes permission assigned in the User Permissions in
order to import data. Only the tables associated with the package that you have permission to access are only available to
import/export data. Additionally, importing of historical time phased data (data prior to the current Reporting Period) requires
you to also have the Exclusive Use permission option assigned and you must open the project in Exclusive Use.
The file formats that can be imported/exported include:

 Microsoft Excel 2007 (*.xlsx)
 Microsoft Excel 97/2003 (*.xls)
 Comma Delimited (*.csv)
 Extensible Markup Language (*.xml)
You can also apply a Filter (on page 193) when exporting data. When importing data, a filter is not necessary unless you are deleting data.
When data is exported, you can define the Column Headers for the exported file; Field Names, Group Titles, or Field Descriptions. By default
the export file Column Headers will be Field Names.
The list fields associated with the selected table are displayed in the Fields pane. The fields to be imported or exported are selected from this
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list. The first time you plan to import data into specific panes and forms, it is suggested that you seed those panes and forms in PRISM with a
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couple of records of data. You can then export those tables from PRISM , selecting all of the fields, so that you can see what fields actually
contain data and to see the data format for each field. This file becomes your starting point for creating your import file. You can then modify
the exported data file by removing the unnecessary fields and adding in the data to be imported. Be sure the format of the exported data is
maintained when inputting new data into the file. Reset the fields on the import parameter to only include the fields you intend to import.
The import process is similar to the export process except for two extra selections.
 Skip Header Lines - you can choose the number of header lines to skip in the file being imported.
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 Delete Existing Records - this function will delete the existing data in PRISM for the selected table as a precursor to the import
process. However, this feature should be used with caution. It is unusual that you would want to erase all existing records in a table.
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The records imported affect data in PRISM in one of two ways depending on the Field ID.
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 If a Field ID in the import file matches a Field ID in PRISM , then the other fields of the imported record replace the existing data in
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PRISM .
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 If a Field ID in the import file does not match a Field ID in PRISM , then a new record is created in PRISM with all the fields of data
imported from the file.
Note that only those fields selected are imported.
There are some important issues you must consider when importing.
 Be sure to Archive prior to importing. This allows you to restore your original data if your import file was incorrectly developed.
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Chapter 19 Import/Export
 You cannot change a Field ID using the import process. The Replace IDs (on page 691) utility is used to perform this function. Any new
Field IDs entered in the import file will simply create a new record.
 When importing from a Microsoft Excel workbook, the worksheet located in the first position is the only worksheet imported.
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It is possible that the file being imported contains records where the Key Field ID is duplicated. PRISM may allow you to import these
Duplicate Records. However, the last duplicate record imported overwrites the previous duplicate record.
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 It is suggested that you enter a small amount of data into PRISM and then use the export feature to export the data to a file. This
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will provide you an example file that will help you create an import file in a format that PRISM can import.
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 PRISM allows fields from more than one data table to be exported at the same time, however, only fields from one data table can
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be imported into PRISM at a time.
To Import Data From or Export Data To a File:

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1) Prior to importing data into PRISM , Archive (on page 213) the PRISM project. This is optional but highly recommended.
2) Select Import/Export > Shared > Import/Export.
3) In the Table Menu pane found in the upper left-hand corner, click the Table Tree Structure to drill-down and locate a table, and click
a Table to import or export.
4) Click the Add Record icon, click in the Specification ID box and enter a Specification ID. If an Import/Export Specification was
previously created, use the Navigation Pane to locate and select the desired Specification.
5) Click in the Description box and enter a Specification Description.
6) Click the File Name browse icon, locate a Folder Location, select a File Format (.xls, .xlsx, .csv, .xml), enter a File Name, and click
Open.
7) To import data, enter the Number of header lines to skip in the Skip Header Lines box. The value is set to 1 for Microsoft Excel files
and 0 for other files.
8) When importing data, DO NOT check the Delete Existing Data checkbox unless you are absolutely certain you want to delete the
records in the table.
9) When exporting data, there are three options for defining the Column Headers in the export file, Field Names, Group Titles, and
Descriptions.
Note that the Group Titles option will use the Field Names for all fields except for Groups and User-Defined Field Amounts.
10) In the Fields subpane, check the Include checkbox for each field you want to include in the import or export file.
Note each Key Field record is automatically checked and cannot be unchecked.
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a. The Table field indicates which PRISM table the data are being imported into or exported from. Some Data Table selections
from Step 6 actually export data from multiple tables. The data table the field corresponds to is identified in this column.
b. The Field Name identified in the Name column is used as the column header for each exported field.
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c. A rarely used feature is the Sort column where the sort order of the exported fields can be modified by entering an
alphanumeric value.
d. The Type column indicates the character types which include the following:
 C Character
 D Date
 L Boolean Logic (one digit numerical)
 M Memo (unlimited characters)
 N Numerical
 V Variable Character
e. The Width column indicates the total number of characters in a field, including decimal characters.
f. The Decimal column indicates the total number of decimal places in a field.
11) Apply a Filter (on page 193), if necessary. You can access the Filter by clicking the Filter tab to view the Filter subpane.
12) Click the Start Import icon on the navigation toolbar to start the import process or click the Start Export icon to start the export
process.
a. If the data are what you expected, click the Complete Import or the Complete Export icon and the data will be imported or
exported.
b. If not, click the Cancel Import or the Cancel Export icon and the data will NOT be imported or exported.
Note that there is an option to Import New Records Only. This option will filter the import records and import only the records
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from the external file into PRISM that do not currently exist. New data from existing records will not be imported if this box is
checked. This option is only available when importing data.
Cost (Import/Export)
The Cost ribbon group on the Import/Export tab is where commands are found to import and export cost data specific to the Cost
Management package. This includes importing accounting data as well as importing and exporting a Control Account's time phased data.
Import Accounting Data

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The most accurate and efficient way to enter Actuals and Commitment data into PRISM is to import it using the Import Accounting Data
calculation. Actuals and Commitments can be imported multiple times in a Reporting Period. Each time you import, the new data is
appended to the existing data unless the Delete Existing Accounting Data checkbox is enabled. This is useful if you receive multiple files of
Actuals or Commitments. For instance, you might be provided data files from multiple contractors as well as your company's accounting
system. Another possibility is that you are provided separate import files each week but the project is based on monthly Reporting Periods.
Each week of data can be imported separately.
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Note that deleting existing accounting data will not remove Accrual Reversals or data that does not have a Data Source defined
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as FIN, meaning it was imported into PRISM .
When this feature is used, data is imported into the Period Actuals data pane and the Commitments data pane, which are essentially holding
tables. The data is not automatically entered into the Control Accounts data pane until the Calculate Control Account Totals (on page 394)
calculation is run. However, you can simultaneously run this calculation by enabling the Calculate Control Account Totals checkbox found
on the import form.
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In order for Accounting data to be imported correctly into PRISM , the import file must match PRISM 's requirements. First you will export
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data from your accounting system into a file format that PRISM can read; usually this is Microsoft Excel. Next, you will re-sequence columns
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of data and format the data to match the PRISM requirements. The Fields button on the Import Accounting Data data pane opens the Field
Definitions for Importing Data form. This form describes each field required in the import file in the sequence necessary. It also indicates the
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Format Type and Length for each field. Note that the import files should have a header row, however, PRISM imports data based on the
sequence of the fields and not the header titles.
Note that ARES Project Management LLC can be contracted to create a single button automated process where the native file
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from your account system is automatically re-sequenced, formatted, and then imported into PRISM .
When the import process is run, the Data to be Appended form displays all of the records in the import file. You should review this form to be
sure data is being imported into the correct columns and is formatted correctly. Any record can be removed from the import.
Note that you must have the Allow Data Import option in the User Permissions assigned to you in order to import data.
Error Checking
An Error Checking system determines if there are any Control Accounts or Control Elements being imported that are not currently defined in
the project.
For each imported record, the Control Account IDs are reviewed against the Ledger Account Code table. If a match is found, then the record's
data is applied against the cross-walked Control Account ID. If no match is found, then it is reviewed against the Control Account IDs in the
Control Account data pane. If a match is found, then the records data is applied against the Control Account ID. If no match is found then the
Control Account ID is highlighted with Red text in the Import Preview form during the import process. At this point you can choose one of two
paths. The first is to cancel the import at that time, fix the import file, and re-import the file. The second is to continue with the import, in
which case, a Select Records form appears allowing you to choose any or all of the highlighted Control Accounts to be created. If you do create
Control Accounts in this manner, you will need to revisit those accounts and enter additional data or assign links to other data, as necessary.
A very similar process takes place for Control Element IDs, except that it reviews data in the Ledger Elements Codes table and the Control
Elements form.
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To Import Accounting Data:

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1) Export the Actuals data or Commitment data from your Accounting application to Microsoft Excel (or other file format that PRISM
is able to import).
2) Select Import/Export > Cost > Import Accounting Data.
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3) Re-sequence and format the Import File to match PRISM 's requirements. Click the Fields buttons on the Import Accounting Data
form to view the Field Definition requirements.
4) Click the Commitments File Name browse icon, select the Import File Type, either Excel Workbook (*.xlsx) or Excel 97/2003 (*.xls),
5) Click the Period Actuals File Name browse icon, select the Import File Type, either Excel Workbook (*.xlsx) or Excel 97/2003 (*.xls),
6) Click in the Skip Headers Lines and enter the Number of Header Lines in the import files.
7) By default, the Delete Existing Accounting Data option is checked. Leave this checked to delete any data in the Period Actuals data
pane or the Commitments data pane and import the new data.
a. This will only delete Period Actuals or Commitments that were previously imported. These records are distinguished by the Data
Source being assigned as FIN for financial.
b. Data is only deleted if a corresponding import file is selected. If left unchecked, the imported data is appended to any existing
data in the Period Actuals or the Commitments data panes.
8) By default, the Options radio button is set to None.
a. Click the Calculate Control Account Totals radio button to transfer Period Actuals to the Control Accounts data pane and
associated subpanes.
b. Click the Calculate Totals and Spread Time Phased ETC to transfer Period Actuals to the Controls Accounts data pane and
associated subpanes and re-spread the Estimate to Complete in the in the Control Accounts-Time Phased Data subpanes.
9) Click Import.
10) If you want to delete existing accounting data, click OK to the prompt. If you click Cancel, the import process is halted.
11) Review the Import Preview form to ensure the data is sequenced and formatted properly. IDs highlighted in RED text currently do not
exist in the project's database.
12) Click Complete Import to continue with the process or Cancel Import to cancel the process.
13) If you continue importing, any Control Account IDs or Control Element IDs previously highlighted in RED text are displayed in forms.
IDs that are left checked will be added to the project, unchecked IDs will not be added. Click OK to each form.
14) Click OK to the remaining prompts.
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Import/Export Time Phased Data

Time Phased Data can be imported and exported using the normal import and export utilities, however, this process will more than likely
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cause Total Data and Time Phased Data, which are maintained in separate tables, to be mismatched. PRISM provides two special
calculations that are specific to importing and exporting Time Phased Data to ensure there are no mismatched data issues.
The main purposes for using this process are to:
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 Import time phased data that was exported from a scheduling application. This makes PRISM 's data exactly match the scheduling
application's spread.
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 Import historical data into a PRISM project that was created several periods after the project started.
When importing or exporting Time Phased Data, you must determine the following:
 File Name and Location of the import/export file
 Range of Periods to import/export
 Data Type to import/export
Note that the Allow Data Import option in the User Permissions must be assigned to you in order to import data. Additionally,
importing of historical time phased data (data prior to the current Reporting Period) requires you to have the Exclusive Use
permission option assigned and you must open the project in Exclusive Use. These permissions are in addition to having Run
Processes permissions for All Projects. Data will not be imported by simply having Run Processes permissions on individual
projects.

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 Import Escalated Data - this option assigns an indicator to the Control Accounts-Time Phased Cost subpane which indicates if the
Baseline Budget, Approved Budget, Control Budget, or Estimate to Complete data imported was escalated data. It will also apply an
indicator to the Control Accounts-Cost Elements subpane if the Calculate Totals option was selected for any of these Data Types.
 Add Values - for each Data Type you can choose to have the imported data appended to the existing data or have it replace the
existing data.
 Calculate Totals - for several Data Types you can choose to have the control account totals calculated based on the summary of the
Time Phased Data being imported; Baseline Budget, Approved Budget, Control Budget, Actual/ETC, and the User-Defined Amounts.
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PRISM .
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The selections you choose when importing or exporting data are saved in order to be accessed at a later time. This is called an Import/Export
Specification and you can create as many as you need.
To Import Time Phased Data to or Export Time Phased Data from a File:
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1) Prior to importing Time Phased Data into PRISM , Archive (on page 213) the PRISM project. This is optional but suggested.
2) Select Import/Export > Cost > Import/Export TPD.
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5) Click the File Name browse icon, select the File Format, enter or select the File Name and Folder Location, and click Open.
6) Click the Start Period picklist and select the Reporting Period that is the beginning of the range of periods to be imported or
exported. If this is left blank then the data imported begins with the projects first Reporting Period.
7) Click the Finish Period picklist and select the Reporting Period that is the end of the range of periods to be imported or exported. If
this is left blank then the data imported ends with the projects last Reporting Period.
9) For importing data:
a. Enter the Number of header lines to skip in the Skip Header Lines box. The default value is set to 1.
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b. Check the Delete Existing Data checkbox to delete all Time Phased Data currently in PRISM that matches how the Filter is
applied.
c. Check the Import Escalated Data checkbox to import Time Phased Cost Data that has been Escalated. If checked, the Cost
Elements escalated budget will be displayed in the Control Accounts-Cost Elements and Control Accounts-Time Phased Cost
subpanes. If unchecked, the Cost Element budgets will not be escalated.
10) In the Fields subpane, for each field to be imported or exported, check the Field checkbox.
11) For those fields selected to be imported:
a. Check the Calculate Totals checkbox if you want the Control Account data pane and the Control Accounts-Control Element
subpanes to be revised based on the summarized value from the Control Accounts-Time Phased Data subpanes.
b. Check the Add Values checkbox if you want to append the values to the existing values. If not checked, then the existing value is
replaced with the imported value.
12) Apply a Filter (on page 193) if necessary.
13) Click the Start Import or Start Export icon. Preview the data being imported or exported.
a. If the data is what you expected then click the Complete Import or Complete Export icon and the data will be imported or
exported.
b. If not, click the Cancel Import or Cancel Export icon and the data will NOT be imported or exported. Fix the data and perform the
import/export process again.
Import/Export Staffing Plan

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Staffing Plan data can only be imported and exported into PRISM using the Import/Export Staffing Plan feature. The normal import/export
form does not allow you to select the Staffing Plan tables, only the Project Staff table.
When importing or exporting Staffing Plans, you must determine the following:
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 Data Type to import/export: Budget Plans or Estimate to Complete Plans


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PRISM .
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The selections you choose when importing or exporting data are saved in order to be accessed at a later time. This is called an Import/Export
Specification and you can create as many as you need.
To Import Staffing Plans to or Export Staffing Plans from a File:

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1) Prior to importing Staffing Plans into PRISM , Archive (on page 213) the PRISM project. This is optional but suggested.
2) Select Import/Export > Cost > Import/Export Staffing Plans.
6) By default, the Budget Data Type is selected, meaning that Budget Plan data will be imported/exported. Click the ETC radio button in
order to import/export Estimate to Complete Plans.
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b. Check the Delete Existing Data checkbox to delete all Plans data currently in PRISM that matches how the Filter is applied.
11) In the Fields subpane, check each Field checkbox to be imported or exported.
exported.
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User Guide
Export Acumen Data

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If the Acumen Fuse application is used to analyze PRISM data then the Export Acumen Data command is used to export PRISM data to a
file that can be directly imported into Acumen Fuse. The file exported is a Microsoft Excel file containing data by Control Account ID, by
Control Element, and by Reporting Period. The data includes cost and hours for several types of data, schedules dates, and Group IDs.
To Export Acumen Data:

1) Select Import/Export > Cost > Export Acumen Data.
2) Click the File Name browse icon, select a File Location, enter a File Name, and click Save.
4) Click Export.
5) Click the View File icon next to the File Name browse icon to open an exported file.
Budget (Import/Export)
The Budget ribbon group on the Import/Export tab is where a command is found to import estimate data specific to the Cost Management
package. Budget Details and the Cost Element details are imported from a spreadsheet or PRISM Project Estimator.
Import Budget Details

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An estimate built externally from PRISM using a commercial estimating application or Microsoft Excel can be imported into the Budget
Details data pane. The most common file type to import is a Microsoft Excel spreadsheet. Almost all commercial estimating applications can
export their data to Microsoft Excel.
The following file formats can be imported:
 XLSX - Microsoft Excel Office 2007 Worksheet (*.xlsx)
 XLS - Microsoft Excel 97/2003 Worksheet (*.xls)
 CSV - Comma Delimited (*.csv)
Note that only the first worksheet in a workbook is imported.
During the import process, you can Delete Existing Budget Detail Records that are stored in the Budget Details data pane. If a filter is applied,
then only the records included are deleted. If no filter is selected, then all of the existing Budget Details records are deleted.
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The import file includes fields of data that indicate Control Elements. Generally, you will want to create Control Elements in PRISM that
match the Control Elements being imported. However, there is an option that allows you to Create Missing Control Elements Records in
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PRISM from those identified in the import file. This process will only add Control Element IDs, and you will have to define the Control
Element descriptions and any other associated data in the Control Elements form.
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In order to import a spreadsheet into PRISM , the fields imported and the character type and length must match the PRISM requirements.
The import form has a Fields button that opens the Field Definitions form. This form provides the requirements for the sequence of data, the
data type, and data length.
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There must be a column in the Microsoft Excel spreadsheet for each item in this form. PRISM is only interested in the Sequence of the
columns and is not concerned with field names. Therefore, the first column in the spreadsheet must contain the ID; the second column must
contain the Description, and so on.
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The format of each cell must conform to PRISM 's requirements. This means that data entered into each column of the spreadsheet must be
of the defined Type for the field. Text data will be truncated if longer than the defined length of the field.
The data Types are defined below.
Type Title Description
C Character Text field with a limited field length

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D Date Date field, which can be empty or as plain text, must match the format date format used by PRISM
L Logical (0 or 1) Equivalent to True/False, On/Off, Yes/No

M Memo Long text field (2,000 character maximum)
N Numerical Number field with a limited field length
V Variable Character Text field with a limited field length
The numeric value for Length indicates the maximum number of characters. The data input can be the maximum number of characters or less.
The Length value for Numerical data types includes the decimal point and decimal values.
The Template button found on the Field Definitions form allows you to export the fields to a Microsoft Excel spreadsheet, which contains no
data. This provides you the correct data types and field sequence in which to start entering data into the spreadsheet.
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You can assign up to 20 Cost Elements in the estimate spreadsheet to Cost Elements in PRISM . You may want to define the Cost Elements in
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PRISM prior to importing the estimate, although, you can use the Create Missing Control Elements Records option to automatically define
the Cost Elements during the import process.
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To Import Budget Details:

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1) Prior to importing data into PRISM , archive (on page 213) the PRISM project. This is optional but suggested.
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2) Re-sequence and format the Import File to match PRISM 's requirements. Click the Fields buttons on the Import form to view the
Field Definition requirements.
3) Select Import/Export > Budget > Import Budget Details.
4) Click the File Name browse icon, locate a Folder Location, select a File Format (.xls, .xlsx, .csv, .xml), enter a File Name, and click
Open.
Note that only the first worksheet in the Microsoft Excel workbook is imported.
5) Check the Delete Existing Budget Detail Records With Filter checkbox if you want to delete existing Budget Details. A blank Filter
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causes all existing Budget Details in PRISM to be deleted.
6) Check the Create Missing Control Element Records checkbox if you want Control Element IDs in the import file to be included in the
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Control Elements table in PRISM .
7) Apply a Filter (on page 193), if necessary
8) Click Import.
Schedule (Import/Export)
The Schedule ribbon group on the Import/Export tab is where commands are found to import schedule data specific to the Cost Management
package. This includes importing schedule activity data from a spreadsheet or importing schedule data from external scheduling
applications.
Import Activities
Generally, it is best to Import a schedule from Primavera or Microsoft Project because a significant amount of data contained in the
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scheduling application is transferred directly into PRISM . However, there are cases when you do not have access to the scheduling
application. In such a case you can import a Spreadsheet or Flat File and the most common spreadsheet imported is Microsoft Excel.
Delete Existing Activities Option

If schedule data was previously imported, some or all of the schedule Activities can be deleted when importing a new set of data.
Your choices are:
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 None - no Activities are deleted. This is the default option.

 Filter - only Activities that meet the Filter condition are deleted.
 All - all Activities are deleted.
It is unusual to delete schedule data; therefore care should be taken when using this option.
Only Activities from the Activities data pane and Activity Resource Assignments from the Activities-Resources subpane are deleted. Resources
in the Resources data pane are not deleted, as well as Control Accounts that were created from a previous schedule import.
Create Control Accounts Option

When importing a schedule, you have the option to automatically create Control Accounts. You must have the Fields Used for Control
Account IDs setup to generate Control Account IDs from various codes in Primavera® P6. In the schedule import file, you must enter a Control
Account ID in the activity record.
Create Control Account / Activity Cross-reference Option

Activities are cross-referenced to Control Accounts in order for schedule dates and progress to be transferred from the Activities table to the
Control Accounts table. This option is used to automatically create the cross-reference.
Note that if a schedule Activity spreadsheet file is imported, then the Control Account must be defined in the Import file. If a
Primavera or Microsoft Project schedule is imported then the Fields Used for Control Account IDs option must be used to define
the Control Account ID.
Field Definition Requirements

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Schedule Dates Option

The Schedule Data option defines which schedule data is being imported. Only one set of schedule dates are imported at a time. However,
the Schedule Data option allows you to apply the imported schedule dates to any or all four sets of schedules dates at once; either the
Baseline, Approved, Control, or Current schedule dates. When a project is baselined, typically all four sets of schedule dates are populated at
the same time. This ensures the dates are the same for each Activity. As the project is executed, you may be keeping at least two schedules,
the Approved Schedule and the Current Schedule. In this case, you can import each schedule independently and choose which set of dates in
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PRISM to be updated.
To Import Activity Data (Flat File Format):

1) Select Import/Export > Schedule > Import Activities.
2) Click the File Name browse icon. Locate and select the Flat File to be imported. Click the Fields button on the Import form to view the
Field Definition Requirements.
a. The default file format is Microsoft Excel workbook (.xlsx). If you want to select a different file format, click the File Name
drop-down and select a File Format.
3) Check one or more of the four Schedule Dates checkboxes.
a. Baseline Dates
b. Approved Dates
c. Control Dates
d. Current Dates
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4) Check the Delete Existing Activities Using Filter checkbox to delete any activities currently in the Activities data pane. If a filter is not
applied, all activities are deleted.
5) Check the Create Control Accounts checkbox if you want to create Control Accounts in the Control Accounts data pane based on the
Control Accounts assigned to Schedule Activities in the flat file being imported.
6) Check the Create Control Account / Activity Cross-reference checkbox if you want to create cross-references between Schedule
Activities in the Schedule Activities data pane and Control Accounts in the Control Accounts data pane. This cross-reference is based
on Control Accounts assigned to Schedule Activities in the flat file being imported.
8) Click Import.
Import Primavera P6 Data

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The most common schedule to import into PRISM is a Primavera P6 schedule. This is a direct import meaning there is no need to first export
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Primavera data to a flat file, such as Microsoft Excel. PRISM simply connects to the Primavera database and pulls data across into PRISM .
There are some differences between importing a Primavera P6 schedule and importing a spreadsheet file. These differences include:
 More data is imported from a Primavera schedule than a spreadsheet file. This includes all Activity Codes and Resources.
 Control Accounts can be automatically created during the import process.
 Control Account IDs can be created from a combination of fields generated from the Primavera schedule.
 There are choices to include or not include Summary activities.
 Activity weighting can be generated from duration of Activities, or hours or cost assigned to resources on each Activity.
 There is a choice to include or not include resources data, hours only, or both cost and hours from resources.
Note that you must have access on your computer to Primavera P6 in order for the import process to work.
Delete Activities Option

Your choices are:
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Add Project to Activity ID / WBS ID Option

This option applies to importing Primavera P6 schedules. Primavera utilizes an enterprise database meaning every project's schedule is
developed in a single database. Primavera creates uniqueness to their schedule activities and WBS records by applying the Project ID to the
beginning of each Activity ID and WBS ID. If two separate schedules are created, the approved schedule and the current schedule, then the
Activity IDs are not the same because the Project IDs for the two schedules must be different.
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PRISM handles this problem by stripping off the Project ID from the Activity IDs and the WBS IDs.
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Multiple Primavera P6 schedules can be imported into PRISM at one time, therefore adding the Project ID to the Activity ID and the WBS ID
may be important to ensure record ID uniqueness.
There are three choices:
 No - Project ID not included on Activity IDs or WBS IDs.
 Before - Project ID added; Project ID first, followed by a hyphen, and then the Activity or WBS ID.
 After - Project ID added; Activity or WBS ID first, followed by a hyphen, and then the Project ID.
Activities Option
Primavera P6 and Microsoft Project schedules can include what are called Summary Activities. A Summary Activity spans from the earliest
date to the latest date for a group of activities. Generally, these are used to visually summarize a group of Activities on the schedule and as
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such do not provide any useful information in PRISM .
Note that in Primavera P6 the Summary Activities are labeled WBS Summary and Level of Effort.
You have three choices:

 All - includes all Activities including Summary Activities, the default option.
 No Summaries - includes all Activities except Summary Activities.
 Summaries Only - only includes Summary Activities.
WARNING: Depending on the Activity Weight Option used, Summaries can adversely affect time phasing of data if they are
assigned to Control Accounts. You can choose to not import any Summary Activities.
Alternatively, in some schedules, resource-loading is only entered on Summary Activities. In this case, you can choose to only import Summary
Activities.
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Activity Weight Option

If utilized, Activity Weight affects the calculation of Progress and Time Phasing of Budgets for Control Accounts. You can choose from four
weighting methods:
None - Typically used when the schedule is not Resource-loaded. Weighting is NOT assigned to Activities and weighting calculations are based
on the number of Activities.
Duration Weighting - Weighting is derived from the durations of each Activity; typically used if the schedule is non resource-loaded. However,
it can provide some misleading results. This stems from the fact that Activity durations may not correspond closely to how resources are
planned. For example, a long duration Activity may have relatively little resources assigned, whereas, a short duration Activity may have many
resources assigned. If a schedule's Activity durations have a strong correlation to planned resources then this is a good choice.
Hours Weighting - Weighting is derived from the Quantity/Hours data applied to each resource assigned to an Activity in a resource-loaded
schedule. If the Create Control Account/Activity Cross-reference option is enabled, then Hours Weighting is assigned to each Control Account
in the Activities-Control Account Cross-reference subpane. If this option is not enabled, then Hours Weighting is assigned to each Activity in
the Activities data pane.
Cost Weighting - Weighting is derived from the Cost data applied to each resource assigned to an Activity in a resource-loaded schedule. This
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is the best method to use because it ensures the time phasing developed in a resource-loaded schedule is closely approximated in PRISM . If
the Create Control Account/Activity Cross-reference option is enabled, then Cost Weighting is assigned to each Control Account in the
Activities-Control Account Cross-reference subpane. If this option is not enabled, then Cost Weighting is assigned to each Activity in the
Activities data pane.
Resource Data Option

The Resource Data option allows the user to choose which resource data to import from a resource-loaded schedule. This data does not affect
Activity weighting.
 None - No resources are imported; select this choice for importing non resource-loaded schedules.
 Hours Only - Resources, resource assignments to Activities, and assigned hours to each resource are imported.
 All - Resources, resource assignments to Activities, and assigned hours and cost to each resource are imported.
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Schedule Data Option

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When importing a schedule, you have the option to automatically create Control Accounts. You must have the Fields Used for Control Account
IDs setup to generate Control Account IDs from various codes in Primavera P6.

Concatenate Codes for Group IDs Option

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Primavera P6 Activity codes are imported into the PRISM Group Codes. The Primavera P6 codes are hierarchal, meaning they are built using
levels. If the Concatenate Codes option is enabled then the entire Activity code is imported. If this option is disabled, then only the lowest
level of the code is imported. The table below shows an example of some Primavera P6 Activity codes and the portion of the code that is
imported into the Group Codes, depending if this option is enabled or not.
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P6 Activity Code Option Enabled Option Not Enabled
10
10.01 10.01 01
10.02 10.02 02
10.03 10.03 03
11 11 11
12
12.01 12.01 01
12.02 12.02 02
13 13 13
As you can see from the example above, if the option is not enabled, there is the possibility of having duplicate codes generated.
Fields Used for Control Account IDs Options

Primavera P6 and Microsoft Project schedules have a variety of data assigned to each Activity. When creating Control Account IDs and/or
creating Control Account cross-references, you can use this data to create Control Account IDs. To do so, you must select one or more fields
from the schedule using the Fields Used for Control Account IDs option.
Before selecting a schedule to import, there are some default fields displayed. For Primavera P6 schedules those fields are Cost Account,
Resource, Activity ID, and WBS. For Microsoft Project schedules there is just the WBS field. After selecting the schedule to import, additional
fields are displayed. For Primavera P6 schedules those fields are the Activity Codes fields. Only the first 23 codes are displayed. You can use
Primavera to adjust which Activity Codes are at the top of the list. For Microsoft Project schedules the Text Fields 1 through 30 are displayed.
To create Control Account IDs, you can select one or more of these fields. The codes assigned to the selected fields that are associated with a
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schedule Activity are combined to generate a Control Account ID cross-reference in PRISM . The default sequence of how the fields are
combined is based on the top to bottom sequence of fields in this option. However, you can change the sequence by entering a numeric value
in the Sort field. Codes are then combined using an ascending sort order. A Separator can be placed in between each field selected. The
separator symbol can be any character and will appear after the field for which it is entered. Typically a "." period or a " - " dash is used.
Sometimes you do not want the entire code in the field to create the Control Account ID. You can choose to use the beginning range of
characters instead. This is referred to as the Length. For instance, the WBS might be 10 digits long but you intend to only use the first six
characters of the WBS for developing the Control Account IDs.
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As an example, three schedule fields are used to create the Control Account ID and the length of each field to be used is assigned.
 WBS (4 digits)
 Area/Department Full Length (4 digits)
 Phase Full Length (4 digits)
A separator code "." is placed between each field.
If an Activity has the following codes:
 WBS - 109491
 Area/Dept - MECH
 Phase - ENGR
Then the Control Account ID assigned to this Activity is 1094.MECH.ENGR.
P6 EPS/Project Codes
The Primavera P6 database is enterprise-centric meaning that all of the schedules built in it are created and maintained in a single database.
You have the choice to import either one project, multiple projects, a single EPS node (which is Primavera's method for grouping several
projects), multiple EPS nodes, or any combination of these. When importing multiple projects, the Add Project to Activity/WBS ID option can
be used to ensure Activity IDs and WBS elements are not duplicated.
P6 User Name, Password, and Database

In order to connect to the Primavera P6 database you will need to the Primavera User Name and Password and the type of database used by
Primavera. If you are using Oracle or Microsoft SQL Server, you will need the name of the Primavera P6 Server, where the database is located,
and the specific name given to the P6 database. If you are using a Web Service, you will need to know the URL address to connect to the P6
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API to use the PRISM middleware. This information is usually provided by your company's Database Manager for Primavera. For standalone
applications of Primavera P6, privuser serves as both the User Name and Password.
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Note that some companies want to keep this P6 connection data private and inaccessible to normal PRISM Users. There is a P6
Connection form found in the Administration ribbon tab. If the P6 connection data is entered in this form, then these fields are
disabled in the Import Primavera P6 form. The User will only have to identify the EPS or Project Code in order to import P6 data.
To Import Primavera P6 Schedule Data:

1) Select Import/Export > Schedule > Import Primavera P6.
2) Click one of the three Delete Activities radio buttons.
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a. None - If no existing Activities in PRISM need to be deleted.
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b. Filter - If some existing Activities in PRISM need to be deleted. Note that a Filter must be applied.
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c. All - If all existing Activities in PRISM need to be deleted.
3) Click one of the three Add Project to Activity ID/WBS ID radio buttons.
a. No - Project ID not included on Activity IDs or WBS IDs.
b. Before - Project ID added; Project ID first, followed by a hyphen, and then the Activity or WBS ID.
c. After - Project ID added; Activity or WBS ID first, followed by a hyphen, and then the Project ID.
4) Click one of the three Activities radio buttons.
a. All - Includes all Activities including Summary Activities; the default option.
b. No Summaries - Includes all activities except Summary Activities.
c. Summaries Only - Only includes Summary Activities.
5) Click one of the four Activity Weight radio buttons.
a. None - No Activity weighting is entered.
b. Duration - Activity Duration is entered as the weighting.
c. Hours - Quantity for each resource assigned to an Activity are summarized and used as weighting. The schedule must be
Resource-Loaded.
d. Cost - Cost for each resource assigned to an Activity are summarized and used as weighting. The schedule must be
Resource-Loaded and include Cost.
6) Click one of the three Resource Data radio buttons.
a. None - No resources are imported; select this choice for importing Non Resource-Loaded schedules.
b. Hours Only - Resources, assignments to Activities, and assigned hours are imported.
c. All - Resources, assignments to Activities, and assigned hours and cost are imported.
7) Check one or more of the Schedule Data checkboxes.
a. Baseline Data
b. Approved Data
c. Control Data
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d. Current Data - Typically used when creating the Baseline

8) Check the Create Control Accounts checkbox, if creating Control Accounts is necessary.
9) Check the Create Control Account/Activity Cross-reference checkbox, if a cross-reference between Schedule Activities and Control
Accounts is necessary.
10) The Concatenate Codes for Group IDs checkbox is checked by default and links codes to the assigned Group IDs.
11) In the EPS/Project Codes group box, click one of the two radio buttons; EPS or Project.
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a. EPS - if selected, PRISM Group Codes are derived from P6 Global Activity Codes.
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b. Project - if selected, PRISM Group Codes are derived from P6 Project Activity Codes.
12) Click in the EPS/Project Codes box and enter an EPS Node ID, a Project ID, or any combination of codes, each separated by a comma.
These IDs are from Primavera P6. All of the projects associated with an EPS Node will be imported along with any Projects that are
individually identified to be imported.
Note that care should be taken to not import the same Project twice in the same import. Also, when importing multiple
projects, if the Project ID is not added to Activities and the WBS then you must be certain that no duplicate Activity IDs will be
imported.
13) The following P6 Database Connection data is entered if it has not been defined in the P6 Connection (on page 249) form in the
Administration ribbon tab.
a. Oracle - if Primavera is configured to utilize Oracle for its database.
b. Microsoft SQL Server - if Primavera is configured to utilize Microsoft SQL Server for its database.
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c. Web Service - if Primavera is configured to utilize P6 API with the PRISM Web Service.
14) If Oracle or Microsoft SQL Server has been selected, click in the Server box and enter the Server Name, which is the network location
where Primavera is located. This information should be provided by your Database Administrator.
15) If Oracle or Microsoft SQL Server has been selected, click in the Database box and enter the Database Name. This information should
16) If Web Service has been selected, click in the URL box and enter the URL address for the webserver. This information should be
provided by your Database Administrator.
17) Click in the Server box and enter the Server Name, which is the network location where Primavera is located. This information should
18) Click in the Database box and enter the Database Name. This information should be provided by your Database Administrator.
19) Utilize the Fields Used for Control Account IDs option to develop the Control Account structure and coding.
21) Click Import.
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Import Microsoft Project Data

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Microsoft Project schedule data can be directly imported into PRISM meaning there is no need to first export Microsoft Project Data to a
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flat file, such as Microsoft Excel. PRISM simply connects to the Microsoft Project database or a web service and pulls data across into
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PRISM .
There are some differences between importing a Microsoft Project schedule and importing a spreadsheet file. These differences include:
 More data is imported from a Microsoft Project schedule than a spreadsheet file. This includes all Activity Codes and Resources.
 Control Account IDs can be created from a combination of fields generated from the Microsoft Project schedule.
 There are choices to include or not include Summary Activities.
The Task IDs in Microsoft Project do not remain stable. When importing a schedule, each task must have a unique and stable identification
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number. PRISM uses Microsoft Projects WBS number assigned to each task as the Activity ID in PRISM because it does not automatically
change. Since a schedule is imported several times during the life of a project, it is important the WBS identifier on the external schedule is
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never changed by the scheduler. If the WBS identifier is changed, then PRISM has no way of understanding how this new WBS identifier links
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to the old WBS identifier. Therefore, additional schedule Activities will be created in PRISM during the import process.

Your choices are:
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Activities Option
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Activities.

weighting methods:
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Activity weighting.

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When importing a schedule, you have the option to automatically create Control Accounts. You must have the Fields Used for Control Account
IDs setup to generate Control Account IDs from various fields in the Microsoft Project schedule.

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Fields Used for Control Account IDs Option

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 WBS (4 digits)
 WBS - 109491
 Phase - ENGR
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Fields Used for Schedule Groups Option

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Microsoft Project schedules have 30 Text Fields. The data in those fields can be used to populate any Schedule Group in PRISM . Once a
schedule has been selected to be imported, the Fields Used for Schedule Groups option is populated with the list of Text Fields from the
Microsoft Project schedule. You can select any Text Field and assign it to a Schedule Group. Once the schedule is imported the Groups in
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PRISM are populated with data from the schedule.
To Import Microsoft Project Schedule Data from a Database:

1) Select Import/Export > Schedule > Import Microsoft Project.
2) Click the File Name browse icon. Locate and select the .MPP file for the desired project. The filename and location is displayed in the
browse feature box. Click the Fields button on the Import form to view the Field Definition requirements.
3) Click in the Activity ID Prefix box and enter a Prefix, if necessary.
4) Click in the Activity ID Suffix box and enter a Suffix, if necessary.
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b. No Summaries - Includes all Activities except Summary Activities.
Resource-Loaded.
a. None - No resources are imported; select this choice for importing Non Resource-Loaded schedules
b. Hours Only - Resources, assignments to Activities, and assigned hours are imported
c. All - Resources, assignments to Activities, and assigned hours and cost are imported
9) Click one of the four Schedule Data checkboxes.
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a. Baseline Data
b. Approved Data
c. Control Data
d. Current Data - Typically used when creating the Baseline.
11) Check the Create Control Account / Activity Cross-reference checkbox, if a cross-reference between Schedule Activities and Control
13) Click Import.
To Import Microsoft Project Schedule Data from a Web Service:

1) Select Import/Export > Schedule > Import MS Project Server.
2) Click in the URL box and enter the URL Address where the MS Project database is located.
Note that this connection can be established by the Administrator. If this is the case, the URL will appear when the import form
is opened.
3) After the URL has been entered, click the List Projects button and the available projects will be displayed in the Project Name box.
4) Select one or more Projects.
5) Repeat Steps 5 through 13 above to define Import options.
Import Microsoft Project Server

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Microsoft Project schedule data can be directly imported into PRISM by connecting to the Microsoft Project Server using a web service.
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PRISM simply connects to the database using a web service and pulls data across into PRISM . To import Microsoft Project Files, you need
to establish a connection, which is done by entering a URL address for the Microsoft Project API.
Note that the Allow Data Import option in the User Permissions must be assigned to you in order to import data.
A connection to the Microsoft Project database can be established by the System Administrator at the Administration level. If this has been
done, the URL will be displayed as read-only and the projects located in the database connection will be listed by clicking on the List Projects
button.
Note that the Microsoft Project Server uses Microsoft Integrated Security for controlling access to projects to import.
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There are some differences between importing a Microsoft Project schedule and importing a spreadsheet file. These differences include:
 More data is imported from a Microsoft Project schedule than a spreadsheet file. This includes all Activity Codes and Resources.
 Control Account IDs can be created from a combination of fields generated from the Microsoft Project schedule.
 There are choices to include or not include Summary Activities.
The Task IDs in Microsoft Project do not remain stable. When importing a schedule, each task must have a unique and stable identification
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number. PRISM uses the Microsoft Projects WBS number assigned to each task as the Activity ID in PRISM because it does not
automatically change. Since a schedule is imported several times during the life of a project, it is important the WBS identifier on the external
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schedule is never changed by the scheduler. If the WBS identifier is changed, then PRISM has no way of understanding how this new WBS
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identifier links to the old WBS identifier. Therefore, additional schedule Activities will be created in PRISM during the import process.

Your choices are:
Activities Option
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Activities.

weighting methods:
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Activity weighting.
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When importing a schedule, you have the option to automatically create Control Accounts. You must have the Fields Used for Control
Account IDs setup to generate Control Account IDs from various fields in Microsoft Project schedule.

Fields used for Control Account IDs Option

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 WBS (4 digits)
 WBS - 109491
 Phase - ENGR
Fields Used for Schedule Groups Option

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Microsoft Project schedules have 30 Text Fields. The data in those fields can be used to populate any Schedule Group in PRISM . Once a
schedule has been selected to be imported, the Fields Used for Schedule Groups option is populated with the list of Text Fields from the
Microsoft Project schedule. You can select any Text Field and assign it to a Schedule Group. Once the schedule is imported the Groups in
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PRISM are populated with data from the schedule.
To Import Microsoft Project Data from a Web Services:

1) Select Import/Export > Schedule > Import MS Project Server.
2) Click in the URL box and enter a Web Service address. This box will be disabled if a the URL connection is established at the
Administration level.
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Note that the Microsoft Project server assumes the User will be authenticated by Windows integrated security. This is done
because Microsoft Project Server is a SharePoint application that handles standard Windows integrated security and because
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PRISM is a standard Windows application.
3) Once the URL has been entered, click the List Projects button to list all the projects in the Microsoft Project database. Projects will not
be automatically populated when a URL address is entered to increase performance and ensure if the URL address is changed that the
correct Project list will be displayed.
4) Click in the Project Name box; select one or more projects in which to import Project files.
a. If the database connection is established using this form, click the List Projects button to view all the database projects.
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b. No Summaries - Includes all Activities except Summary Activities.
Resource-Loaded.
a. None - No resources are imported; select this choice for importing Non Resource-Loaded schedules
b. Hours Only - Resources, assignments to Activities, and assigned hours are imported
c. All - Resources, assignments to Activities, and assigned hours and cost are imported
9) Click one of the four Schedule Data checkboxes.
a. Baseline Data
b. Approved Data
c. Control Data
d. Current Data - Typically used when creating the Baseline.
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11) Check the Create Control Account / Activity Cross-reference checkbox, if a cross-reference between Schedule Activities and Control
13) Click Import.
SmartPlant Materials
The SmartPlant Materials ribbon group on the Import/Export tab is where commands are found to export Control Account and Schedule
Activity data to the Cost Management package, as well as, import Purchase Order commitment data to the Cost Management package.
Export SmartPlant Control Accounts

If Intergraph's SmartPlant Materials application is used to manage procurements or manage materials on a project, it may be useful to export
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Control Account data from PRISM to a file that can be directly imported into SmartPlant. This data can be used in SmartPlant to assign
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Control Accounts and Cost Elements developed in PRISM to procurements.
The file exported is a CSV file using comma delimited format. It contains the Control Account ID, the Control Account Description, and the Cost
Elements assigned to the Control Account.
Note that the Export SmartPlant Control Accounts command is only displayed if the SmartPlant Interface option in Project
Settings is enabled.
To Export Control Account Data for Importing into SmartPlant:

1) Select Import/Export > SmartPlant Materials > Export Control Accounts.
4) Click Export.
5) Click the View CSV File icon next to the File Name browse icon to open an exported file.
Export SmartPlant Schedule Activities

If Intergraph's SmartPlant Materials application is used to manage procurements or manage materials on a project, it may be useful to export
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Schedule Activity data from PRISM to a file that can be directly imported into SmartPlant. This data can be used in SmartPlant to assign
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Activities developed in PRISM to procurements.
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The file exported is a CSV file using comma delimited format. It contains the Activity ID, the Activity Description, and the Current Early Start
Date.
To Export Schedule Activity Data for Importing into SmartPlant:

1) Select Import/Export > SmartPlant Materials > Export Activities.
4) Click Export.
5) Click the View CSV File icon next to the File Name browse icon to open an exported file.
Import SmartPlant Purchase Order Commitments

If Intergraph's SmartPlant Materials application is used to manage procurements or manage materials on a project, you may want to export
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the Purchase Order Commitment data from SmartPlant and import it into PRISM . This could eliminate the need to use the Import
Accounting Data feature to import commitments.
The file exported from SmartPlant Materials is a CSV file. The Fields button on the Import SmartPlant PO Commitments form opens a Fields
Definition form that describes the fields sequence and format.
To Import SmartPlant Purchase Order Commitment Data:

1) Export the Purchase Order Commitment data from the SmartPlant Materials application to a CSV file format.
2) Select Import/Export > SmartPlant Materials > Export Activities.
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3) Re-sequence and format the Import File to match PRISM 's requirements. Click the Fields buttons on the Import SmartPlant PO
Commitments form to view the Field Definition requirements.
4) Click the File Name browse icon, select the File Name and Folder Location, and click Save.
5) The SmartPlant import file contains a field called Cost Element ID, which is populated with either an M for Materials or an E for
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Equipment. The SmartPlant Cost Element ID must be linked to a Cost Element ID in PRISM , in order for the cost data to be
appropriately imported.
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a. Click the Material Cost Element drop-down and select a Cost Element that is already defined in PRISM .
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b. Click the Equipment Cost Element drop-down and select a Cost Element that is already defined in PRISM .
6) Click the View CSV File icon next to the File Name browse icon to open the selected file. This will help you determine if the fields are
in the right sequence and format before the import process is initiated.
7) Click Import.
Engineering (Import/Export)
The Engineering ribbon group on the Import/Export tab is where you will find commands used to import either Actual Period Hours or Actual
to Date Hours pertaining to engineering work performed.
Import Actual Hours

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Actual Hours can be imported into PRISM to globally populate Engineering Accounts and Engineering Documents. You can either import
Period Actual Hours or Actual to Date Hours. Whichever is imported, the import routine will automatically calculate the other value on each
Engineering Account or Engineering Document.
To import Actual Hours for Engineering Documents, the Show Document Actual Hours must be set to Read-only or Editable in the
Engineering Settings form. If you choose to import Actual Hours for Engineering Documents, Actual Hours for Engineering Accounts cannot be
imported. The Engineering Documents Actual Hours will be used to calculate the Period Actual Hours and the Actual To Date Hours for the
Engineering Accounts.
Also, when importing Actual hours, you have the choice to delete the existing Actual Hours in the Engineering Accounts data pane or
Engineering Documents data pane.
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Error Checking
An Error Checking system determines if there are any Engineering Accounts or Engineering Documents being imported that are not currently
defined in the project. For any Engineering Account or Document, if no match is found, then the Engineering Account ID or the Engineering
Document ID is read-only in the Import Preview form during the import process. At this point, you can choose one of two paths. The first is to
cancel the import at that time, fix the import file, and re-import the file. The second is to continue with the import, in which case, a Select
Records form appears allowing you to choose any or all of the highlighted Engineering Accounts or Documents to be created. If you do create
Engineering Accounts or Document in this manner, you will need to revisit those accounts or documents and enter additional data or assign
links to other data, as necessary.
To Import Actual Hours:

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1) Prior to importing data into PRISM , archive the project. This is optional but suggested.
2) Select Import/Export > Engineering > Import Actual Hours.
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3) Re-sequence and format the Import File to match PRISM 's requirements. Click the Fields buttons to view the Field Definition
requirements.
4) Click the Actual Hour File Name browse icon, select the Import File Type, either Excel Workbook (*.xlxs) or Excel 97/2003 (*.xls), and
select an Import File and Location.
6) Check the Delete Existing Actual Hours option to delete all Actual Hours previously entered in the Engineering Accounts data pane.
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7) Check the Calculate Engineering Progress checkbox if you want to update the Percent Complete and Earned Value calculations for
Engineering Accounts at the same time the Actual Hours are imported.
8) For the Import Type option, click one of the two radio buttons:
a. Period Actuals - select this option if you are importing Period Actual Hours. This is the default option.
b. Actual to Date Hours - select this option if you are importing Actual to Date Hours.
9) The Import Level is a read-only menu that shows where the Actual Hours will be imported; either at the Engineering Account or
Engineering Document level. If the Show Document Actual Hours is set to Read-only or Editable in the Engineering Settings (on page
454) form, the hours will be imported at the Engineering Document level. If this setting is set to No, Actual Data will be imported at
the Engineering Account level.
10) Click Import.
Import/Export Time Phased Data (Engineering)

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Additionally, importing of historical time phased data (data prior to the current Reporting Period) requires you to also have the
Exclusive Use permission option assigned and you must open the project in Exclusive Use. These permissions are in addition to
having Run Processes permissions for All Projects. Data will not be imported by simply having Run Processes permissions on
individual projects.

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existing data.
 Calculate Totals - for several Data Types you can choose to have the engineering account totals calculated based on the summary of
the Time Phased Data being imported; Baseline Budget, Approved Budget, Control Budget, and Actual/ETC, and the User-Defined
Amounts.
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To Import or Export Time Phased Data from a File:

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1) Prior to importing Time Phased Data into PRISM , Archive the PRISM project. This is optional, but suggested.
2) Select Import/Export > Field Management > Import/Export TPD.
3) Click the Add Record icon, and click in the Specification ID box and enter a Specification ID. If an Import/Export Specification was
previously created, use the Navigation Pane to locate and select a Specification.
4) Click in the Description box and enter a Description.
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applied.
a. Check the Calculate Totals checkbox if you want the Engineering Account data pane to be revised based on the summarized
value from the Engineering Accounts-Time Phased Data subpane.
b. Check the Add Values checkbox if you want to append the values to the existing values. If not checked, then the existing value is
exported.
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Field Management (Import/Export)

The Field Management ribbon group on the Import/Export tab is where you will find commands used to import either Actual Period Data or
Actual to Date Data pertaining to Field Management work performed.
Import Actual Data

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Actual Quantities and Actual Hours can be imported into PRISM to globally populate Progress Accounts. Actual data can be imported
multiple times in a Reporting Period. Each time you import, the new data is appended to the existing data unless the Delete Existing
Accounting Data checkbox is enabled. This is useful if you receive multiple files of Actuals. For instance, you might be provided data files from
multiple contractors as well as your company's accounting system. Another possibility is that you are provided separate import files each
week but the project is based on monthly Reporting Periods. Each week of data can be imported separately.
When this feature is used, data are imported into the Progress Accounts-Period Actuals subpane. The data is not automatically entered into
the Progress Accounts data pane until the Calculate Field Management Totals (on page 582) calculation is run. However, you can
simultaneously run this calculation by enabling the Calculate Field Management Totals checkbox found on the import form.
Also, when importing Actual quantities and hours, you have the choice to delete the existing Actual Quantities and Hours in the Progress
Accounts data pane.
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The format of each cell must conform to PRISM 's requirements. This means that data entered into each column of the spreadsheet needs to
equal the Type and Length of the data defined in the Fields Definition form. The data Types are defined below.
When the import process is run, the Data to be Appended form displays all of the records in the import file. You should review this form to be
sure data is being imported into the correct columns and is formatted correctly. Any record can be removed from the import.
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Error Checking
An Error Checking system determines if there are any Progress Accounts being imported that are not currently defined in the project. For any
Progress Account, if no match is found, then the Progress Account ID is read-only in the Import Preview form during the import process. At
this point, you can choose one of two paths. The first is to cancel the import at that time, fix the import file, and re-import the file. The second
is to continue with the import, in which case, a Select Records form appears allowing you to choose any or all of the highlighted Progress
Accounts. If you do create Progress Accounts in this manner, you will need to revisit those accounts and enter additional data or assign links to
other data, as necessary.
To Import Actual Data:

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1) Prior to importing data into PRISM , archive the project. This is an optional step, but is recommended.
2) Select Import/Export > Field Management > Import Actual Data.
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3) Re-sequence and format the Import File to match PRISM 's requirements. Click the Fields button to view the Field Definition
requirements.
4) Click the Field Management Period Actuals File Name browse icon, and select the Import File Type, either Excel Workbook (*xlsx) or
Excel 97/2003 (*.xls), and select an Import File and Location.
5) Click in the Skip Header Lines and enter the Number of Header Lines in the import file.
6) Check the Delete Existing Actuals option to delete all the Actual Quantities and Hours previously entered in the Progress Account
data pane.
7) Check the Calculate Field Management Totals checkbox if you want to update the Percent Complete and Earned Value calculations
for Progress Accounts at the same time the Actual Quantities and Hours are imported.
8) Click Import.
Import/Export Time Phased Data (Field Management)

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Additionally, importing of historical time phased data (data prior to the current Reporting Period) requires you to also have the
Exclusive Use permission option assigned and you must open the project in Exclusive Use. These permissions are in addition to
having Run Processes permissions for All Projects. Data will not be imported by simply having Run Processes permissions on
individual projects.

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existing data.
 Calculate Totals - for several Data Types you can choose to have the progress account totals calculated based on the summary of the
Time Phased Data being imported; Baseline Budget, Approved Budget, Control Budget, and Actual/ETC, and the User-Defined
Amounts.
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To Import or Export Time Phased Data from a File:

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1) Prior to importing Time Phased Data into PRISM , Archive the PRISM project. This is optional, but suggested.
2) Select Import/Export > Field Management > Import/Export TPD.
3) Click the Add Record icon, and click in the Specification ID box and enter a Specification ID. If an Import/Export Specification was
previously created, use the Navigation Pane to locate and select a Specification.
4) Click in the Description box and enter a Description.
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applied.
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a. Check the Add Values checkbox if you want to append the values to the existing values. If not checked, then the existing value is
b. Check the Calculate Totals checkbox if you want the Progress Account data pane to be revised based on the summarized value
from the Progress Accounts-Time Phased Data subpane.
exported.
Import Mobile App Data

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Field progress data that has been input into PRISM Field Progressing can be imported into PRISM using the Import Mobile App Data utility.
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This utility allows Users to easily and efficiently import field data that was entered using a mobile device into PRISM to update progress and
performance data for Progress Accounts and Progress Items.
There are three types of data that can be imported from PRISM Field Progressing:
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 Period Actuals (Progress Accounts only) - can be imported into PRISM to globally populate Progress Accounts. A new record is
created in the Progress Accounts-Period Actuals subpane when the data is imported. Period Actuals from PRISM Field Progressing
cannot be appended to existing records and will not overwrite existing records. The data source for each imported record will be set
to MOB. After this data is imported, the Progress Account totals need to be calculated to update the Account's progress.
Note that when importing Period Actuals you cannot de-select certain fields. All fields from the Period Actual record that data
was input in PRISM Field Progressing is imported to the Period Actuals subpane.
 Rules of Credit (Progress Accounts and Progress Items) - Progress Accounts and Progress Items that are being progressed using Rules
of Credit can also be imported from PRISM Field Progressing. The Rules of Credit assigned to either the Progress Account or Progress
Item can be updated and statused. When data is updated for a Rule, the current data in the Rules of Credit subpane will be appended
when data is imported. The Progress Account and/or Progress Item must being using ROC for its percent complete method for Rules
of Credit data to be entered.
 Notes (Progress Accounts and Progress Items) - can be added to provide explanation for progress data.
After the data has been submitted and synced using PRISM Field Progressing, the data is transferred into the Staging Tables to be reviewed.
The data can either be Accepted, Rejected or No Action can be taken on the submitted records. If the data is Accepted, it is imported into the
corresponding Progress Accounts and Progress Items tables. The record will appear in PRISM Field Progressing as read-only and statused as
Approved.
If the record is Rejected, it will remain in the import, and be returned to the PRISM Field Progressing User to modify and re-submit.
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Note that the data submitted and synced from PRISM Field Progressing will remain in the import until the Field Management
Reporting Period is closed, including Approved records.
There are two Status IDs for records imported from PRISM Field Progressing.
 Submitted - assigned to a record when it is submitted from PRISM Field Progressing to be reviewed.
 Updated - assigned to a record that was previously Submitted or a Rejected record when it is re-submitted by the PRISM Field
Progressing user.
Note that you must have Run Process permissions and Exclusive Use of the project to import Field Progressing data using this
utility.
To Import Field Progressing Data:

1) Select Import/Export > Field Management > Import Mobile App Data.
2) Select either the Progress Accounts, Progress Items, or Progress Accounts Period Actuals tab.
3) For Progress Accounts and Progress Items, click the Expandable icon to view Rules of Credit data.
4) Review each record and check:
a. Approve - this record is imported into the corresponding fields. For Period Actuals, the data is imported into the Progress
Accounts-Period Actuals subpane. For Rules of Credit, data is imported into the Progress Accounts-Rules of Credit subpane
and/or Progress Items-Rules of Credit subpane.
b. Reject - this record will not be imported, and cannot be imported until it is modified and re-submitted by the PRISM Field
Progressing User.
c. No Action - this record will maintain the Submitted status until it is either Accepted or Rejected.
Note that if No Action has been taken on a Submitted record and the Reporting Period is closed, the record will be deleted from
the import feature.
5) Click Import.
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Chapter 20
Utilities
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The Utilities tab is where commands to perform special processes are found. This includes shared utilities that are used in every PRISM
package, as well as utilities that are specific to each package.
Shared (Utilities)
The Shared ribbon group on the Utilities tab is where shared utility commands are found. These utilities are available for use no matter which
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PRISM package is enabled.
Replace IDs
There are times when key field IDs need to be modified. However, you cannot simply change an ID in a data pane. If you try this approach, you
will only create new records.
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The reason you cannot directly change a key field ID is because IDs are used throughout PRISM in several related tables. Changing just one
ID in one form does not ensure the ID is appropriately modified in all the related tables.
Therefore, you can use the Replace IDs utility to change the key field ID of any table. This utility provides two different methods for replacing
IDs. The first method allows you to manually replace key field IDs. The second method allows you to import a list containing the existing key
field IDs and the replacement IDs.
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When IDs are replaced, they affect many tables in PRISM . The Update Mode determines exactly how tables are affected. The default mode
is All Tables and it is highly unlikely that you would need to select a different mode. The three modes available are described as follows:
 All Tables - Changes values in all panes and forms. This option is highly recommended.
 Key Field Table Only - Changes values only in panes and forms where the selected field is the key field. References are not
updated. For example, if an Activity ID is changed, the tables that cross-reference the Activity ID are not updated.
 Reference Tables Only - Changes values in all panes and forms except for the Master Table. For example, if an Activity ID is
selected, the tables that cross-reference the Activity ID are updated, while the Activity ID in the Activity data pane is not. This
mode is used to reassign references.
It is best to Archive (on page 213) the project or database prior to using this utility.
You must have Run Process permissions for the project for this utility to be enabled. If you are replacing IDs, you must have the project
opened in Exclusive Use (on page 197) to perform this utility.
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To Manually Replace IDs:

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1) Archive (on page 213) the PRISM project.
2) Select Utilities > Shared > Replace IDs.
3) Click the ID Field drop-down and select an ID Field. This is the field that contains the current IDs that you want to replace with new
IDs.
4) Leave the Update Mode radio button set to the default setting of All Tables unless there is a specific reason to use a different option.
5) Click the Add Record icon, select one or more IDs from the picklist, and click OK. Notice the Current ID field is populated with the
selected IDs.
6) Click in the New ID cell and enter a New ID that will replace the Current ID.
7) Click OK and click OK to the prompts. Notice that the final prompt indicates the number of key IDs and reference IDs that were
updated.
To Replace IDs Using an Import File:

1) Create a Microsoft Excel file containing two columns of data. The first column contains the Current IDs and the second column
contains the corresponding New IDs. The best method for creating this file is do the following:
a. Export (see "Import/Export Data" on page 643) the Current IDs to Microsoft Excel.
b. Rename the Column Header ACCOUNT_ID_OLD for existing IDs.
c. For the second column, define the Column Header ACCOUNT_ID_NEW for the new IDs that will replace the existing.
d. If you choose not to use Column Headers, the existing IDS must be in the first column and the new IDs must be in the second
column. This sequence must also be followed if the first column is blank.
e. Save and exit the Microsoft Excel file.
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3) Select Utilities > Shared > Replace IDs.
4) Click the ID Field drop-down and select an ID Field. This is the field that contains the current IDs that you want to replace with new
IDs.
5) Leave the Update Mode radio button set to the default setting of All Tables unless there is a specific reason to use a different option.
6) Click the Import File Name browse icon and select a File Location and File Name of the Microsoft Excel file generated in Step 1.
Notice that the Current ID and the New ID fields are populated, based on the data from the import file.
7) Click OK and click OK to the prompts. Notice that the final prompt indicates the number of key IDs and reference IDs that were
updated.
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Chapter 20 Utilities
Build Group IDs

The Build Group IDs utility is used to globally assign non-masked Group IDs to Master Records as opposed to assigning them one record at a
time.
For example, let's say you create a group titled Account Manager, which lists the various Account Managers that are assigned to individual
Control Accounts. Instead of individually assigning an Account Manager to each Control Account, you can use this feature to assign an Account
Manager to several Control Accounts at the same time.
When using this utility, you must select a Group Title. This is the Group that is populated with Group IDs. A Group Title can be applied to
multiple Master tables; therefore, you must select the specific Master Table to be affected, as well.
If you want to create the value based on other codes assigned to the Master Records being populated, then you must apply Masking (on page
619). To apply Masking, a Source Field is first assigned. The Masking Positions are then applied, which is the masked portion of the Source
field. Constant Values can also be applied. If you do not want to Mask the Group IDs, you must enter a blank character for a Constant Value,
which Masks an empty field in order to Build Group IDs.
When globally assigning Group IDs, you have three Build Modes:
 Append - appends the Group ID values to the Group IDs currently assigned to the Master Record. This allows Group IDs to be built in
stages from Multiple Sources.
 Replace - replaces the existing Group IDs, regardless of whether a Group ID is currently assigned to the Master Record or not.
 Replace If Empty - applies the Group ID, only if a Group ID is not currently assigned to the Master Record.
It is best to archive the project or database prior to using this utility.
To Globally Assign Group IDs to Master Records:

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2) Select Utilities > Shared > Build Group IDs.
3) Click the Group Title drop-down and select the Master Table/Group Title where Group IDs are to be assigned.
4) Click the Edit button and apply Masking (on page 619).
a. Select a Source Field.
b. Enter Masking Positions and/or Constant Values.
c. Click OK.
5) By default, the Replace Build Mode is enabled, which causes the any blank or existing Group IDs to be replaced.
a. Click the Replace If Empty mode, to assign Group IDs to Master Records where a Group ID does not currently exist.
b. Click the Append mode, to append values to the existing Group IDs.
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a. The Group ID field indicates the existing value in the Group being populated.
b. The New Value field indicates the new value that is replacing the existing value.
c. Click Complete Build to accept the New Group IDs, or
d. Click Cancel Build to cancel the Build Group ID process.
e. Click OK to bypass the Preview process and accept the changes without review.
Build Descriptions
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Each Master Record in PRISM has a Description. The description is either entered manually or it can be automatically generated based on
options applied in the Groups (on page 613) data pane. The automatic method uses the Group Descriptions associated with the Group IDs that
are assigned to a Master Record to be combined to create the Master Record's Description. This method is set in the Groups form using the
For Description checkbox. It is enabled for one or more Groups associated with a Master Table. The sequence of the Groups defines the
sequence in which the Master Record descriptions are created.
Based on these settings, when a Master Record is created, the Group descriptions assigned to a Master Record are combined to create a
unique Master Record description. When multiple Groups are used to create a Master Record description, by default, each Group description
is separated with " - " (space, dash, space).
If this automatic method is used, Group Description can be modified after Master Records are created. These changes are not automatically
applied to the Master Record Descriptions. You must use the Build Descriptions utility to apply any changes to Group Descriptions. This will
globally update the description field for each Master Record. This utility also overwrites any manually entered descriptions.
This utility allows you to select the Master Record being affected. In addition, you can modify the separator used in between Group
descriptions.
Note that typically this process is useful for Control Accounts. However, generally it is not useful to overwrite the descriptions for
Activities and Budget Details that are imported from an external Schedule and Estimate, respectively.
To Build Master Record Descriptions:

1) Select Utilities > Shared > Build Descriptions.
Note that this utility overwrites all descriptions, even if a description was manually entered.
2) Click the Master Table drop-down and select the Master Table where Master Record Descriptions to be automatically generated.
3) If you want to change the default Separator, click in the Separator box and enter one or more Characters, including blank characters.
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a. The Description field indicates the existing Description for each Master Record.
b. The New Value field indicates the new Description that is replacing the existing Description.
c. Click Complete Build to accept the New Descriptions, or
d. Click Cancel Build to cancel the Build Descriptions process.
6) Click OK to bypass the Preview process and accept the changes without review.
Copy Schedule Dates

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PRISM provides the ability to Copy Schedule Dates in a Master Table to other Schedule Dates in the same Master Table. For instance, you
can choose to copy the Baseline Dates to the Approved Dates and the Current Dates in Schedule Activities table. In addition, this utility allows
Schedule Dates one a Master Table to be copied to Schedule Dates in another Master Table. As an example, you can choose to copy the
Baseline Dates, Approved Dates, and Current Dates from the Schedule Activities table to the Engineering Accounts table.
The Master tables that have dates that can be copied are:
 Schedule Activities
 Control Accounts
 Budget/EAC Changes
 Engineering Accounts
 Engineering Documents
 Installed Equipment
 Materials
 Progress Accounts
 Progress Items
To Copy Schedule Dates Within a Master Table:

2) In the Select Tables box:
a. Click the Copy From drop-down and select a Master Table.
b. Click the Copy To drop-down and select the same Master Table.
3) In the Select Dates box:
a. Click the Copy From drop-down and select one of the four schedule dates; Baseline, Approved, Control, or Current. Note that
depending on the Master Table being selected, the list of schedule dates may be reduced.
b. Check one or more of the Copy To schedule dates checkboxes; Baseline, Approved, Control, or Current. Note that depending on
the Master Table being selected, the list of schedule dates may be reduced.
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4) Enter a Filter (on page 193), if necessary.

5) Click OK.
To Transfer Schedule Dates from Schedule Activities to a Different Master Table:

2) In the Select Dates box:
a. Click the Copy From drop-down and select Schedule Activities.
b. Click the Copy To drop-down and select a different Master Table.
3) In the Copy Options box:
a. Check one or more of the Copy To schedule dates checkboxes; Baseline, Approved, Control, or Current. Note that depending on
the Master Table being selected, the list of schedule dates may be reduced.
4) Enter a Filter (on page 193), if necessary.
5) Click OK.
Reconcile Actual Data

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PRISM stores the Actuals in separate tables. For Cost Management, those tables include the Control Accounts subpanes; Control Elements,
Time Phased Data, and Actuals History. For Engineering, those tables include the Engineering Accounts data pane and the Engineering
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Accounts-Time Phased Hours subpane. Utilizing normal PRISM processes and calculations, the Actual Cost, Hours, and Quantity in each of
these panes are in sync with each other.
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Importing Actual data into PRISM using the Import Data from File utility is an abnormal and unrecommended process which could easily lead
to actual data being out-of-sync among the various panes.
The Reconcile Actual Data utility is used to check and correct discrepancies between these panes. This process assumes the data in the
Control Account-Actuals History subpane is correct and is used to fix data in the other panes for Cost Management package data. Therefore, if
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the discrepancy lies with the Control Account-Actuals History subpane, then you should contact PRISM Support for help. Similarly for the
Engineering package, discrepancies could occur.
When checking data, it is best to leave the Summary Level set to its default selection, which is Project. This allows you to view the Actuals data
of all three tables at the highest level. If there is a difference identified, then a new Summary Level is selected, usually the next highest level.
This continuation of changing the Summary Level allows you to drill-down until the specific Control Accounts are identified.
For Cost Management package data, you must select which Control Element Type (Quantity, Hours, or Cost) and which Data Type (Actuals or
Incurred) to review. You will have to run the Reconcile Actual Data utility many times to review all types of data.
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Once discrepancies are identified, they can be automatically Reconciled using this utility. For Cost Management package data, the Actuals
History data is utilized to correct data in the Control Accounts data pane. The Control Accounts-Time Phased Cost data is used to correct data
in the Control Accounts-Control Elements subpanes. There is also a choice to Update Time Phased Data, which causes the data in the Control
Accounts-Time Phased Data subpanes to be updated as well. When fixing discrepancies, you can apply a Filter to affect specific Control
Accounts.
When correcting discrepancies with Engineering package data, the historical Actuals maintained in the Engineering Accounts-Time Phased
Hours subpane are used to correct inconsistencies with the Previous Actuals to Dates Hours.
Note that Actual data can be reconciled for Progress Accounts in the Field Management package as well. However, it that must be
performed by using the Field Management Reconcile Actual Data (see "Reconcile Actual Data (Field Management)" on
page 726) utility.
You must have Run Process permissions to perform this utility.

You should archive your data prior to running this utility.
To Reconcile Actual Data:

1) Select Utilities > Shared > Reconcile Actual Data.
2) Click the radio button next to the Package that corresponds with the data you want to reconcile; Cost Management or Engineering.
3) Click the Summary Level drop-down and select a Summary Level. Utilize the default selection, Project to start.
4) Click a Control Element Type radio button to select either Quantity, Hours, or Cost data to review. The Cost is the default value for
Cost Management. Only Hours is available for Engineering.
5) Click a Data Type radio button to select either Actuals or Incurred data to review. Actuals is the default selection for Cost
Management. Only Actuals is available for Engineering.
6) Click a View radio button to select:
a. All - to view all records regardless if there are any inconsistencies found or not. This is the default selection.
b. Inconsistent Data Only - to only view records where inconsistencies exist.
7) Check the Update Time Phased Data checkbox to have data in the Control Accounts-Time Phased Data subpanes reconciled with the
Actuals History data.
8) Check the Calculate Account Totals checkbox to calculate the account totals to update Actual data when the utility is performed.
9) Click the Preview button and review the data in the form.
a. For Cost Management package data, a row for each Control Element at the Summary Level selected is displayed.
 Actuals History - actuals data from the Control Accounts-Actuals History subpane.
 Time Phased Actuals - actuals data from the Control Accounts-Time Phased Data subpanes.
 Adjustments to Time Phased Actuals - indicates the adjustment amount that will be entered into the Control Accounts-Time
Phased Data subpanes if the Reconciliation process is run.
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 Control Element Actuals - actuals data from the Control Accounts-Control Element subpanes.
 Adjustments to Control Element Actuals - indicates the adjustment amount that will be entered into the Control
Accounts-Control Elements subpanes if the Reconciliation process is run.
b. For Engineering package data, a row for each Engineering Account or Summary Level is displayed.
 Previous Actual to Date Hours - actual hours from the Engineering Account and calculated as the difference between the
Actual Hours to Date and the Period Actual Hours.
 Actual / Estimate to Complete - actual hours from the Engineering Accounts-Time Phased Hours subpane.
10) If no problem is found, click the Cancel Reconcile icon. Repeat Steps 3 through 7 and change the Control Element Type to review the
remaining Control Elements for Cost Management package data.
11) If there is a problem with the data matching, you can click the Complete Reconcile icon and data is reconciled. Apply a Filter (on page
193), if necessary, so that only certain Control Accounts are affected.
a. Alternatively, you can click the Cancel Reconcile icon, and perform drill-downs to determine the source of the discrepancy by
repeating Steps 2 through 7. However, this time select Control Accounts, or some other lower level, as the Summary Level.
b. Once the actuals discrepancy is found, you can reconcile the data by clicking the Complete Reconcile icon. A correction record is
entered into the specific panes that causes the Actuals history data to be consistent between the various panes.
12) Click the Cancel button on the Reconcile Actual Data form.
Rebaseline
During the execution of a project, there are times when a project's performance to-date is so far removed from the approved plan that most
of the Control Accounts indicate a negative schedule and/or cost variance. The problem with this scenario is that there are so many areas
failing on the project that management cannot focus its attention on just a few of those areas. And, even if they do mitigate some of the
issues with management intervention, most of the project will continue to indicate significant negative variances.
These issues normally occur for a few reasons which may include:
 Poor project planning such as an exceedingly low cost estimate or an overly optimistic schedule.
 Multiple changes introduced by the client that significantly change the scope and direction of the project.
 Unanticipated risks that significantly impact the cost and/or schedule.
Management or the client may decide that the only way to get back to having useful performance reporting is to Rebaseline the project.
Essentially, this is where the total Budgets are replaced with the Estimate at Completion. In addition, the time phased Budgets, prior to the
current Reporting Period, are also replaced with historical Actuals.
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The Rebaseline utility is used for this purpose. This utility, which can be used for either the Cost Management package, Engineering package,
or Field Management package, provides the option to select which Budgets will be affected; either the Baseline Budget, the Approved Budget,
the Control Budget, and/or the Financial Budget. When run, this utility will set the past Reporting Periods for selected Budgets to equal the
previous Period Actuals data in the Control Accounts-Time Phased Data subpane. It will also set the selected Budget to equal the Estimate at
Completion in the Control Accounts-Control Elements subpane. In addition, there is an Earned Value option which will apply the previous
Period Actuals to the Earned Value, essentially calculating a zero cost variance in the previous Reporting Periods.
The table indicates how these calculations affect the Control Elements and Time Phased Data subpanes depending on the options selected.
Baseline Approved Control Financial Earned

Control Elements subpane Time Phased Data subpane
Budget Budget Budget Budget Value
X Baseline Budget = Estimate at Completion Baseline Budget = Previous Period Actuals

Approved Budget = Previous Period Actuals
X Approved Budget = Estimate at Completion
Late Approved Budget = Previous Period Actuals
X Control Budget = Estimate at Completion Control Budget = Previous Period Actuals
X Financial Budget = Estimate at Completion Financial Budget = Previous Period Actuals
Earned Value = Previous Period Actuals
X Control Earned Value = Previous Period Actuals
Financial Earned Value = Previous Period Actuals
Budget/EAC Changes that affect the Estimate at Completion are always added into the rebaselined totals. If the Approved Budget is
rebaselined, the Budget/EAC Changes that affect the Approved Budget are added into the rebaselined totals. If the Control Budget is
rebaselined, the Budget/EAC Changes that affect the Control Budget are also added. If the Financial Budget is rebaselined, the Budget/EAC
Changes that affect the Financial Budget are added. Any Budget/EAC Change that is added to the totals can be automatically re-statused to a
new status code using this utility. Re-statusing can be used to indicate the Budget/EAC Change is obsolete.
Executing this utility in the Engineering and Field Management package is similar to how cost data is rebaselined in the Cost Management
package. However, for the Engineering package, engineering hours are rebaselined and in the Field Management package, quantities and
hours are rebaselined. It should be noted that there is not a Financial Budget used in the Engineering or Field Management package, therefore
selecting the Financial Budget as an option will have no effect.
The Cost Performance Reports - Format 1 and Format 2 include three fields to display information about Reprogramming Adjustments
(reprogramming is just another term for rebaselining). These fields include Schedule Variance, Cost Variance, and Budget at Completion
Variance. If you are using these reports and you need to rebaseline (reprogram) your project, then you will need to create three User-defined
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Amounts (see "User-defined Amount" on page 90). PRISM will use the fields to store current Cost Variance, Schedule Variance, and Budget
at Completion Variance data at the time of Rebaselining that is necessary for these reports. This utility includes three drop-downs where the
User-defined Amounts that you defined are selected.
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The table below indicates how these calculations affect the User-defined Amounts in the Control Accounts-Control Element and Control
Accounts-Time Phased Data subpanes depending on the data option selected.
Data
Calculations Performed in Order
Option
Baseline
 User-defined Amount for Budget at Completion Variance = Approved Budget - Baseline Budget
Budget
 Time Phased User-defined Amount for Schedule Variance = Earned Value - Approved Budget for previous periods; current and future
periods are set to zero
 User-defined Amount for Schedule Variance = Sum of Time Phased User-defined Amount for Schedule Variance
Approved
 Time Phased User-defined Amount for Cost Variance = Earned Value - Actuals for previous periods; current and future periods are set
Budget
to zero
 User-defined Amount for Cost Variance = Sum of Time Phased User-defined Amount for Cost Variance
 User-defined Amount for Budget at Completion Variance = Approved Budget - Baseline Budget
 Time Phased User-defined Amount for Schedule Variance = Earned Value - Approved Budget for previous periods; current and future
periods are set to zero
Earned  User-defined Amount for Schedule Variance = Sum of Time Phased User-defined Amount for Schedule Variance
Value  Time Phased User-defined Amount for Cost Variance = Earned Value - Actuals for previous periods; current and future periods are set
to zero
 User-defined Amount for Cost Variance = Sum of Time Phased User-defined Amount for Cost Variance
The final function that this utility performs when run is to calculate the Control Account totals. This is the same function that the Calculate
Control Account Totals (on page 394) calculation performs with default settings, which are the Actual Totals, Commitment Totals, and
Progress and Time Phased Totals options.
Note that Rebaseline is only displayed if the Rebaseline Utility option in the Project Settings (on page 202) is enabled.
To Rebaseline a Project:
1) Select Utilities > Shared > Rebaseline.
2) If you have the Cost Management package, the Engineering package and/or the Field Management package enabled on the project,
you need to choose which data to rebaseline. Otherwise, this choice is not available and the Rebaseline utility only affects the
package enabled.
a. Click the Cost Management radio button to rebaseline Cost data.
b. Click the Engineering radio button to rebaseline Engineering hours data.
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c. Click the Field Management radio button to rebaseline Field quantities and hours data.
3) In the Set At Completion Budgets To Estimate At Completion group box, check one or more of the checkboxes to determine which
Budget data is affected by the Rebaselining process utility; Baseline Budget, Approved Budget, Control Budget, or Financial Budget.
4) In the Set Past Time Phased Budgets To Actuals group box, the Baseline Budget, Approved Budget, Control Budget, or Financial
Budget checkboxes are automatically checked based on the items checked in the Set At Completion Budgets to Estimate At
Completion group box. You can choose to uncheck any of the Estimate At Completion or Past Time Phased Data items to tailor how
data is affected.
5) Check the Earned Value checkbox to set the previous Earned Value data to equal the previous Actuals data.
6) If you are using the Cost Performance Reports - Format 1 or 2:
a. Define a User-defined Amounts (see "User-defined Amount" on page 90) label in Cost Management Settings (on page 414) for
Schedule Variance, Cost Variance, and Budget At Completion Variance.
b. Click the Schedule Variance drop-down and select the User-defined Amount label that you defined for Schedule Variance.
c. Click the Cost Variance drop-down and select the User-defined Amount label that you defined for Cost Variance.
d. Click the Budget At Completion Variance drop-down and select the User-defined Amount label that you defined for Budget at
Completion Variance.
7) Click the Reset Status for Budget/EAC Changes drop-down and select a Status ID. Note that the drop-down label changes to Reset
Status for Engineering Changes if Engineering data is being rebaselined. For Field Management, the drop-down label changes to
Reset Status for Field Management Changes.
a. You may want to create a Status ID (see "Change Status" on page 273) specific for this purpose. As an example, it could be
labeled as Obsolete or Rebaseline 1.
b. The Status ID selected should be defined so it does not affect the Approved Budget, Control Budget, Financial Budget, or
Estimate at Completion.
c. If only the Baseline Budgets are being rebaselined, this option does not apply. Budget/EAC Changes may only affect Approved,
Control, Financial, and Estimate at Completion budgets.
8) Click OK.
Validate Data
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When data is entered or modified in PRISM it is always possible to:
 Input erroneous data.
 Fail to assign non-masked Group Codes to Master Records.
 Fail to assign miscellaneous settings, such as assigning a Distribution Curve to a Control Account.
 Fail to apply cross-references, such as cross-referencing an Activity to a Control Account.
 Sever relationships between records in multiple tables.
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These issues can cause problems with the PRISM data and should be corrected before running reports. PRISM provides a Validation Data
utility which helps you locate and correct invalid and missing data.
The Preview form indicates each Table Labels and Field Labels where Invalid Values are located and it indicates the number of records that
have invalid values. It also indicates the specific record IDs where the invalid values are located.
Note that "blank" values are considered invalid values.
To Validate Data:
1) Select Utilities > Shared > Validate Data.
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2) Click the Package drop-down, and select a PRISM package in which to validate data.
3) Click the Table Categories drop-down, and select a Table Category that includes the tables and fields to be validated.
4) Check the Validate checkbox to automatically select every Table/Field for validation. Typically, you will validate all items at one time.
However, you could check or uncheck any item to validate selected items.
5) Click the Preview button. You can use the navigation toolbar commands to view, navigate, print, or export this data to a Microsoft
Excel file.
6) Use the Preview form to find and fix data problems. This form uses a tree structure; the tree can be expanded and contracted using
the "+" and "-" icons next to the Table and Field labels.
a. Only the Table/Fields are displayed that have Invalid Records.
b. For each Table/Field, a Count of Invalid Values is displayed.
c. The records affected are displayed.
7) Click the Close button to close each Preview form.
Combine Past Reporting Periods

Sometimes when a project lifecycle extends over multiple years you may want to consolidate the data for various reasons. The Combine Past
Reporting Periods utility allows the User to combine two or more past Reporting Periods into a single Period. By selecting the Start Period and
the Finish Period, the data from the Reporting Periods selected and any Reporting Periods in between will be combined.
This utility can be helpful for reporting purposes as well as managing risks and trends over multiple periods.
A project must be in Reporting Period 3 or greater for this utility to be enabled.
You must have Run Process permissions for the project for this utility to be enabled, and you must have the project opened in Exclusive Use
to perform this utility.
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Note that if the Engineering and Field Management packages are enabled on the project, they must also be in Reporting Period 3
or later for this utility to Combine Reporting Periods.
When combining periods, the earliest of the Cost Management, Engineering, and Field Management Reporting Periods can be combined. For
example, if the Cost Management Reporting Period was in Period 5, and the Field Management Reporting Period was in Period 4, only Periods
1 through 3 could be combined because the latest Field Management Reporting Period to be closed was Period 3.
To Combine Past Reporting Periods:

1) Select Utilities > Shared > Combine Past Reporting Periods.
2) Click in the Start Period drop-down and select the First Reporting Period for which the data will be combined.
3) Click in the Finish Period drop-down and select the Last Reporting Period for which the data will be combined.
4) Click OK.
Cost (Utilities)
The Cost ribbon group on the Utilities tab is where utility commands associated with the Cost Management package and specifically cost data
are found.
Copy Amounts
The Copy Amounts utility is used to copy a Control Account's total and time phased data from one data type to another. For instance, you can
copy the current Baseline Budget into a User-Defined Amount used to hold the Original Budget. The fields that data can be copied into
include:
 Baseline Budget
 Approved Budget
 Control Budget
 User-defined Amounts
The fields that can be copied from include:
 Actual to Date
 Incurred to Date
 Total Commitment
 Earned Value
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 Control Earned Value

 Financial Earned Value
 Approved Budget
 Control Budget
 Baseline Budget
 User-defined Amounts
By default, the total cost, hours, and quantity values are copied. There is an option to copy the time phased data, as well. When copying time
phased data, you can select the range of periods to copy.
If need be, the total cost, hours, and quantity values do not have to be copied. Instead, they can be populated by summarizing the time
phased data that is copied. Generally, you would not use this option unless you previously imported just the time phased data and then
wanted to calculate the totals based on the sum of that data.
To Copy Amounts:
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1) Prior to using this feature, Archive (on page 213) the PRISM project. This is optional but suggested.
2) Select Utilities > Cost > Copy Amounts.
3) Click the Copy From drop-down and select a Data Field that data is copied from.
4) Click the Copy To drop-down and select a Data Field that data is copied into.
5) Check the Copy Quantity, Hour, And Cost Totals checkbox to copy quantity, hour, and cost data.
6) Check the Copy Time Phased Data checkbox to copy the time phased data values.
a. Click the Start Period drop-down and select the Reporting Period that is the beginning of the range of periods to be copied. If
this is left blank then the data copied begins with the project's first Reporting Period.
b. Click the Finish Period drop-down and select the Reporting Period that is the end of the range of periods to be copied. If this is
left blank then the data copied ends with the project's last Reporting Period.
7) If you want to calculate the Total Values as a summarized value of the Time Phased Data, then check the Set Totals Equal to Sum of
Time Phased Data checkbox.
Note that the Copy Time Phase Data checkbox must be enabled for this checkbox to be accessible.

9) Click OK.
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Combine Control Accounts

The Combine Control Accounts utility is used to combine multiple Control Accounts into a single Control Account.
This utility causes all data associated with each Control Account selected to be summarized, except for Quantity data. By default, quantities
are not summarized because they are generally based on different Units of Measure. However, there is a Combine Quantities option that
allows you to summarize quantities if this is not the case.
Note that Control Accounts that have different currencies cannot be combined. When combining Control Accounts, only the
Accounts with the Base Currency will be displayed in the picklist.
You must have Run Process permissions for the project for this utility to be enabled.
To Combine Control Accounts:

1) Select Utilities > Cost > Combine Control Accounts.
2) Click the Final Combined Account ID drop-down and select the Control Account where the selected Control Accounts will be
combined.
3) If you want to combine quantities, check the Combine Quantities checkbox.
4) In the Control Accounts To Combine section, click the Add Record icon and select one or more Control Accounts that will be
combined into the Final Combined Account.
5) Click OK.
Change Actual History

Sometimes actual costs imported from an accounting system have errors. Usually these errors are fixed in the current reporting period, and
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therefore, entered into PRISM using the normal process of importing actuals.
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On the rare occasions when changes need to be made to the Actuals History, PRISM provides the Change Actual History utility. Changes can
be entered manually into the utility or they can be imported from a file.
This utility makes incremental changes that append to the existing Actual data, no existing data is deleted. If actual data needs to be reduced,
then negative values are used. Each Historical Change record is entered into the Reporting Period selected and is identified in the Control
Accounts-Actuals History subpane with the source code of HIS.
As an example, if the correct historical cost is $12,000 and the existing historical cost is $10,000, a change record of $2,000 is necessary.
Alternatively, if the correct historical cost is $20,000 and the existing historical cost is $25,000, a change record of -$5,000 is necessary.
If the total cost of a Control Account is increased or decreased then the actual costs must be re-spread using the Spread Time Phased Data
calculation. The purpose of this is to enter the new Actuals, re-calculate the Estimate at Completion, and re-spread the Estimate to Complete.
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Be sure to archive your data prior to running this utility.
Note that this utility is not enabled until the project is in the second Reporting Period. In addition, you must have Run Process
permissions for the project for this utility to be enabled.
This utility could also be used to move historical actual data from one Control Account to another if it was determined the charges applied to
the wrong Control Account. However, a simpler method, and one that does not affect history, is to move the data using the Current Period
Actuals data pane. The total cost to move is applied as a negative value to the Control Account where the data is being moved from and
adding a positive total cost to the Control Account where the data is being moved to.
To Change Actual History by Manually Entering Changes:

1) Select Utilities > Cost > Change Actual History.
2) Click the Add Record icon and select a Reporting Period.
3) Click the Control Account ID drop-down and select a Control Account ID.
7) The Data Source is set to HIS, which identifies Historical Change data.
8) Click the Period drop-down, and select the Reporting Period in which to apply change data.
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19) Click the Vendor ID and enter a Vendor ID.
20) Click the Change ID drop-down and enter a Change ID that the Period Actuals are associated with.
currency.
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24) Repeat Steps 2 through 18 for additional changes.
25) Click OK.
To Change Actual History by Importing Changes:

1) Select Utilities > Cost > Change Actual History.
2) Click the Fields button to open the Field Definitions form. This form indicates the sequence of fields and the format for each field
required for the import file.
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3) Create an Import File with Historical Changes in a file format that PRISM can read. Typically this is Microsoft Excel. This file does not
require a header and should match the Field Definition requirements.
4) Click the File Name browse icon, locate and select the Import File, and click Open.
5) Click the Import button. Notice that the Actuals Changes grid is populated with data from the Import File.
6) Click OK.
Note that the historical change process will identify errors with the Reporting Periods, Control Accounts IDs, and Control Element
IDs entered in the Actuals Changes grid if matching codes do not exist in the project.
Copy Risks to Changes

The Mitigation Hours and Control Costs entered in the Risks-Items subpane can be copied into Budget/EAC Changes using the Copy Risks To
Changes calculation. Only Risk Items that are cross-referenced to Budget/EAC Changes are copied.
There are two options. One that creates new Budget/EAC Changes and copies the Mitigation Hours and Control Costs into the new
Budget/EAC Change. The other only copies Mitigation Hours and Control Costs to Budget/EAC Changes that currently exist.
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Note that Risk Hours and Risk Costs are not copied. These are the values that the project would be subjected to if the risk is left
unmitigated. Whereas, the Mitigation Hours and Mitigation Costs define the effort it would take to mitigate or eliminate the risk.
This calculation also identifies the Budget/EAC Changes as a Risk Change. This calculation always replaces the data in the Budget/EAC
Changes-Control Accounts Breakdown subpane with the data from the Risks-Items subpane.
To Copy Risk Data to Budget/EAC Changes:

1) Select Utilities > Cost > Copy Risks To Changes.
2) Check the Update Existing Budget/EAC Changes checkbox to copy Mitigation Hours and Mitigation Costs to Budget/EAC Changes that
already exist.
3) Check the Create Missing Budget/EAC Changes checkbox if there are Change IDs identified in the Risks-Change Breakdown subpane
that are currently not included in the Budget/EAC Changes table. This will create new Budget/EAC Change records and copy the
Mitigation Hours and Mitigation Costs to the new Budget/EAC Change.
Note that you will have to update any newly created Budget/EAC Changes with a description and other data.

5) Click OK.
Combine Control Elements

The Combine Control Elements utility is used to combine one or more Control Elements into a single Element. This utility causes all the data
associated with each Control Element to be summarized.
This utility can only be used to combine Cost and Hours elements. Quantity elements cannot be combined as they typically have a different
Units of Measure.
This utility also has an option to combine the Budget Details Cost Elements by using the Combine Budget Details checkbox. When enabling
this option, the Cost Elements assigned as X-fer Cost Element IDs in the Budget Details-Cost Elements subpane will also be combined when
calculating the Control Account totals.
Note that the Cost Elements for Budget Details will not be combined, only the ones used as a cross-reference. These changes will
appear in the Control Account-Budget Details subpane.
You must have Run Process permissions for the project for this utility to be enabled, and also have Exclusive Use of the project.
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To Combine Control Elements:

1) Select Utilities > Cost > Combine Control Elements.
2) Click the Final Combined Control Element ID drop-down and select a Control Element ID. This is the Control Element where the data
is combined.
3) Check the Combine Budget Details checkbox to combine Cost Elements assigned as X-fer Cost Element IDs in the Budget Details-Cost
Element subpane.
4) In the Control Elements To Combine sections, click the Add Record icon and select one or more Control Elements that will be
combined into a single Control Element.
Note that Cost and Hours elements cannot be combined together.

6) Click OK.
Budget (Utilities)
The Budget ribbon group on the Utilities tab is where utility commands associated with the Cost Management package and specifically budget
data are found.
Build Control Account IDs

Budget Details are cross-referenced to Control Accounts so that budget data can be transferred to Control Accounts. You could manually enter
these cross-reference assignments, however, when there are hundreds or thousands of Budget Details, this process is extremely
time-consuming. The Build Account IDs utility is the most efficient method to globally populate Control Account and Cost Element fields in the
Budget Details.
You can choose which Budget Details Account/Element ID fields in the Budget Details data pane or the Budget Details-Cost Elements subpane
are going to be populated. The table below indicates the fields from which you can select and which cross-reference fields are populated.
FIELDS CROSS-REFERENCE POPULATED PANE
<<Default>> Default Control Account ID Budget Details data pane

<<Hours>> Hours Control Account ID Budget Details data pane
Cost Element Account ID Budget Details-Cost Elements subpane
After defining the Budget Details Account/Element ID field you then determine how the Control Account is to be populated in the field
selected.
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To Build Control Account IDs:

1) Select Utilities > Budget > Build Control Account IDs.
2) Click the Budget Details Account/Element ID drop-down and select a Field to populate. This determines the cross-reference field that
is populated in the Budget Details data pane or the Budget Details-Cost Elements subpane.
a. Default - populates the Default Control Account ID field located on the Budget Details data pane.
b. Hours - populates the Hours Control Account ID field located on the Budget Details data pane.
c. Cost Elements - selected from the list of Cost Elements available to the project. This populates the X-fer Cost Element ID field
located on the Budget Details-Cost Elements subpane.
3) Click the Mask button and the Masking form appears.
10) Click one of the Build Mode radio buttons:
a. Replace - deletes all of the existing cross-references and replaces them with new cross-references. This is the default mode.
b. Replace If Empty - enters a cross-reference where no current cross-reference exists.
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c. Append - creates cross-references that are built-up from a series of uses of the Build Account ID utility. If need be, use this
function multiple times to generate a built-up Control Account ID.
11) Apply a Filter (on page 193) to limit the Budget Details affected.
12) Click Preview to check if the data is being modified correctly. If so, click the Complete Build icon.
a. The Control Account ID field indicates the existing value in the selected Account/Element ID field.
b. The New Value field indicates the value that will be entered in the Account/Element ID field.
13) As an alternative, you can bypass the Preview function and click OK. The utility will run without being interrupted with a Preview
screen.
Build Element IDs

Usually an estimate is generated with many elements of cost and subsequently imported into the Budget Details data pane. However, the
control system generally uses a smaller, more consolidated set of Cost Elements. For instance, the estimate might include elements of cost for
airfare, lodging, meals, and transportation whereas the control system might have a Cost Element for travel which consolidates these
elements associated with the Budget Details.
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PRISM allows you to cross-reference Budget Details-Cost Elements to Cost Elements in Control Accounts using the Build Element IDs utility.
This utility requires you to identify the Budget Detail-Cost Element you want to transfer costs from and the Control Account's Cost Element
you want the costs to be transferred into. Once the utility is run, the cross-references are assigned in the Budget Details-Cost Elements
subpane.
To Build Element IDs:

1) Select Utilities > Budget > Build Element IDs.
2) Click the Cost Element ID drop-down and select a Cost Element ID used in the Budget Details. This is where costs are to transfer from.
3) Click the X-fer Cost Element ID drop-down and select a Cost Element used for Control Accounts. This is where costs are to transfer
into.
a. The Cost Element ID field indicates the Cost Element ID for each Budget Detail record being affected.
b. The X-fer Cost Element ID field indicates the Cost Element ID being entered in the X-fer Cost Element ID field.
screen.
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Build Currency IDs

Each Budget Detail, or the individual Cost Elements on a Budget Detail, can be assigned to specific currency. Rather than manually assigning
Currency IDs, you can globally assign them using the Build Currency IDs utility.
This utility allows you to assign a Currency ID to Budget Detail records. To do this, the Target must be set to Budget Details. The Currency ID is
then selected from the list of project Currencies.
You can also assign a Currency ID to a specific Cost Element assigned every Budget Detail record. In this case, the Target must be set to the
Cost Element to be populated.
Note that a Currency ID assigned to a Budget Detail-Cost Element will override the Currency ID assigned to the Budget Detail
record.
When globally assigning Currency IDs, it is highly likely that you will need to apply a Filter so that only specific Budget Detail records are
affected.
To Build Currency IDs:

1) Select Utilities > Budget > Build Currency IDs.
2) Click the Cost Element ID drop-down and select a Cost Element ID:
a. Default - populates the Currency ID on the Budget Details data pane.
b. Cost Element (from the list of Cost Elements) - populates the Currency ID to a Cost Element in the Budget Details-Cost Elements
subpane.
3) Click the X-fer Currency ID drop-down and select a Currency ID to assign.
Select Quantities For Control Accounts

Budget Details contain quantity data which is very useful in a control system. They provide the ability to compare quantities planned or
forecasted to quantities installed. This is one of the best methods for determining progress. For each Budget Detail, you can define whether
the quantity value is transferred to the Default Control Account. You can also have the quantity value added to the Hours Account, if
necessary.
The Select Quantities for Control Account utility is the most efficient method to globally assign and transfer quantity data from Budget Details
to Control Account records. This utility eliminates the process of having manually cross-reference quantity assignments to the Control
Accounts.
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To Select Quantity Cross-reference to Control Accounts:

1) Select Utilities > Budget > Select Quantities For Control Accounts.
2) In the Options group box, click the Quantity Transfer to Account drop-down and select one of the following options:
a. None - quantity value is not transferred. This is the default option.
b. Default - quantity value is transferred to the Default Control Account only.
c. Default and Hours - quantity value is transferred to the Default Control Account and the Hours Control Account.
Schedule (Utilities)
The Schedule ribbon group on the Utilities tab is where utility commands associated with the Cost Management package and specifically
schedule data are found.
Create Account Cross-ref

Activities are cross-referenced to Control Accounts so that schedule data can be transferred to Control Accounts. You could manually enter
these cross-references assignments, however, when there are hundreds or thousands of Activities, this process is extremely time-consuming.
Typically, when importing a schedule, there are options available that create cross-references between Activities and Control Accounts.
However, there are times when these methods cannot be used. This is usually due to the fact that there is not a good match between
schedule coding and the intended coding structure for Control Account IDs. In that case, you could use the Create Account X-Ref utility to
perform the global cross-referencing of Control Accounts and Activities.
You will utilize the Masking (on page 619) feature to determine what information is populated in the Activity/Control Account
Cross-reference.
To Create Activity/Control Account Cross-references:

1) Select Utilities > Schedule > Create Account X-Ref.
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9) Check the Create Missing Control Accounts checkbox if you want new Control Accounts to be created if they do not currently exist.
10) Apply a Filter (on page 193) to limit the Activities affected.
11) Click OK.
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Engineering (Utilities)
The Engineering ribbon group on the Utilities tab is where utility commands associated with the Engineering package are found.
Populate Document Milestones

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On a project, you may create hundreds or even thousands of Engineering Document records in PRISM . If you plan to use Engineering Class
Milestones as the method for progressing, you will have to copy the milestones into each Engineering Document record. This could take a lot
of time and effort, depending on the quantity of Engineering Documents.
The Populate Document Milestones utility is used to quickly perform this process, without having to access each Engineering Document. It
has three options that allow you to tailor how the milestones will be populated so they do not affect or delete existing Engineering Class
Milestones inappropriately.
To Populate Document Milestones:

1) Select Utilities > Engineering > Populate Document Milestones.
a. Add Missing Milestones from Classes - if an Engineering Class is assigned to an Engineering Document, and if only a portion of
the Engineering Class Milestones are present in an Engineering Document, then the missing Milestones are copied to the
Engineering Document.
b. Delete Future Milestones and Add Milestones - all Engineering Class Milestones assigned to an Engineering Document are
deleted, except those with an Actual Finish Date, and then the Document Milestones that are missing in the Engineering
Document are copied to the Engineering Document.
c. Add Only to Documents with No Milestones - each Engineering Document that does NOT have Document Milestones added will
have Engineering Class Milestones copied to the Engineering Document.
3) Apply a Filter (on page 193) to limit the Engineering Documents affected.
4) Click OK.
Populate Account Milestones

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On a project, you may create hundreds of Engineering Accounts records in PRISM . If you plan to use Engineering Class Milestones as the
method for progressing, you will have to copy the milestones into each Engineering Account record. This could take a lot of time and effort,
depending on the quantity of Engineering Accounts.
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The Populate Account Milestones utility is used to quickly perform this process, without having to access each Engineering Account. It has
three options that allow you to tailor how the milestones will be populated so they do not affect or delete existing Engineering Class
Milestones inappropriately.
To Populate Account Milestones:

1) Select Utilities > Engineering > Populate Account Milestones.
a. Add Missing Milestones from Classes - if an Engineering Class is assigned to an Engineering Account, and if only a portion of the
Engineering Class Milestones are present in an Engineering Account, then the missing Milestones are copied to the Engineering
Account.
b. Delete Future Milestones And Add Milestones - all Engineering Class Milestones assigned to an Engineering Account are
deleted, except those with an Actual Finish Date, and then the Account Milestones that are missing in the Engineering Account
are copied to the Engineering Account.
c. Add Only Where No Milestones Exist - each Engineering Account that does NOT have Account Milestones added will have
Engineering Class Milestones copied to the Engineering Account.
3) Apply a Filter (on page 193) to limit the Engineering Accounts affected.
4) Click OK.
Build Control Account IDs (Engineering)

Engineering Accounts are cross-referenced to Control Accounts so that engineering data can be transferred to Control Accounts. You could
manually enter these cross-reference assignments; however, when there are several Engineering Accounts, this process is extremely
time-consuming. The Build Account IDs utility is the most efficient method to globally populate Control Accounts for Engineering Accounts.

1) Select Utilities > Engineering > Build Control Account IDs.
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a. Append - creates cross-references that are built-up from a series of uses of the Build Control Account ID utility. If need be, use
this function multiple times to generate a built-up Control Account ID.
b. Replace - deletes all of the existing cross-references and replaces them with new cross-references. This is the default mode.
c. Replace If Empty - enters a cross-reference where no current cross-reference exists.
12) As an alternative, you can bypass the Preview function and click OK. The utility will run uninterrupted with a Preview screen.
Build Engineering Account IDs

Engineering Documents are cross-referenced to Engineering Accounts so that document data can be transferred to Engineering Accounts. You
could manually enter these cross-reference assignments; however, when there are several Engineering Documents, this process is extremely
time-consuming. The Build Account IDs utility is the most efficient method to globally populate Engineering Accounts for Engineering
Documents.

1) Select Utilities > Engineering > Build Engineering Account IDs.
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Combine Engineering Accounts

The Combine Engineering Accounts utility is used to combine multiple Engineering Accounts into a single Engineering Account, causing all the
data associated with each Engineering Account selected to be summarized.
To Combine Engineering Accounts:

1) Select Utilities > Engineering > Combine Engineering Accounts.
2) Click the Final Combined Account ID drop-down and select the Engineering Account where the selected Engineering Accounts will be
combined.
3) In the Engineering Accounts To Combine section, click the Add Record icon and select one or more Engineering Accounts that will be
4) Click OK.
Purchase Orders (Utilities)

The Purchase Orders ribbon group on the Utilities tab is where utility commands associated with the Procurement package and specifically
Purchase Order data is found.
Copy Requisition Items

There may be instances when a Purchase Requisition needs to be split into two different Requests for Quotation or when additional Line Items
are added to a Purchase Requisition after a Request for Quotation has been created from the original Purchase Requisition. In both cases, you
can use the Copy Requisition Items utility to select the specific Line Items from a Purchase Requisition and assign them to a Request for
Quotation/Purchase Order.
To Copy Requisition Line Items to a Request for Quotation:

1) Select Utilities > Purchase Orders > Copy Requisition Items.
2) Click the Requisition To Copy From drop-down and select a Requisition ID which is the source to copy Line Items from.
3) In the Line Items To Copy area, check the Copy checkbox for each Line Item intended to be copied.
a. You can check the checkbox next to the Copy column header label to select every Line Item.
4) Click the RFQ To Copy To drop-down and select a Request for Quotation ID which is the target where Line Items are copied to. Only
Requests for Quotation where the Status ID is set to either RFQ or is blank will be displayed in the drop-down.
5) Click OK.
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Note that when Line Items are copied into a Request for Quotation with existing Line Items, PRISM will automatically assign
extension values to Line Items so that Line Item numbers are not duplicated. For instance, if 002 is already used in the Request
for Quotation, the Line Item 002 in the Purchase Requisition will be renamed to 002-1. Also note that if a Requisition Item does
not have an Item number assigned, it cannot be copied to a Request for Quotation.
Copy Purchase Order Items

There may be times when you need to copy Line Items from one Request for Quotation/Purchase Order to another Request for Quotation or
Purchase Order. For instance, after creating a Request for Quotation, you decide to split it into two Requests for Quotation, then some of the
existing Line Items will have to be copied into a new Request for Quotation. You can use the Copy Purchase Order Line Items utility to select
specific Line Items from Request for Quotation or Purchase Order and assign them to another Request for Quotation or Purchase Order.
This utility can also be used to remove Line Items from a Request for Quotation or Purchase Order.
To Copy Request for Quotation/Purchase Order Line Items to Another Request for Quotation/Purchase Order:
1) Select Utilities > Purchase Orders > Copy PO Items.
2) Click the Purchase Order/RFQ To Copy From drop-down and select a Request for Quotation/Purchase Order ID which is the source
to copy Line Items from.
3) In the Line Items To Copy area, check the Copy checkbox for each Line Item intended to be copied.
a. You can check the checkbox next to the Copy label to select every Line Item.
4) Click the Purchase Order/RFQ To Copy To drop-down and select a Request for Quotation/Purchase Order ID which is the target
where Line Items are copied to.
5) If the Request for Quotation/Purchase Order selected contains Line Items, you can check the Delete checkbox for any Line Item, and
that Line Item will be removed from the Request for Quotation/Purchase Order.
a. You can check the checkbox next to the Delete label to select every Line Item.
6) Check the Remove Line Items From Source Purchase Order/RFQ After Copying checkbox if you want Lines Items in the source
Request for Quotation/Purchase Order to be removed.
7) Click OK.
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Note that when Line Items are copied into a Request for Quotation or Purchase Order with existing Line Items, PRISM will
automatically assign extension values to Line Items so that Line Item Numbers are not duplicated. For instance, if 002 is already
used in the Request for Quotation, the Line Item 002 from the source Request for Quotation or Purchase Order will be renamed
to 002-1. Also note that if a Line Item does not have an Item number assigned, it cannot be copied to a Purchase Order/Request
for Quotation.
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Contracts (Utilities)
The Contracts ribbon group on the Utilities tab is where utility commands associated with the Contracts package and specifically Contract
data is found.
Copy Contract Items

There may be times when you need to copy Pay Items from one Request for Proposal/Contract to another Request for Proposal/Contract. For
instance, if after creating a Request for Proposal you decide to split it into two Requests for Proposal, then some of the existing Pay Items will
have to be copied into a new Request for Proposal. You can use the Copy Contract Pay Items utility to select specific Pay Items from a Request
for Proposal or Contract and assign them to another Request for Proposal or Contract.
This utility can also be used to remove Pay Items from a Request for Proposal or Contract.
To Copy Request for Proposal/Contract Pay Items to another Request for Proposal/Contract:
1) Select Utilities > Contracts > Copy Contract Items.
2) Click the Contract/RFP To Copy From drop-down and select a Request for Proposal/Contract ID which is the source to copy Pay Items
from.
3) In the Pay Items To Copy area, check the Copy checkbox for each Pay Item intended to be copied.
a. You can check the checkbox next to the Copy label to select every Pay Item.
4) Click the Contract/RFP To Copy To drop-down and select a Request for Proposal/Contract ID which is the target where Pay Items are
copied to.
5) If the Request for Proposal or Contract selected contains Pay Items, you can check the Delete checkbox for any Pay Item, and that Pay
Item will be removed from the Request for Proposal or Contract.
a. You can check the checkbox next to the Delete label to select every Pay Item.
6) Check the Remove Pay Items From Source Contract/RFP After Copying checkbox if you want Pay Items in the source Request for
Proposal or Contract to be removed.
7) Click OK.
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Note that when Pay Items are copied into a Request for Proposal or Contract with existing Pay Items, PRISM will automatically
assign extension values to Pay Items so that Pay Item Numbers are not duplicated. For instance, if 002 is already used in the
Request for Proposal, the Pay Item 002 from the source Request for Proposal or Contract will be renamed to 002-1.
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Field Management
The Field Management ribbon group on the Utilities tab is where utility commands associated with the Field Management package and
specifically Field data is found.
Build Control Account IDs (Field Management)

Progress Accounts are cross-referenced to Control Accounts so that Field data can be transferred to Control Accounts. You could manually
enter these cross-reference assignments; however, when there are several Progress Accounts, this process is extremely time-consuming. The
Build Account IDs utility is the most efficient method to globally populate Control Accounts for Progress Accounts.

1) Select Utilities > Field Management > Build Control Account IDs.
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screen.
Build Progress Account IDs

Progress Items are cross-referenced to Progress Accounts so that document data can be transferred to Progress Accounts. You could manually
enter these cross-reference assignments; however, when there are several Progress Items, this process is extremely time-consuming. The
Build Progress Account IDs utility is the most efficient method to globally populate Progress Accounts for Progress Items.
To Build Progress Account IDs:

1) Select Utilities > Field Management > Build Progress Account IDs.
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screen.
Populate Account Rules of Credit

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On a project, you may create hundreds or even thousands of Progress Account records in PRISM . If you plan to use Populate Account Rules
of Credit as the method for progressing, you will have to copy the Rules into each Progress Account record. This could take a lot of time and
effort, depending on the quantity of Progress Accounts.
The Populate Progress Account Rules of Credit utility is used to quickly perform this process, without having to access each Progress Account.
It has three options that allow you to tailor how the Rules will be populated so they do not affect or delete existing Progress Accounts Rules of
Credit inappropriately.
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To Populate Progress Account Rules of Credit:

1) Select Utilities > Field Management > Populate Account Rules of Credit.
2) Click one of the two Options radio buttons:
a. Add Missing Rules of Credit - if a Rules of Credit is assigned to a Progress Account, and if only a portion of the Rules are present
in the Progress Account-Rules of Credit subpane, then the missing Rules are copied to the Progress Account.
b. Delete Existing And Add New Rules of Credit - all Rules assigned to a Progress Account are deleted, except those with an Actual
Finish Date, and then the Rules that are missing in the Progress Account-Rules of Credit subpane are copied to the Progress
Account.
c. Add Only Where No Rules of Credit Exist - each Progress Account that does NOT have Rules of Credit added will have Rules
copied to the Progress Account.
3) Apply a Filter (on page 193) to limit the Progress Accounts affected.
4) Click OK.
Populate Items Rules of Credit

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On a project, you may create hundreds or even thousands of Progress Item records in PRISM . If you plan to use Populate Items Rules of
Credit as the method for progressing, you will have to copy the Rules into each Progress Item record. This could take a lot of time and effort,
depending on the quantity of Progress Items.
The Populate Items Rules of Credit utility is used to quickly perform this process, without having to access each Progress Item. It has three
options that allow you to tailor how the Rules will be populated so they do not affect or delete existing Progress Items Rules of Credit
inappropriately.
To Populate Items Rules of Credit:

1) Select Utilities > Field Management > Populate Items Rule of Credit.
a. Add Missing Rules of Credit - if a Rules of Credit is assigned to a Progress Item, and if only a portion of the Rules are present in
the Progress Items-Rules of Credit subpane, then the missing Rules are copied to the Progress Item.
b. Delete Existing And Add New Rules of Credit - all Rules assigned to a Progress Item are deleted, except those with an Actual
Finish Date, and then the Rules that are missing in the Progress Items-Rules of Credit subpane are copied to the Progress Item.
c. Add Only Where No Rules of Credit Exist - each Progress Item that does NOT have Rules of Credit added will have Rules copied
to the Progress Item.
3) Apply a Filter (on page 193) to limit the Progress Items affected.
4) Click OK.
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User Guide
Reconcile Actual Data (Field Management)

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PRISM stores the Actuals in two separate Progress Account subpanes; Time Phased Data and Actuals History. Utilizing normal PRISM
processes and calculations, the Actual Quantities and Hours in each of these subpanes are in sync with each other.
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Importing Actual data into PRISM using the Import Data from File utility is an uncommon and an unrecommended process that could easily
lead to actual data being out of sync among the various views.
The Reconcile Actual Data utility is used to check and correct discrepancies between these panes. This process assumes the data in the
Progress Account-Actuals History subpane is correct and is used to fix data in other panes. If the discrepancy lies with the Progress
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Account-Actuals History subpane then you should contact PRISM Support for Help.
When checking data, it is best to leave the Summary Level set to its default selection, which is Project. This allows you to view the Actuals data
of both tables at the highest level. If there is a difference identified, then a new Summary Level is selected, usually the next highest level. This
continuation of changing the Summary Level allows you to drill-down until the specific Progress Accounts are identified.
You must select which Control Element Type (Quantity or Hours) to review. You will have to run the Reconcile Actual Data utility many times
to review all types of data.
Once discrepancies are identified, they can be automatically Reconciled using this utility. The Actuals History data is utilized to correct data in
the Progress Accounts data pane. There is also a choice to Update Time Phased Data, which causes the data in the Progress Accounts-Time
Phased Data subpane to be updated as well. When correcting discrepancies, the historical Actuals maintained in the Progress Accounts-Time
Phased Data subpane are used to correct inconsistencies with the Previous Actuals to Date's Quantities and Hours. When fixing discrepancies,
you can apply a Filter to affect specific Progress Accounts.
You must have Run Process permissions to perform this utility.
You should archive your data prior to running this utility.
To Reconcile Actual Data:

1) Select Utilities > Field Management > Reconcile Actual Data.
2) Click the Summary Level drop-down and select a Summary Level. Utilize the default selection, Project to start.
3) Click a Control Element Type radio button to select either Quantity or Hours data to review.
4) Click a View radio button to select:
a. All - to view all records regardless if there are any inconsistencies found or not. This is the default selection.
b. Inconsistent Data Only - to only view records where inconsistencies exist.
5) Check the Update Time Phased Data checkbox to have data in the Progress Accounts-Time Phased Data subpane reconciled with the
Actuals History data.
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6) Click the Preview button and review the data in the form.
a. A row for each Progress Account at the Summary Level selected is displayed.
 Time Phased Actuals - actuals data from the Progress Accounts-Time Phased Data subpanes.
 Account Actuals - actuals data from the Progress Accounts-Control Element subpanes.
 Adjustments to Time Phased Actuals - indicates the adjustment amount that will be entered into the Progress
Accounts-Time Phased Data subpane if the Reconciliation process is run.
7) If no problem is found, click the Cancel Reconcile icon.
8) Repeat Steps 3 through 7 and change the Control Element Type to review the remaining Control Elements.
9) If there is a problem with the data matching, you can click the Complete Reconcile icon and data is reconciled. Apply a Filter (on page
193), if necessary, so that only certain Control Accounts are affected.
a. Alternatively, you can click the Cancel Reconcile icon, and perform drill-downs to determine the source of the discrepancy by
repeating Steps 2 through 7. However, this time select Progress Accounts, or some other lower level, as the Summary Level.
b. Once the actuals discrepancy is found, you can reconcile the data by clicking the Complete Reconcile icon. A correction record is
entered into the specific panes that causes the Actuals history data to be consistent between the various panes.
10) Click the Cancel button on the Reconcile Actual Data form.
Combine Progress Accounts

The Combine Progress Accounts utility is used to combine multiple Engineering Accounts into a single Engineering Account, causing all the
data associated with each Engineering Account selected to be summarized. The exception is Quantity data.
By default, quantities are not summarized because they are generally based on different Units of Measure. However, there is a Combine
Quantities option that allows you to summarize quantities if this is not the case.
To Combine Progress Accounts:

1) Select Utilities > Field Management > Combine Progress Accounts.
2) Click the Final Combined Account ID drop-down and select the Progress Account where the selected Progress Accounts will be
combined.
3) In the Progress Accounts To Combine section, click the Add Record icon and select one or more Progress Accounts that will be
4) Click OK.
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Change Actual History (Field Management)

Sometimes actual quantities and hours imported contain errors. Usually these errors are fixed in the current Reporting Period, and therefore,
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entered into PRISM using the normal process of importing actuals.
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On the rare occasion when changes need to be made to the Actuals History, PRISM provides the Change Actual History utility. Changes can
be entered manually into the utility or they can be imported from a file.
This utility makes incremental changes that append to the existing Actual data; no existing data is deleted. If actual data needs to be reduced,
then negative values are used. Each Historical Change record is entered into the Reporting Period selected and is identified in the Progress
Accounts-Actuals History subpane with the source code of HIS.
As an example using incorrect hours data, if the correct historical hours are 1,200 and the existing historical hours are 1,000 a change record
of 200 is necessary. Alternatively, if the correct historical hours worked is 2,000 and the existing historical hours are 2,500, a change record of
-500 is necessary.
If the total hours of a Progress Account are increased or decreased then the actual hours must be re-spread using the Spread Time Phased
Data calculation. The purpose of this is to enter the new Actuals, re-calculate the Estimate at Completion, and re-spread the Estimate to
Complete.
Be sure to archive your data prior to running this utility.
Note that this utility is not enabled until the project is in the second Reporting Period. In addition, you must have Run Process
permissions for the project for this utility to be enabled.
This utility could also be used to move historical actual data from one Progress Account to another if it was determined the charges applied to
the wrong Account. However, a simpler method, and one that does not affect history, is to move the data using the Current Period Actuals
data pane. The total quantities/hours to move is applied as a negative value to the Progress Account to which the data is being moved from
and adds a positive total quantities/hours to the Progress Account to which the data is being moved to.
To Change Actual History by Manually Entering Changes:

1) Select Utilities > Field Management > Change Actual History.
3) Click the Progress Account ID drop-down and select a Progress Account ID.
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7) The Data Source is HIS, which identifies the record as Historical Data.
8) Click the Period drop-down, and select the Reporting Period in which to change Actual data.
9) If Quantity data needs to be updated, click in the Quantity cell and enter the Actual Quantity for the period.
10) If Hours data needs to be updated, click in the Hours cell and enter the Actual Hours for the period.
15) Click the Field Management Change ID drop-down and select a Field Management Change ID, if applicable.
17) Click the Period drop-down and select a Reporting Period.
To Change Actual History by Importing Changes:

1) Select Utilities > Field Management > Change Actual History.
2) Click the Fields button to open the Field Definitions form. This form indicates the sequence of fields and the format for each field
required for the import file.
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3) Create an Import File with Historical Changes in a file format that PRISM can read. Typically this is Microsoft Excel. This file does not
require a header and should match the Field Definition requirements.
4) Click the File Name browse icon, locate and select the Import File, and click Open.
5) Click the Import button. Notice that the Actuals Changes grid is populated with data from the Import File.
6) Click OK.
Note that the historical change process will identify errors with the Reporting Periods and Progress Account IDs entered in the
Actuals Changes grid if matching codes do not exist in the project.
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Chapter 21
Reports
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The Reports tab is where commands to produce project and enterprise reports and graphs from data in PRISM are found. This includes
grouping reports into batches so they can be routinely printed, defining the page setup that is common to all reports on a project, and
generating new types of reports using the report writer.
Project/Enterprise Reports
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PRISM provides hundreds of standard reports that include several reporting options to select from. The selected options can be saved as a
Report Specification, and multiple Report Specifications can be generated from one standard report. Any Report Specification can be accessed
at a later date to be displayed, printed, or saved in a separate format, such as PDF.
Both Project Reports and Enterprise Reports are generated utilizing the same methodology. There are two types of standard reports: Tabular
displays data in a table format and Graphical displays data in chart format. In a few cases, there are reports that combine both tabular and
graphical data.
Report Panes
The Project and Enterprise Reports are divided into four panes.
 Report List - upper-left pane
 Report Specification - upper-right pane
 Filter and Batch - lower-right pane
To generate a report you must first select a standard report from the Report List. This is a tree structure which categorizes the multitude of
reports. The Graphical reports are found at the bottom of the list. Only the reports that you have permission to access are displayed.
Under each category you will see the Report Title for each report. Once a report is located, you can click the Report Title. By doing so, the
Report Specification form for that particular report is displayed. If there are any saved Report Specifications, the first specification is displayed.
The Specification List is a list of every Report Specification that has been created and saved for the report selected in the Report Menu. This is
similar to a Navigation Pane (on page 152) and includes a navigation toolbar, allowing you to add and delete specifications, print or export
the list of specifications, etc.
A report's Specification List is empty until the first Report Specification is created. To create a new Report Specification, you must enter a
Specification ID and Description. You can access an existing Report Specification by selecting a Specification ID from the Specification List.
Any Report Specification can be added to one or more batches. A batch is a collection of several Report Specifications that can be printed all
together, eliminating the need to individually open and print each specification.
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Each Report Specification allows you to choose from several options in order to customize your specific report. Options are enabled or
disabled based on the standard report selected.
Header and Display Options

You can assign a Report Title and Subtitle that are displayed on the header of the report. In addition, you have a choice of the Paper Size on
which the report is printed. Letter size is the default.
The description of each record in a report may be too long to be displayed on a single line. The Wrap Description option allows lengthy
descriptions to be wrapped to a second line. The Separator option, when enabled, places a separator line in-between each record. Reports
can be displayed in color by selecting the Color option.
Notes that are entered against records can be displayed by selecting the Show Notes option. The notes are displayed below the Record ID and
Description. If the Summary option is enabled on the report, then the notes for each record are not displayed. However, if there are notes
assigned to the Group or WBS Level selected in the Summary option, then those notes are displayed.
The Group By Change Variety option is only enabled when generating certain Change Management reports. It groups each Change or Trend in
the report by the Change Variety assigned to each. The Change Variety is a user-defined list that is defined at the Enterprise level.
Data Selections
For some cost reports, you can choose the type of budget data to display by selecting either Approved or Control budget data from the
Budget Type option. In addition, you can choose the Data Type to display which includes either Cost, Hours, or Quantity data. You can also
select the Actual Type to display which includes either Actuals or Incurred data.
For some schedule reports, you can choose the type of resource data to display by selecting either Qty/Hours, Cost, or Extended Cost from the
Resource Data option.
The manner in which numeric data are displayed, whether cost, hours, or quantities is adjustable using two options. The Show Data In option
divides each numeric value by a power of ten unit (1, 10, 100, 1000, 10,000, 100,000, 1,000,000, 10,000,000, 100,000,000, 1,000,000,000).
The unit selected from this option is displayed in the report header. The Decimal Places option selects the number of decimal places (0, 1, 2,
3) in which numeric data are reported.
By default, the cost data are displayed using the project's base currency for project reports and the enterprise's base currency for enterprise
reports. For Multi-currency projects, you can select a different Currency ID in which to display costs.
Project Reports that display Control Element details have the option to display this data using either the project's Control Elements or
corresponding Enterprise Elements. By default, Control Elements are displayed, but can be changed by enabling the Use Enterprise Elements
option.
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By default, Quantity values are not totaled in any subtotal or the report total rows. This is because the report may be totaling different types
of quantities with different units of measure. If so, the quantity totals would be meaningless. By enabling the Total Quantity, the quantity
values will be totaled. You just need to be sure that records with the same type of quantity are grouped together.
Summary and Grouping Options

For tabular reports, there is one Summary and three Grouping Level options. The Summary option is used to roll-up or combine detailed data
based on a selected Group Title or WBS Level. The Grouping Level (Grouping 1, Grouping 2, and Grouping 3) options are used to group
detailed data based on a selected Group Title or WBS Level. The groupings are hierarchical with Grouping 1 as the first level, Grouping 2 as the
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next or lower level, and Grouping 3 as the last or lowest level. The drop-down selection lists come from the Groups defined in PRISM . There
are three options associated with the Summary and each Grouping option that is used to modify the output format. How each option effects
the formatting is described below:
OPTION SUMMARY GROUPING
No Title Suppresses the Group ID - only the Group Description is displayed Suppresses the Group Title - only the Group Description is displayed
Page Break Places report totals on a separate page Starts a new page for each group
No Total Suppresses the report totals Suppresses the group level subtotals
There is also an option to suppress Group Headers/Subtotals for records that do not have a Group Assignment. When the Suppress Grouping
Header/Subtotal If ID is Empty is enabled, if a record is not assigned a Group ID for the selected Group/WBS field as a Grouping, it will appear
without a header and subtotal.
Time Phase Options

On reports and graphs that display data by time period, there are some options that give you control over what periods of data are displayed
and what constitutes a period. By default, time phased data reports include columns of data for every Reporting Period defined for the project
or the enterprise. You can restrict the time frame to a specific range or periods using the Start Period and Finish Period options.
For projects that span many Reporting Periods, the data may not fit well on a single-page report. For instance, tabular time phased data
reports can only display 12 columns of data. Additional pages are generated to display more than 12 reporting periods. On graphical reports,
all periods are shown, but each column's width may be too narrow to read any data. The Combined Periods option allows you to select a
user-defined combination of periods. This is where multiple periods are consolidated into a single period. For instance, if Reporting Periods
are defined by month, then every three periods can be combined together to indicate quarters. When reports are run, rather than displaying
each column as a month of data, the data are summarized and displayed for the quarter. In this example, a tabular report could then display
12 quarters of data.
Note that Combined Periods are defined in the Reporting Period and Enterprise Period forms.
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When selecting Start and Finish Periods for time phased data, the accumulated cost in the Total column is, by default, the total value
regardless of the periods selected. By checking the Total Periods option, the Total column indicates the total value for the time phased data
bounded by the Start and Finish Periods.
By default, time phased data reports display data as the values for that period. By enabling the Show To Date option, the value displayed in
any period is the cumulative of all the prior and current period values.
Time phased data reports, by default, do not display the Estimate to Complete and do not display the Earned Value data past the current
period. The Show Forecast option enables this forecast data to be displayed.
A Filter (on page 193) can also be applied to limit the records included in the report. It is recommended that Enterprise Reports should not be
filtered by Reporting Period. The Reporting Periods available in the Filter are Project Reporting Periods.
Filtering Options
A Filter (on page 193) can be applied to any Report in the same manner that you would apply a filter to locate data.
You can also apply a Control Element or Enterprise Element filter to further drill down data displayed in Project and Enterprise Reports.
corresponding Enterprise Elements. This filter allows certain Control Elements/Enterprise Elements to be included or excluded in reports. By
default, all Control/Enterprise Elements are included.
For Project Reports, by default, Control Elements are displayed, but this can be changed by enabling the User Enterprise Elements option.
Preview, Print, and PDF Reports

After you have set the report options you can preview the report on screen, print the report, generate a PDF of the report, or export the
report to an alternative file format.
The Print Preview form allows you to navigate through the individual pages of a report, change the zoom magnification, and locate text and
numeric values. After viewing the report, you can also print the report from this form or you can export the form to a variety of formats,
which include, PDF, HTML, XML, and Microsoft Excel and Word.
Note that you can open multiple Print Preview forms at one time, each displaying a different Report Specification.
You do not have to use the Print Preview form to print reports. There is a separate Print Report command found on the navigation toolbar.
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Reports generated in PRISM contain a Watermark as proof that the data displayed in the report comes directly for the PRISM database
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and is unaltered. The watermark is simply the word PRISM , which is placed in the bottom center of the report in a light gray font. The Print
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Preview form in PRISM has features that allow these reports to be exported to Microsoft Excel or Word. Any PRISM report that is exported
will NOT have this watermark applied. The reason for this is that reports exported to Microsoft Excel or Word can be modified using these
other applications. Therefore, the absence of the watermark indicates the data are circumspect, because of this possibility of alteration.
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To Create Project and Enterprise Reports:

1) For generating Project Reports select Reports > Project > Project Reports, and for generating Enterprise Reports select Reports >
Enterprise > Enterprise Reports.
2) Navigate the Report Menu and select a Report Title.
Note that reports are categorized in a tree structure. Click any report category to expand or collapse the branch of the tree.
3) If one or more Report Specifications were previously created for the report, the first Report Specification is displayed in the data
pane. If you want to choose a different Report Specification, select the desired Report Specification ID from the Specification List.
4) If no Report Specification currently exists for the report, click in the Specification ID in the Data pane and enter a Report Specification
ID.
5) Click in the Description box and enter a Report Specification Description.
6) If you planning on generating PDF files of the report, click the File Name browse icon and enter a File Name and select a File Location
where the PDF will be saved.
To Assign Header and Display Options:

1) In the Header and Display Options group box, click in the Report Title box and enter a Report Title that will be displayed in the
Report's header.
2) Click in the Subtitle box and enter a Subtitle that will be displayed in the Report's header.
3) Click the Paper Size drop-down and select different a Paper Size. If no paper size is selected, Letter size is used as the default.
4) Check the Wrap Description checkbox if you want lengthy record titles to be wrapped to a second line rather than having the
description truncated.
5) Check the Separator checkbox to add a separator line between records.
6) By default, the Color checkbox is enabled in order to display the report in color rather than black and white.
7) Check the Show Notes checkbox to have notes for each record displayed. If the report is summarized, the notes displayed are those
associated with the Group being summarized.
8) Check the Group By Change Variety checkbox to group each Budget/EAC Change or Trend by the Change Variety each is assigned.
This is only enabled for certain Change Management reports.
To Assign Data Options:

1) Click the Data Type drop-down and select either Cost, which is the default, Hours, or Quantity to define the type of data to be
displayed in certain cost reports.
2) In the Data Selections group box, click the Budget Type drop-down and select either Approved, which is the default, or Control, to
define the type of budget data to be reported in certain cost reports.
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3) Click the Actual Type drop-down and select either Actual or Incurred data to be displayed.
a. Actuals is the default setting unless the Default Actual Data option in the Cost Management Settings (on page 414) is set to
Incurred.
4) Click the Resource Data drop-down and select either Qty/Hours, which is the default, Cost, or Extended Cost to define the type of
resource data to be displayed in certain schedule reports.
5) Click the Show Data In drop-down and select a power of ten Unit to indicate how numeric values are displayed. By default the unit is
1.
6) Click the Decimal Places drop-down and select from 0 to 3 decimal places to indicate how numeric values are displayed.
7) Check the Use Enterprise Elements checkbox to display Enterprise Elements instead of Control Elements.
8) Check the Total Quantity checkbox to total quantity values in every subtotal and the report total rows.
9) If you want to display cost data in a currency other than the Base Currency, click the Currency ID and select a different Currency ID.
a. The Multi-Currency option must be enabled for the project (see "Projects" on page 255).
b. Currency Exchange Rates (see "Currencies" on page 601) must be defined.
To Assign Summary and Grouping Options:

1) In a Report Specification, if you want to summarize data, click in the Summary drop-down box and select the desired Group Title or
WBS Level.
2) If you want to group data, click in the Grouping 1 drop-down box and select the desired Group Title or WBS Level. Make selections in
Grouping 2 and Grouping 3, as necessary.
3) For each Summary or Grouping Level, check the following checkboxes to enable the associated features:
a. No Title - suppresses the Group ID or Group Title.
b. Page Break - starts a new page for each group or places the report totals on a separate page.
c. No Total - suppresses group totals or report totals.
To Assign Time Phase Options:

1) For generating Project Reports select Reports > Project > Project Reports, and for generating Enterprise Reports select Reports >
Enterprise > Enterprise Reports.
2) Locate a Report Specification.
3) To identify a start period other than the first Reporting Period as the beginning period to be reported, click the Start Period
drop-down and select a Reporting Period.
4) To identify a finish period other than the last Reporting Period as the ending period to be reported, click in Finish Period drop-down
and select a Reporting Period.
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5) By default, the report displays each period's data in a column. To combine multiple periods of data into a column in the report, click
the Combined Periods drop-down and select one of the two Combined Periods Titles.
6) Check the Total Periods checkbox to display the total value of the time phased data based on the range of periods selected.
7) Check the Show To Date checkbox to display cumulative data as opposed to period data.
8) Check the Show Forecast checkbox to show the forecast data which includes the Estimate to Complete and the Earned Value past the
current period.
To Apply a Report Filter:

1) For a Project Report, select Reports > Project > Project Reports and for Enterprise Report, select Reports > Enterprise > Enterprise
Reports.
3) Click the Filter subpane tab, and apply a Filter (on page 193), if necessary.
To Apply a Control/Enterprise Element Filter:

1) For a Project Report, select Reports > Project > Project Reports and for Enterprise Report, select Reports > Enterprise > Enterprise
Reports.
3) Click on the Element subpane tab.
4) Select which Control/Enterprise Elements data to display from the picklist.
Note that, by default, all Control/Enterprise Elements are checked. If more than 40 Control Elements are being filtered out of a
report, the risk of performance issues increase, and the Control Element filter may not be saved. If this happens, the Control
Element filter will have to be re-established each time a report is run.
5) To use Enterprise Elements for a Project Report, check the Use Enterprise Elements checkbox in the Project Reports data pane.
To Preview and Print Reports:

1) On the navigation toolbar, click the Print Preview icon. The report appears in the Print Preview form.
2) To move from page to page, click the Navigation buttons; go to First Page, go to Previous Page, go to Next Page, go to Last Page.
3) To move to a specific page, click in the Go to Page box, enter a Page Number, and press ENTER.
4) To search the report for a specific word, phrase, or value, click the Find Text icon, enter a value in the Find what box, and click the
Find Next button. Repeat clicking the Find Next button to find additional records with the same value.
5) To resize how the report is displayed, click the Zoom icon and select a Zoom setting.
6) To export the report to a file, click the Export Report icon, click the Save as type drop-down and select a File Format, enter a File
Name and select a File Location, and click the Save button. The file formats include:
a. PDF files - (*.pdf)
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b. Excel files - (*.xls*)

c. Word files - (*.doc*)
d. XML - (*.xml*)
e. HTML - (*.html*)
7) Click the Print Report icon to print the report.
8) Close the Print Preview form.
9) Click the Print Report icon on the navigation toolbar to print the report without opening the Print Preview form.
10) Click the Create PDF icon to create a PDF of the report without opening the Print Preview form. The File Name will have to be
identified in the File Name box on the Data pane.
Cost Management Reports

The Cost Management package includes several tabular reports and graphs to review cost data which includes Control Account data,
Commitments and Actuals, Progress and Performance, Time Phased data, and Change Management data. In addition, estimate and schedule
reports are included.
Control Accounts
Report Title Description
Cost And Comparison #1

Two different reports that compare Actuals, Commitments, EAC, and Budget at the Control Account level.
Cost And Comparison #2
Cost And Comparison Detail #1
Three different reports that compare Actuals, Commitments, EAC, and Budget at the Control Account / Control
Element level.
Displays Approved, EAC, Actuals, and Percent Complete for Quantities and Hours by Control Account. The Unit
Quantity And Hour Analysis Price is also calculated using the equation of Quantities / Hours, showing the rate at which quantities are budgeted
to being installed
Displays Total Cost and Unit Cost for Budget, Actuals, EAC, and ETC. Records are grouped by Control Account /
Unit Cost
Control Element.
Displays performance data and calculated EACs (C&S EAC and CPI EAC) to analyze and update the forecast. Data
Estimate At Completion Analysis displayed by Control Account / Control Element fill-in-the-blank is used to enter the EAC update, which is
G2
subsequently entered into PRISM .
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Displays each Control Account and any cross-referenced Budget Details. Changes assigned to each Budget Details
Baseline Budget Details
are displayed.
Displays total budgeted hours and costs for each Employee and/or Category by Control Account. Labor plans can
Project Plan
be displayed with or without Non-Labor plans.
Displays total budgeted hours and costs for each Control Account by Employee and/or Category. Labor plans can
Employee Project Plan
be displayed with or without Non-Labor plans.
Control Account/Activity Displays each Schedule Activity and any cross-referenced Control Accounts. Each Activity's and Control Account's
Cross-reference current and approved dates, budget weight, and percent complete are displayed.
Displays cost and funding data including the funding variance which is the difference between Funding and the
Funding Comparison
EAC. Data is grouped by Funding Source.
Displays cost and funding data including the funding variance which is the difference between Funding and the
Funding Split
EAC.
There are two reports. One displays Earned Value data including Cost and Schedule Variances in terms of cost and
percentage. An asterisk (*) next to one of these variances indicates the variances that exceeded the Variance
Variance Explanations Thresholds.
The other report displays two Compare Fields and the variance of two fields in terms of cost and percentage.
Commitments and Actuals

Commitments Displays each Total Commitment entry by Control Account.

Displays each Open, Total, and Pending Commitment entry by Control Account. Percent paid is calculated using the
Open Commitments
equation: Total Commitment / Actual to Date.
Displays each Control Account and any cross-referenced Contract or Purchase Order data generated from the
Contract And Purchase Order Detail
Contracts Management package.
Period Actuals Displays each Period Actuals entry by Control Account.
Actuals History #1 Two different reports that display each Actual History record. One report displays records by Control Account, the
Actuals History #2 other by Reporting Period then Control Account.
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Change Management
Displays Change Summary information, including the budget changes, number of budget changes, and number of
Change Management Summary
EAC changes for each Control Account.
Displays Budget/EAC Changes by Control Account. The last column indicates the baseline values and the change
Budget/EAC Change Breakdown
values. The "=" equal sign indicates the sum of the baseline and change values.
Displays Actuals data for Budget/EAC Changes by Control Account. Report can display either Actual or Incurred data
Budget/EAC Change Actuals
and indicates the status of each change.
Displays how each Budget/EAC Change affects Control Accounts/Control Elements and indicates the current status
Budget/EAC Changes
of each change.
Displays each Budget/EAC Change, the current status of each change, and the total value of each change in terms of
Budget/EAC Change Summary
quantity, hours, and cost.
Displays the Contingency Cost Element ID and its associated Budget/EAC Change record and how it affects the
Contingency Draw-down
Control Account's Baseline Budget.
Trend Breakdown Displays Trends by Control Account and their potential affect on the Approved Budget and Current EAC.
Trends Displays how each Trend potentially affects Control Accounts/Control Elements.
Trend Summary Displays each Trend and the total value of each trend in terms of quantity, hours, and cost.
Risk Mitigation Displays Risks / Risk Mitigation data by Control Account.
Progress and Performance

Similar to the EAC Analysis report. It includes two fill-in-the-blanks to enter either the ETC update or the EAC
Progress Update
update.
Displays the Schedule Activities assigned to each Control Account and the percent complete. In addition, the
Physical Progress physical progress method assigned to each Control Account is displayed as well as the weight factors used in
deriving the Control Account's composite percent complete.
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Displays Schedule and Actual percent complete by Control Account. The Actual percent complete is the Control
Progress Account's Percent Complete. The Schedule percent complete is calculated: Scheduled Costs to Date / Budget at
Completion.
Productivity Displays period, to-date, and at-completion performance data; primarily the CPI.
Performance Displays period, to-date, and at-completion performance data.
Displays to-date performance data, the SPI, CPI, and TCPI data, and the EAC including the calculated C&S EAC and
the CPI EAC. EAC C&S is calculated as Actual To Date + ((Approved Budget at Completion-Earned To Date)/{(Earned
Performance Index
To Date x Earned To Date/[(Actual To Date x Budget To Date)]}. EAC CPI is calculated as (Approved Budget at
Completion x Actual To Date)/Earned To Date.
Time Phased Data

Time Phase Data Displays up to 6 lines of User-defined Budget data by Control Account by Reporting Period
Time Phased Budget Displays Budget data by Control Account / Control Element by Reporting Period.
Time Phased Performance Displays Budget, Earned, and Actual data by Control Account by Reporting Period.
Displays data by Control Account by Reporting Period. Budget, Earned, and Actual data by cost, hours, and FTEs are
Time Phased Head Count
indicated. FTEs = Hours / FTE hours.
Time Phased Funding Displays Funding data by Control Account by Reporting Period. Budget and Actual data is also included.
Displays budgeted hours or costs by Reporting Period for each Employee and/or Category, categorized by Control
Time Phased Plan
Account.
Employee Time Phased Plan Displays budgeted hours or costs by Reporting Period for each Control Account by Employee and/or Category.
Displays budgeted hours or costs by Reporting Period for each Employee and/or Category, categorized by Control
Employee Plan Versus Actual
Account.
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Cost Performance Reports

Integrated Program Management Report Exports Integrated Program Management Reports (Formats 1, 2, 3, and/or 4) to an XML file so it can be imported
- XML Export into external applications.
Standard Format 1 Integrated Program Management Report required on various United States governmental
contracts. Data is displayed by Control Account but includes a summary option to summarize data by the WBS,
Integrated Program Management Report
which is the typical approach, or by using any group coding. Cost Elements (see "Control Elements" on page 600)
- Format 1
are setup to collect costs for Cost of Money, General and Administration, Undistributed Budget, and Management
Reserve and assigned in Cost Management Settings (on page 414) so they are displayed properly in reports.
Integrated Program Management Similar to Format 1 with the inclusion of columns for cost and schedule performance indices and planned and
Report- Format 1 actual percent complete.
Integrated Program Management Report Similar to Format 1 with the inclusion of columns for reprogramming. This report works in conjunction with the
- Format 1R Rebaseline utility.
contracts. Data is displayed by Control Account but includes a summary option to summarize data by the OBS,
which is typically developed using group coding. Cost Elements (see "Control Elements" on page 600) are setup to
- Format 2
collect costs for Cost of Money, General and Administration, Undistributed Budget, and Management Reserve and
assigned in Cost Management Settings (on page 414) so they are displayed properly in reports.
Integrated Program Management Report Similar to Format 2 with the inclusion of columns for reprogramming. This report works in conjunction with the
- Format 2R Rebaseline utility.
contracts. Data is displayed by Control Account but includes a summary option to summarize data using group
- Format 3
coding. This report indicates the changes to the baseline by Reporting Period.
contracts. Data is displayed by Control Account but includes a summary option to summarize data using group
- Format 4
coding. This report indicates the forecast by Reporting Period.
contracts. Variance Analysis data is displayed in a narrative format to provide an explanation of variances on
- Format 5
Control Account data.
Standard Format 1 Cost Performance Report required on various United States governmental contracts. Data is
displayed by Control Account but includes a summary option to summarize data by the WBS, which is the typical
Cost Performance Report - Format 1 approach, or by using any group coding. Cost Elements (see "Control Elements" on page 600) are setup to collect
costs for Cost of Money, General and Administration, Undistributed Budget, and Management Reserve and
assigned in Cost Management Settings (on page 414) so they are displayed properly in reports.
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Similar to Format 1 with the inclusion of columns for cost and schedule performance indices and planned and
Cost Performance Report - Format 1a
actual percent complete.
Similar to Format 1 with the inclusion of columns for reprogramming. This report works in conjunction with the
Cost Performance Report - Format 1R
Rebaseline utility.
displayed by Control Account but includes a summary option to summarize data by the OBS, which is typically
Cost Performance Report - Format 2 developed using group coding. Cost Elements (see "Control Elements" on page 600) are setup to collect costs for
Cost of Money, General and Administration, Undistributed Budget, and Management Reserve and assigned in Cost
Management Settings (on page 414) so they are displayed properly in reports.
Similar to Format 2 with the inclusion of columns for reprogramming. This report works in conjunction with the
Cost Performance Report - Format 2R
Rebaseline utility.
Cost Performance Report - Format 3 displayed by Control Account but includes a summary option to summarize data using group coding. This report
indicates the changes to the baseline by Reporting Period.
Cost Performance Report - Format 4 displayed by Control Account but includes a summary option to summarize data using group coding. This report
indicates the forecast by Reporting Period.
Standard Format 5 Cost Performance Report required on various United States governmental contracts. Variance
Cost Performance Report - Format 5
Analysis data is displayed in a narrative format to provide an explanation of variances on Control Account data.
Budget Details
Budget Details Displays hours, quantities, and Cost Elements for each Budget Detail. Determine which Control Elements to display.
Displays hours, quantities, and Cost Elements for each Budget Detail. Unit prices calculated for each Cost Element.
Budget Detail Unit Prices
Determine which Control Elements to display.
Displays hours, quantities, and total cost of Budget Details and groups Budget Details by Unit of Measure.
Budget Detail Quantities
Determine which Control Elements to display.
Displays each Control Account and any cross-referenced Budget Details. Each Budget Detail's and Control Account's
Budget Detail Control Accounts
quantity, hours, and Cost Element data is displayed. Determine which Control Elements to display.
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Schedule
Activity Schedule Displays each Schedule Activity and the associated current schedule dates and percent complete.
Compares the schedule dates and percent complete for each Schedule Activity and displays any variances. Select
Schedule Comparison
between two types of dates; Baseline, Approved, or Current.
Displays the Resources by Schedule Activity. Determine if resource data displays either Quantity, Cost, or Extended
Activity/Resource Schedule
Cost.
Displays the Schedule Activities by Resource. Determine if resource data displays either Quantity, Cost, or Extended
Resource/Activity Schedule
Cost.
Activity/Control Account Displays each Control Account and any cross-referenced Schedule Activities. Each Activity's and Control Account's
Cross-reference current and approved dates, budget weight, and percent complete are displayed.
Graphics
Displays graphical, tabular, and textual data that summarizes a project's performance or a portion of a project. Tabs
on the Report Specification provide memo fields where the Scope of Work, Project Managers, Accomplishments,
Executive Summary
and Concerns can be entered. Two other memo fields, the Schedule Performance and the Cost Performance are
automatically applied unless data is entered into either of these memo fields.
Time Phased Data Histogram And Displays budget, earned, actual data, and funding by period. There are options to display the Histogram only, the
S-Curve S-Curve only, or to display both.
Displays actuals data by period and compares it to budget data. There are options to display the Histogram only, the
Actual Histogram And S-Curve
S-Curve only, or to display both.
Displays actuals data by period and compares it to budget data. The bar chart indicates the approved and current
Actual Bar Chart And S-Curve
schedule as well as progress.
Displays budget data by period and spread two ways, using early schedule dates and late schedule dates data, and
Budget Histogram And S-Curve
compares it to actual data. There are options to display the Histogram only, the S-Curve only, or to display both.
Budget Bar Chart And S-Curve
compares it to actual data. The bar chart indicates the approved and current schedule as well as progress.
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Chapter 21 Reports
Progress Histogram And S-Curve
compares it to earned data. There are options to display the Histogram only, the S-Curve only, or to display both.
Progress Bar Chart And S-Curve
compares it to earned data. The bar chart indicates the approved and current schedule as well as progress.
Displays budget, earned, and actual data by period. There are options to display the Histogram only, the S-Curve
Performance Histogram And S-Curve
only, or to display both.
Displays budget, earned, and actual data by period. The bar chart indicates the approved and current schedule as
Performance Bar Chart And S-Curve
well as progress.
Performance Index Curve Displays the SPI and CPI by period and compares it to cumulative budget, earned, and actual data.
Productivity Index Curve Displays the CPI by period and compares it to cumulative earned and actual data.
Performance Bulls-eye Displays the SPI and CPI by period variances by Reporting Period, using a series of dots and lines to track variances.
Contingency Draw-down Histogram and Displays contingency draw-down data by Reporting Period. There are options to display the Histogram only, the
S-Curve S-Curve only, or to display both.
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Engineering Reports
The Engineering package includes several tabular reports and graphs to review engineering data which includes engineering document data,
engineering accounts data, time phased hours data, and engineering data cross-references to other packages.
Displays each Engineering Documents approved schedule dates. Displays Engineering Documents and the
Engineering Design Schedule
document type, current status, and baseline budget hours for each document.
Displays each Engineering Document's budget and forecast hours and approved schedule dates. Displays the
Engineering Design Forecast document type, current status, percent complete, forecast hours to complete, and the forecast schedule dates
for each document.
Groups Engineering Document's by the Engineering Classes assigned and displays the Milestones for each
Engineering Design Milestones
Engineering Class and the status of each Milestone on an Engineering Document.
Engineering Accounts
Displays each Engineering Account's percent complete. Displays each Document Type associated with each
Engineering Document Status Account and lists the total number of budgeted documents, the number of documents by Document Status, and
the equivalent number of documents completed to date.
Displays by Engineering Account the percent complete, the total number of budgeted documents, the number
Engineering Document Summary
of documents by Document Status, and the equivalent number of documents completed to date.
Displays by Engineering Account the equivalent documents completed in the reporting period and completed to
Engineering Document Status Summary
date. The number of baseline documents, approved documents and pending documents are also displayed.
Displays three groups of data; total number of documents, total hours, and hours per document. For each group
Engineering Hours Per Document of data the estimate to complete, estimate at completion, approved budget, baseline budget and actuals to date
information is displayed.
Displays by Engineering Account the actual hours, forecast hours, approved and baseline hours, budget change
Engineering Budget Comparison hours, the variance between last periods and the current periods EAC, and the variance between the approved
budget and the estimate at completion.
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Groups Engineering Accounts by the Engineering Classes assigned and displays the Milestones for each
Engineering Account Milestones
Engineering Class and the status of each Milestone on an Engineering Account.
Engineering Change Management

Displays Engineering Changes by Engineering Account. The BE column indicates if the change is added "+" to the
Engineering Budget/EAC Change
Baseline (B) or the EAC (E). The "=" equal sign indicates what the Approved Budget and the Current EAC equals
Breakdown
after adding the changes.
Displays how each Engineering Change affects Engineering Accounts and indicates the current status of each
Engineering Budget/EAC Changes
change.
Engineering Progress and Performance

Engineering Progress Displays the period and to-date data which includes the earned value, approved budget, and the cost variance.
Displays the period, to-date, and at-completion productivity data which includes the earned value, actuals, and
Engineering Productivity
the schedule variance.
Displays the period, to-date, and at-completion performance data which includes the approved budget, earned
Engineering Performance
value, actuals, and the cost and schedule variances.
Displays to-date performance data, the schedule and cost performance indexes (CPI and SPI), and the
Engineering Performance Index to-complete performance index (TCPI). In also includes the current estimate at completion and two calculated
EAC values; Cost and Schedule (C&S) EAC and the Cost Performance Index (CPI) EAC.
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Engineering Time Phased Hours

Engineering Time Phased Data Displays up to 6 lines of User-defined Budget data by Engineering Account by Reporting Period
Engineering Time Phased Budget Displays each Engineering Account's budget hours by Reporting Period.
Engineering Time Phased Performance Displays each Engineering Account's budget, earned, and actual hours by Reporting Period.
Displays each Engineering Account's budget, earned, and actual hours as well as FTEs by Reporting Period. The
Engineering Time Phased Head Count FTEs for a period are calculated as the Engineering Account's hours divided by the period's FTE hours as defined
in Reporting Periods form.
Engineering Cross-reference
Displays the Engineering Accounts assigned to each Control Account and includes the approved budget, actual
Engineering Control Accounts to date, estimate to complete, and estimate at completion hours for both account types. Also displayed is the
percent complete and the approved and current schedule dates for all accounts.
Displays the Engineering Accounts assigned to each Activity. Also displayed are the Engineering Documents
Engineering / Activity Cross-reference linked to each Engineering Account. Status and progress information is displayed for both Engineering Accounts
and Engineering Documents.
Displays the Engineering Accounts assigned to each Purchase Order. Also displayed are the Engineering
Engineering / PO Cross-reference Documents linked to each Engineering Account. Status and progress information is displayed for both
Engineering Accounts and Engineering Documents.
Displays the Engineering Accounts assigned to each Contract. Also displayed are the Engineering Documents
Engineering / Contract Cross-reference linked to each Engineering Account. Status and progress information is displayed for both Engineering Accounts
and Engineering Documents.
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Graphics
Displays budget, earned, actual data and funding by period. There are options to display the Histogram only, the
Time Phased Data Histogram And S-Curve
Displays actuals hours by period and compares it to budget hours. There are options to display the Histogram
Engineering Actual Histogram And S-Curve
only, the S-Curve only, or to display both.
Displays actuals hours by period and compares it to budget hours. The bar chart indicates the approved and
Engineering Actual Bar Chart And S-Curve
current schedule as well as progress.
Engineering Performance Histogram And Displays budget, earned, and actual hours by period. There are options to display the Histogram only, the
S-Curve S-curve only, or to display both.
Engineering Performance Bar Chart And Displays budget, earned, and actual hours by period. The bar chart indicates the approved and current schedule
S-Curve as well as progress.
Engineering Performance Index Curve Displays the cost performance index (CPI) by period and compares it to cumulative earned and actual data.
Displays the schedule performance index (SPI) and cost performance index (CPI) by period and compares it to
Engineering Productivity Index Curve
cumulative budget, earned, and actual data.
Equipment/Materials Reports
The Equipment/Materials package includes several tabular reports to review equipment and material list data. In addition, purchase
requisitions can be printed.
Equipment
Displays quantities, power ratings, links to specifications and drawings from Engineering Documents, and links to
Equipment List
purchase orders and contracts for each equipment item.
Displays attributes data for each equipment item including power rating, capacity, pressure, volume, weight,
Equipment Attributes
temperature, fluid, viscosity, insulation type, insulation thickness, and heat tracing.
Displays the installed equipment items linked to each Control Account. Included for each Control Account is the
Equipment Control Accounts percent complete, and the current and approved schedule dates. Displayed for each equipment item is the
supplier, quantity, current and approved delivery dates.
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Displays for each equipment item the installation and delivery dates. The dates include the current dates, the
Equipment Schedule Activities approved dates, and the variance between each. Also displayed are the Activity IDs that are linked to each
equipment item.
Displays equipment items assigned as Line Items on Installation Contracts. It identifies cross-referenced
Equipment Installation Contracts
Purchase Requisition and Control Accounts, the cost of each item, and if the Contract has been committed.
Displays equipment items assigned as Line Items on Purchase Orders. It identifies cross-referenced Purchase
Equipment Purchase Orders
Requisition and Control Accounts, the cost of each item, and if the Contract has been committed.
Materials
Displays quantities, power ratings, links to specifications and drawings from Engineering Documents, and links to
Material List
purchase orders and contracts for each material item.
Displays the material items linked to each Control Account. Included for each Control Account is the percent
Material Control Accounts complete, and the current and approved schedule dates. Displayed for each material item is the supplier,
quantity, current and approved delivery dates.
Displays for each material item the installation and delivery dates. The dates include the current dates, the
Material Schedule Activities approved dates, and the variance between each. Also displayed are the Activity IDs that are linked to each
material item.
Displays material items assigned as Line Items on Installation Contracts. It identifies cross-referenced Purchase
Material Installation Contracts
Displays material items assigned as Line Items on Purchase Orders. It identifies cross-referenced Purchase
Material Purchase Orders
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Purchase Requisitions
Displays a two page form. The first page identifies the Purchase Requisition, who prepared the requisition,
describes any sole source requirements, lists the linked attachments, and lists the revisions to the requisition.
Purchase Requisition The second page lists each line item assigned to the requisition; more pages are added depending on the
number of line items added. The linked attachments are NOT viewable on screen; however, they are printed
after the line item pages are printed.
Procurement Reports
The Procurement package includes several tabular reports to review Request for Quotation, Purchase Order, Shipment, and Purchase Order
Change data.
Purchase Order Forms

Displays every Bidder assigned to a Request for Quotation or Purchase Order. It also includes the Request
Purchase Order Bidders List
for Quotation Issue Date and Bid Due Date and cross-references to Engineering Documents.
Displays a set of three forms which can be printed and sent to the Bidders. External Attachment documents
linked to the Request for Quotation are also printed:
Request for Quotation Bidder Information form - indicates when the bid is due, where to send the bid, and
the attachments included. This form is signed by the buyer and seller.
Request for Quotation
Request for Quotation Line Items form - indicates each Line Item and quantities required. The bidder uses
this form to enter the unit price and cost for each Line Item as well as a Ship Date.
Request for Quotation Acknowledgement form - the bidder signs this form and sends it to the seller to
indicate their intent to submit or not submit a bid.
Displays a set of two forms which can be printed and sent to the winning Bidder. External Attachment
documents linked to the Purchase Order are also printed:
Purchase Order Authorization and Acceptance form - indicates the total price, where to send all
Purchase Order communication, payment and delivery terms, and the attachments included. This form is signed by the
buyer and seller.
Purchase Order Line Items form - indicates each Line Item and quantities required, unit price, and total
price for each Line Item.
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Displays a set of two forms which can be printed and sent to the Supplier. External Attachment documents
linked to the Purchase Order and Change ID are also printed:
Purchase Change Order Authorization and Acceptance form - indicates the total price, where to send all
Purchase Change Order communication, payment and delivery terms, and the attachments included. This form is signed by the
buyer and seller.
Purchase Change Order Line Items form - indicates each Line Item and quantities required, unit price, and
total price for each Line Item Change, and the new Purchase Order total price.
Purchase Orders
Displays all the Requests for Quotation created on the project and includes the date when bids are due,
Request for Quotation Log
bidders assigned, bidder contract information, and Engineering Documents linked to the request.
Displays the Line Item of every Request for Quotation and Purchase Order and indicates if a Purchase Order
Purchase Order Line Items
is committed and the Control Account to which each Line Item is linked.
Displays Control Accounts that are linked to Purchase Orders and the Total Committed Cost to the Control
Purchase Order Commitments
Account. Each Purchase Order and its committed costs pertaining to the Control Account is displayed.
Displays each Purchase Order that has been committed and the committed costs. It also displays the
Purchase Order Commitments and Actuals
committed and actual costs that are entered against each Control Account linked to a Purchase Order.
Displays every Request for Quotation and Purchase Order and indicates the Supplier and any linked
Purchase Order Log Engineering Documents. It also displays each Change assigned to a Purchase Order and how the cost of
each Change affects the total cost of the Purchase Order.
Purchase Order Detail Displays the original, changed and approved cost for each Line Item on each Purchase Order.
Displays the original, changed and approved cost, the invoiced amount, and the paid amount for each
Purchase Order Summary
Purchase Order.
Displays each Purchase Order and how the Line Item Changes affect the Approved Cost, Pending Cost, and
Purchase Order Change Summary
the Estimate at Completion.
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Displays each Purchase Order and the associated Line Items including the Invoiced quantities and cost and
Purchase Order Invoices and Payments paid quantities and cost for each line item. Invoice and payment data is maintained in the Invoice
Management package.
Displays every Engineering Document cross-linked to a Request for Quotation or Purchase Order, including
Purchase Order Engineering Documents
each document's forecasted start and finish dates, actual start date, and the progress complete.
Displays Purchase Order Line Items and status of planned quantities to be shipped. It also provides invoice
Purchase Order Shipment Status
and payment data.
Purchase Order Shipment Items Displays shipment information for each Line Item assigned to a Shipment on a Purchase Order.
Purchase Order Events

Displays the planned, forecast, and actual completion data of each event for each Purchase Order and
Purchase Order Schedule and Status
Request for Quotation.
Purchase Order Event Schedule Displays the Last Completed Event as well as the Next Scheduled Event and its forecast date.
Lists the events for all Purchase Orders in sequential order from earliest Forecast date to latest Forecast
Purchase Order Action Events
date.
Displays the planned, forecast, and actual completion data of each event for each Purchase Order
Shipment Schedule and Status
Shipment.
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Contract Reports
The Contract package includes several tabular reports to review Request for Proposals, Contracts, and Contract Change data.
Contract Forms
Displays every Bidder assigned to a Request for Proposal or Contract. It also includes the Request for
Contract Bidders List
Proposal Issue Date and Bid Due Date and cross-references to Engineering Documents.
Displays a set of three forms which can be printed and sent to the Bidders. External Attachment documents
linked to the Request for Quotation are also printed:
Request for Proposal Bidder Information form - indicates when the bid is due, where to send the bid, and
the attachments included. This form is signed by the buyer and seller.
Request for Proposal
Request for Proposal Line Items form - indicates each Pay Item and quantities required. The bidder uses this
form to enter the unit price and cost for each Pay Item.
Request for Proposal Acknowledgement form - the bidder signs this form and sends it to the seller to
indicate their intent to submit or not submit a bid.
Displays a set of two forms which can be printed and sent to the winning Bidder. External Attachment
documents linked to the Contract are also printed:
Contract Authorization and Acceptance form - indicates the total price, where to send all communication,
Contract
payment and delivery terms, and the attachments included. This form is signed by the buyer and seller.
Contract Line Items form - indicates each Pay Item and quantities required, unit price, and total price for
each Pay Item.
Displays a set of two forms which can be printed and sent to the Contractor. External Attachment
documents linked to the Contract and Change ID are also printed:
Contract Order Authorization and Acceptance form - indicates the total price, where to send all
Contract Change Order communication, payment and delivery terms, and the attachments included. This form is signed by the
buyer and seller.
Contract Order Pay Items form - indicates each Pay Item and quantities required, unit price, and total price
for each Pay Item Change, and the new Contract total price.
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Contracts
Displays all the Requests for Proposal created on the project and includes the date when bids are due,
Request for Proposal Log
bidders assigned, bidder contract information, and Engineering Documents linked to the request.
Displays the Pay Item of every Request for Proposal and Contract and indicates if a Contract is committed
Contract Pay Items
and the Control Account to which each Pay Item is linked.
Displays Control Accounts that are linked to Contracts and the Total Committed Cost to the Control
Contract Commitments
Account. Each Contract and its committed costs pertaining to the Control Account is displayed.
Displays each Contract that has been committed and the committed costs. It also displays the committed
Contract Commitments and Actuals
and actual costs that are entered against each Control Account linked to a Contract.
Displays every Request for Proposal and Contract and indicates the Supplier and any linked Engineering
Contract Log Documents. It also displays each Change assigned to a Contract and how the cost of each Change affects
the total cost of the Contract.
Contract Detail Displays the original, changed and approved cost for each Pay Item on each Contract.
Contract Summary Displays the original, changed and approved cost for each Contract.
Displays each Contract and how the Pay Item Changes affect the Approved Cost, Pending Cost, and the
Contract Change Summary
Estimate at Completion.
Displays each Contract and the associated Pay Items including the Invoiced quantities and cost and paid
Contract Invoices and Payments quantities and cost for each line item. Invoice and payment data is maintained in the Invoice Management
package.
Displays every Engineering Document cross-linked to a Request for Proposal or Contract, including each
Contract Engineering Documents
document's forecasted start and finish dates, actual start date, and the progress complete.
Contract Events
Displays the planned, forecast, and actual completion data of each event for each Contract and Request for
Contract Schedule and Status
Proposal.
Contract Event Schedule Displays the Last Completed Event as well as the Next Scheduled Event and its forecast date.
Contract Action Events Lists the events for all Contracts in sequential order from earliest Forecast date to latest Forecast date.
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Prime Contract Reports

The Prime Contracts package includes several tabular reports to review Contractor and Owner data.
Contractor
Displays the Pay Item of every Prime Contract and indicates if a Contract is committed and the Control
Prime Contract Pay Items
Account to which each Pay Item is linked.
Displays Control Accounts that are linked to Prime Contracts and the Total Committed Cost to the Control
Prime Contract Commitments
Account. Each Contract and its committed costs pertaining to the Control Account are displayed.
Displays each Prime Contract that has been committed and the committed costs. It also displays the
Prime Contract Commitments and Actuals
committed and actual costs that are entered against each Control Account linked to a Contract.
Prime Contract Detail Displays the original, changed and approved cost for each Pay Item on each Prime Contract.
Prime Contract Summary Displays the original, changed and approved cost for each Prime Contract.
Displays each Prime Contract and how the Pay Item Changes affect the Approved Cost, Pending Cost, and
Prime Contract Change Summary
the Estimate at Completion.
Displays each Prime Contract and the associated Pay Items including the Invoiced quantities and cost and
Prime Contract Invoices and Payments paid quantities and cost for each line item. Invoice and payment data is maintained in the Invoice
Management package.
Displays every Engineering Document cross-linked to a Prime Contract, including each document's
Prime Contract Engineering Documents
forecasted start and finish dates, actual start date, and the progress complete.
Displays the Revenue, Committed Cost, and Gross Margin for each Prime Contract. It also displays the
Prime Contract Committed Gross Margin Revenue, Cost, and Gross Margin of any Purchase Order and/or Contract cross-linked to the Prime
Contract.
Displays the amount invoiced and the payments received for Pay Items for each Prime Contract.
Prime Contract Progress Payment
Commitment totals, percent complete, and Earned Value to Date are also displayed.
Displays Pay Items Invoices summary information for each Prime Contract. These invoices have been
created but have not been billed to the Owner. This report also includes start and end dates for service
Prime Contract Billing Plan
tasks including the date the invoice was created, as well as tax and retention. This report can only be
created if the Future Billing Plan feature is enabled in the Invoices data pane.
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Displays Invoices information for each Prime Contract. This report includes the invoice data, invoice
Prime Contract Summary Billing Plan amount, as well as tax and retention. This report can only be created if the Future Billing Plan feature is
enabled in the Invoices data pane.
Owner
Owner Contract and Purchase Order Displays all of the Purchase Orders, Contracts, and Prime Contracts and the Total Committed Cost the
Commitments Owner is responsible for.
Invoice Management Reports

The Invoice Management package includes several tabular reports to review Invoice and Payment data for Purchase Orders and Contracts.
Invoices
Displays each Invoice, the vendor name and Contract or Purchase Order ID. Included are the approved
Invoice Log cost, the current status, dates indicating when the invoice was received, when the payment is due, and
when it is forecast to be paid.
Displays each Invoice categorized by vendor and by Contract or Purchase Order. Included are the
Vendor Invoices
summarized hours and cost data by Invoice.
Displays each Invoice's Invoice Items categorized by vendor and by Contract or Purchase Order. Included
Invoice Detail
are the hours and cost data for each Invoice Item.
Invoice Retention Displays the Retention value remaining to be paid on each Invoice.
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Payments
Displays every Invoice assigned to a Payment Request. Included are the approved cost, the current status,
Payment Request Log dates indicating when the invoice was received, when the payment is due, and when it is forecast to be
paid.
Displays the invoiced and payment amounts on each Invoice. Included is the current status, dates when the
invoice was received, when the payment is due, and when it is forecast to be paid. The Days Late is the
Invoice Payments
difference between the current date and the Pay Date. It is important to note that Invoices are only
displayed if the current status is not blank or is not set to Paid.
Displays the invoiced amount on each Invoice. Included is the current status, dates when the invoice was
received, when the payment is due, and when it is forecast to be paid. The In House field displays the
Payment Aging number of days from when the Invoice was received to today's date. The Due field displays the number of
days the payment is past the due date from today's date. It is important to note that Invoices are only
displayed if the current status is not blank or is not set to Paid.
Displays the invoiced amount on each Invoice. Included are the current status, date when the invoice was
Invoice Currency Exchange Rate Summary
received, and the Exchange Rates applied to the Invoice and to the Payments.
Field Management Reports

The Field Management package includes several tabular reports and graphs to review Field data which includes Progress Items data, Progress
Accounts data, progress and performance data, actual data, and time phased data.
Progress Items
Displays each Progress Items approved schedule dates. Displays each Progress Item and its budgeted quantities
Progress Items Schedule
and hours.
Displays each Progress Item's budget and forecast hours and approved schedule dates. Displays the forecast
Progress Items Forecast
quantities and hours to complete, and the forecast schedule dates for each Progress Item.
Groups Progress Items by the Rules of Credit assigned and displays the Rules for each Rules of Credit and the
Progress Items Rules Of Credit
status of each Rule on a Progress Item.
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Progress Accounts
Displays each Progress Account's budget and percent complete. Displays each Progress Item associated with
Field Progress Accounts And Items each Account and lists the total number of budgeted quantities. It also displays the schedule dates and forecast
dates.
Displays by Progress Account the actual quantity and hours, forecast quantity and hours, approved and baseline
Field Budget Comparison quantity and hours, budget change quantity and hours, the variance between last periods and the current
periods EAC, and the variance between the approved budget and the estimate at completion.
Displays Approved, EAC, Actuals, and Percent Complete for Quantities and Hours by Progress Account. The Unit
Field Quantity And Hour Analysis Price is also calculated using the equation of Hours / Quantities, showing the rate at which quantities are
budgeted to being installed.
Displays Total Hours and Unit Hours for Budget, Actuals, EAC, and ETC. Records are grouped by Progress
Field Unit Hours
Account.
Displays performance data and calculated EACs (H&S EAC and HPI EAC) to analyze and update the forecast. Data
Field Estimate At Completion Analysis displayed by Progress Account / Control Element fill-in-the-blank is used to enter the EAC update, which is
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subsequently entered into PRISM .
Groups Progress Accounts by the Rules of Credit assigned and displays the Rules for each Rules of Credit and the
Field Rules Of Credit
status of each Rule on a Progress Account.
Progress Account / Activity Displays the Progress Accounts assigned to each Activity. Also displays progress information for Progress
Cross-reference Accounts.
Actuals
Field Period Actuals Displays each Period Actuals entry by Progress Account.
Field Actuals History #1 Two different reports that display each Actual History record. One report displays records by Progress Account,
Field Actuals History #2 the other by Reporting Period then Progress Account.
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Change Management
Displays Field Management Changes by Progress Account. The BE column indicates if the change is added "+" to
Field Budget and EAC Change Breakdown the Baseline (B) or the EAC (E). The "=" equal sign indicates what the Approved Budget and the Current EAC
equals after adding the changes.
Displays how each Field Management Change affects Progress Accounts and indicates the current status of each
Field Budget and EAC Changes
change.
Progress and Performance

Displays the period hours and the to-date data, which includes the earned value, approved budget, and the
Field Progress
hours variance.
Displays the period, to-date, and at completion productivity data which includes the earned value, actuals and
Field Productivity
the schedule variance.
Displays the period, to-date, and at-completion performance data which includes the approved budget, earned
Field Performance
value, actuals, and the schedule and hours variances.
Displays to-date performance data, the hours and schedule performance indexes (HPI and SPI), and the
Field Performance Index to-complete performance index (TCPI). It also includes the current estimate at completion and two calculated
EAC values; Hours and Schedule (H&S) EAC and the Hours Performance Index (HPI) EAC.
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Time Phased Data

Field Time Phased Data Displays up to 6 lines of User-defined Budget data by Progress Account by Reporting Period
Field Time Phased Budget Displays each Progress Account's budget hours by Reporting Period.
Field Time Phased Performance Displays each Progress Account's budget, earned, and actual hours by Reporting Period.
Displays each Progress Account's budget, earned, and actual hours as well as FTEs by Reporting Period. The FTEs
Field Time Phased Head Count for a period are calculated as the Progress Account's hours divided by the period's FTE hours as defined in
Reporting Periods form.
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Graphics
Field Time Phased Data Histogram And Displays budget, earned, and actual data by period. There are options to display the Histogram only, the S-Curve
Displays actuals data by period and compares it to budget data. There are options to display the Histogram only,
Field Actual Histogram And S-Curve
the S-Curve only, or to display both.
Displays actuals data by period and compares it to budget data. The bar chart indicates the approved and
Field Actual Bar Chart And S-Curve
current schedule as well as progress.
Displays budget data by period and spread two ways, using early schedule dates and late schedule dates data,
Field Progress Histogram And S-Curve and compares it to earned data. There are options to display the Histogram only, the S-Curve only, or to display
both.
Displays budget data by period and spread two ways, using early schedule dates and late schedule dates data,
Field Progress Bar Chart And S-Curve
and compares it to earned data. The bar chart indicates the approved and current schedule as well as progress.
Displays budget, earned, and actual data by period. There are options to display the Histogram only, the S-Curve
Field Performance Histogram And S-Curve
only, or to display both.
Displays budget, earned, and actual data by period. The bar chart indicates the approved and current schedule
Field Performance Bar Chart And S-Curve
as well as progress.
Field Performance Index Curve Displays the SPI and HPI by period and compares it to cumulative budget, earned, and actual data.
Field Productivity Index Curve Displays the HPI by period and compares it to cumulative earned and actual data.
Displays the SPI and CPI by period variances by Reporting Period, using a series of dots and lines to track
Field Performance Bullseye
variances. Quantities or Hours data can be displayed.
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Project/Enterprise Batch
During monthly reporting, individual Report Specifications can be opened and printed, one at a time. However, this can be time consuming
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and inefficient. PRISM allows you to create a Batch and then assign any Report Specification to the Batches. Once a Batch is defined, it can
be printed using a single command, causing every report assigned to the Batch to be printed.
Multiple Batches can be created. For example, you might create a Batch of reports that are provided to the project manager, another Batch
for executive management, a third set of reports for the client, and a fourth set for the project controls specialist. Any Report Specification can
be assigned to one or more Batches. For instance, the Performance Report Specification may be included in all four of the Batches. Whereas, a
Cost and Comparison Detail Report Specification may be included only in the project managers and project controls specialists Batch of
reports.
You can choose to temporarily remove any report from the Batch or re-sequence the reports prior to printing, generating a single PDF of the
reports, or displaying the reports on screen.
The Project Batch form is where Project Reports are assigned to and printed as a Batch. Alternatively, the Enterprise Batch form is used for
Enterprise Reports.
To Define a Batch:
1) For a Project Batch select Reports > Project > Project Batch; for an Enterprise Batch select Reports > Enterprise > Enterprise Batch.
2) Click the Add Record icon, click in the Batch ID box, and enter a Batch ID.
3) Click in the Description box and enter a Batch Description.
4) If necessary, click in the Sort Code box and enter a Sort Code to modify the sort order of the Project Batches.
5) In the Report Specification subpane, click the Add Record icon, select one or more Report Specifications to include in the batch, and
click OK.
6) If you need to re-sequence the list of report specifications, then click in the Sort Code cell for each Report Specification and enter an
alphanumeric Sort Code.
To Display, Print, or Generate a PDF File of a Batch:

1) For a Project Batch select Reports > Project > Project Batch and for an Enterprise Batch select Reports > Enterprise > Enterprise
Batch.
2) Locate a Batch ID.
3) Click the Paper Size drop-down and select the Paper Size that you intend to print the reports on. The default size is Letter.
4) Check the Color checkbox to print or display reports in color.
5) To display the reports on screen, click the Print Preview icon on the navigation toolbar. This icon will be disabled if there are more
than 10 reports in a Batch because it can take several minutes to display each report.
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6) To generate a PDF file or files:

a. Check the Print Batch of Reports to a Single PDF File checkbox to generate a single PDF file. This is the default option. Then, click
the File Name browse icon, select a Folder Path and File Name where the PDF file is to be placed, and click Save.
b. Uncheck the Print Batch of Reports to a Single PDF File checkbox to generate multiple PDF files based on the File Name and
Location assigned in each Report Specification.
c. Click the Generate PDF icon on the navigation toolbar.
7) To print the reports, click the Print Report icon on the navigation toolbar.
To Assign a Batch to an Individual Report:

1) Open either the Project Reports, Enterprise Reports, Project Report Writer, or the Enterprise Report Writer data panes from the
Reports tab.
2) Locate a Report from the Report Menu.
3) Click the Batch subpane tab.
4) Click the Add Record icon, select one or more Batches, and click OK.
5) If you need to re-sequence the list of report specifications, then click in the Sort Code cell for each Report Specification and enter an
alphanumeric Sort Code.
Lists
There are three types of Lists; Project Lists, Enterprise Lists, and Administration Lists. To access Lists you will need View Reports permissions
or higher. Project Lists are available if you have permission rights to a Project. To access Enterprise and Administration Lists, you must have
View Reports permissions rights for the Enterprise or Administration, respectively.
The Project Lists form provides lists that are primarily used for error checking. The types of errors reviewed include:
 Locating inconsistent data.
 Locating missing data entries.
 Locating missing cross-references.
 Locating duplicate numbering.
 Locating attached documents and files with invalid path / file name.
In addition, there are specialized lists to review the WBS assigned to Master Records.
The Enterprise Lists form provides access to data entered into the Projects and Employees data panes and associated subpanes.
The Administration Lists form provides access to data entered into the Users, Roles, and Teams data panes and associated subpanes. It also
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includes Project Permissions, User Permissions, and the Data Dictionary, which is a list of all tables and fields defined in PRISM .
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Lists can be displayed on screen or printed.
To Preview and Print a List:

1) Select Reports > Project > Project Lists, or Reports > Enterprise > Enterprise Lists, or Reports > Administration > Administration
Lists.
2) Select a List from the List menu.
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3) Click the Print Preview icon to display the list on screen. The report appears in the PRISM Report Viewer form.
a. To move from page to page, click the Navigation buttons; go to first page, go to previous page, go to next page, go to last page.
b. To move to a specific page, click in the Go To Page box, enter a Page Number, and press ENTER.
c. To search the report for a specific word, phrase, or value, click the Find Text icon, enter a value in the Find What box, and click
the Find Next button. Repeat clicking the Find Next button to find additional records with the same value.
d. To resize how the report is displayed, click the Zoom icon and select a Zoom setting.
e. To export the report to a file, click the Export Report icon, click the Save As Type drop-down and select a File Format, enter a
File Name and select a File Location, and click the Save button. The file formats include:
 PDF files - (*.pdf)
 Excel files - (*.xls*)
 Word files - (*.doc*)
 XML - (*.xml*)
 HTML - (*.html*)
f. Click the Print Report icon to print the report.
g. Close the Print Preview form.
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Administration Lists
There are several Administration Lists as described in the following table:
List Title Description
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Users List of Users that can access PRISM , their access rights, and their contact information.
Roles List of Roles and the default Permission Level assigned to each Package.
Teams List of Teams and the Users assigned to each Team.
Project Permissions List of Projects and the Users assigned to each Project. The Permission Levels for each Package that the User has on the Project are also
displayed.
User Permissions List of Users and the Projects the User has permission to access. The Permission Levels for each Package on each Project are also
displayed.
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Data Dictionary List of every table generated by PRISM . This information is useful if you are planning to import data directly from an external source or
export data directly to an external source. The table information includes the table name, alias, description, and type of table listed. For
each table, field information is also listed, which includes the primary key field, field name, description, type of field, length of field, and the
number of decimal places for numeric fields.
Enterprise Lists
There are a couple of Enterprise Lists as described in the following table:
Projects Lists all the current projects and selected options.

Employees Lists the Employees for the enterprise, indicates the employee's labor category, position, bare rate, and contact information.
Project Lists
There are several Project Lists as described in the following table:
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Control Accounts WBS List of Control Accounts grouped by the WBS.

Control Accounts with No Approved Cost Budgets Control Accounts with an Approved Budget equal to zero.
Negative Open Commitments and ETCs Control Accounts with a negative ETC or negative Open Commitment value.
Inconsistent Time Phased Budgets Differences between a Control Account's Approved Budget assigned in the Control Elements
subpanes and the Time Phased subpanes.
Inconsistent Time Phased Actual/ETCs Differences between a Control Account's Earned Value assigned in the Control Elements subpanes
and the Time Phased subpanes. Differences between a Control Account's Actuals assigned in the
Control Elements subpanes and the Time Phased subpanes.
Invalid Control Account Schedule Dates Control Account Schedule Dates are outside the Project's Reporting Periods.
Control Accounts with Undefined Schedule Activities Control Accounts that are not cross-referenced to Activities.
Budget Details WBS List of Budget Details grouped by the WBS.
Budget Details with No Cost Budget Details that do not have any costs defined.
Budget Details Cost Elements with No Control Account Budget Details-Cost Elements that are not cross-referenced to Control Accounts.
Activities WBS List of Activities grouped by the WBS.
Invalid Schedule Activity Schedule Dates Schedule Activity Schedule Dates are outside the Project's Reporting Periods.
Schedules Activities with Undefined Control Accounts Activities that are not cross-referenced to Control Accounts.
Engineering WBS List of Engineering Accounts grouped by the WBS.
Documents Outside of Engineering Account Schedule Engineering Document with dates that are outside of the date range defined by the Engineering
Account's current start and finish dates.
Engineering Documents with Undefined Account Engineering Documents with undefined Engineering Accounts
Invalid Engineering Account Schedule Dates Engineering Account Schedule Dates are outside the Project's Reporting Periods.
Engineering Accounts with Undefined Control Account Engineering Accounts that are not cross-referenced to Control Accounts.
Equipment WBS List of Installed Equipment items grouped by the WBS.
Material WBS List of Material items grouped by the WBS.
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Purchase Order Documents with Invalid File Name External Purchase Order documents where the linked defined in PRISM does not match a file
name or file location on the network.
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Purchase Order Line Items with No Control Account Request for Quotations or Purchase Orders that do not have Control Accounts assigned to each
Line Item or to the RFQ or PO.
Shipments with Receive Date After Required Date Shipments where the date the shipment is received is after the date when the shipment is required
on site.
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Contract Documents with Invalid File Name External Contract documents where the linked defined in PRISM does not match a file name or
file location on the network.
Contract Pay Items with No Control Account Request for Proposal or Contract that do not have Control Accounts assigned to each Pay Item or
to the RFP or Contract.
Prime Contract Pay Items with No Control Account Prime Contract that does not have a Control Account assigned to each Pay Item or to the Prime
Contract.
Progress Accounts WBS List of Progress Accounts grouped by the WBS.
Invalid Progress Account Schedule Dates Progress Account Schedule Dates are outside the Project's Reporting Periods.
Progress Accounts with Undefined Control Account Progress Accounts that are not cross-referenced to Control Accounts.
Progress Items Outside of Progress Account Schedule Progress Items with dates that are outside of the date range defined by the Progress Account's
current start and finish dates.
Progress Items with Undefined Account Progress Items with undefined Progress Accounts.
Project/Enterprise Page Setup

A standard format for all Enterprise Reports is defined using the Enterprise Page Setup form. Similarly, a standard format for all Project
Reports is defined using the Project Page Setup form. The Page Setup forms ensure that reports will have a common format.
Formatting options include:
 Linking a company logo to Enterprise Reports (which is also used on Project Reports)
 Linking a project logo to Project Reports
 Defining the font style for header, footer, and report details
 Defining the location of data in the report header and footer, and in the page header
For Project Reports, the Company Name, Project Name, Job Number, and the Client Name can be directly entered on this form and the data
are tied directly to the Project Settings (on page 202) form. Any modifications to this data will also be reflected in the Project Settings form.
You must have Run Processes permissions in order to access the Page Setup form.
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To Define the Page Setup:

1) For Enterprise Reports select Reports > Enterprise > Enterprise Page Setup and for Project Reports select Reports > Project > Project
Page Setup.
2) On the Enterprise Page Setup form, click the Company Logo browse icon, locate, and select a graphic File, and click Open. On the
Project Page Setup form, click the Project Logo browse icon, locate, and select a graphic File, and click Open.
a. The file types that can be used for graphics are .bmp, .jpg, .jpeg, .tif, .tiff, and .png.
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b. The size of a graphic will fill a space approximately 1.2 inches wide by 0.6 inches high. PRISM will resize the graphic into this
space while maintaining the graphics height to width ratio.
c. Click the File icon next to the Browse icon to open the graphic file using its native format.
d. The Company Logo is displayed on the Project Page Setup form in read-only format.
3) To modify Font Styles used in the reports, click any Font drop-down and select one of the Font Styles.
a. Font Styles are set for the Report Header, Column Header, Report Details, and Report Footer.
b. The Font Styles displayed are those available on your computer. Care should be taken to select a Font Style that is standard
across your company's computers.
c. The default is Microsoft Sans Serif.
4) To modify where Fields of data are located on Headers and Footers, click a Field Locations drop-down and select a Field.
a. Field locations can be assigned for the Report Header, the Page Header, and the Report Footer.
b. The location of each Field drop-down in the group boxes emulates the location of the Field on the Report. A Field drop-down
located to the right in the group box will be displayed on the right-hand side of the report, and so on.
c. In Report Headers, the Report Title is always displayed. If you assign Logos to two fields, the remaining field is assigned the
Report Header field. You can choose to select both, one, or no Logos.
 If a Company Logo and a Project Logo are used assigned to the Report Header, and if the Report Title is placed on in the
center, then the two logos are located on either side of the Report Header. However, if the Report Title is placed on the right
side or left side of the Report Header, then the Logos are placed next to each other on the side opposite of the Report Title.
d. In Page Header, any field can be assigned as a Blank field meaning that no data will be displayed in that Field Location.
e. In Report Footers, there are only two fields available to select. Choosing one Field automatically assigns the other Field.
5) In the Report Fields group box, click in a Field box and enter or modify the Field Information, as necessary. This is the data that will
be displayed in report headers and footers.
a. For Enterprise Reports this includes the Company Name, Enterprise Name, Enterprise ID, and Organization Name.
b. For Project Reports this includes the Company Name, Project Name, Job Number, and the Client Name.
 These four Fields are linked to the same data in the Project Settings form. Modifying data in the Reports Page Setup form
modifies data in the Project Settings form.
 The Project ID is displayed as read-only.
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6) In the Report Fields group box, click in the various Data Date Fields and enter a Data Date. The Data Date refers to the date when the
data was processed or finalized for the period.
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a. For Project Reports, the Data Date is linked to data entered in the Settings form in the various PRISM packages. Changing data
in the Project Page Setup form modifies data in these other forms. The packages enabled on the project determine which of the
following Data Date selections are displayed.
 Cost - if left blank, the Cost Management package's current Reporting Period is used when Control Accounts are calculated,
however, you can modify this value. This date is displayed in most Cost Management reports.
 Budget Details - this date is displayed in Budget reports. It is linked to the Cost Management Settings form.
 Schedule - this date is displayed in Schedule reports. It is linked to the Cost Management Settings form.
 Engineering - if left blank, the Engineering package's current Reporting Period is used when Engineering Accounts are
calculated, however, you can modify this value. The data are displayed in Engineering reports and is linked to the Engineering
Settings form.
 Equipment/Materials - this date is displayed in Equipment/Materials reports. It is linked to the Equipment Settings form.
 Procurement - this date is displayed in Procurement reports. It is linked to the Procurement Settings form.
 Invoice Management - this date is displayed in Invoice Management reports. It is linked to the Invoice Management Settings
form.
 Field Management - if left blank, the Field Management package's current Reporting Period is used when Progress Accounts
are calculated, however, you can modify this value. These data are displayed in Field Management reports and are linked to
the Field Management Settings form.
 Contracts - this date is displayed in Contract reports. It is linked to the Contracts Settings form.
 Prime Contracts - this date is displayed in Prime Contract reports. It is linked to the Prime Contracts Settings form.
b. For Enterprise Reports, the same fields are available. However, there is no connection to the Settings forms or the current
Reporting Periods.
7) Click OK.
Project/Enterprise Report Writer

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Even though PRISM includes many standard reports that are accessed through Project/Enterprise Reports (on page 731), there may be
times you want to create your own style of report with fields sequenced and formatted in a way that suits your needs. The Project Report
Writer and the Enterprise Report Writer allow you to:
 Select a primary table on which the reported data is based
 Create one or more Report Writer Specifications for each primary table
 Choose various fields or data associated with the primary table
 Apply page, data, and time phasing options
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 Create calculated fields of data

 Define how data is grouped and sorted
 Preview, print, or create a PDF of the report
Note that Users must be given access to the Report Writer in order to access it from the Reports ribbon menu.
The Project and Enterprise Report Writers are divided into four panes.
 Table Menu - upper-left pane
 Report Writer Specification - upper-right pane
 Subpanes - lower-right pane
To generate a report you must first select a Table from the Table Menu. This is a tree structure which categorizes the various tables by
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PRISM package. Only the Tables that you have permission to access are displayed, which is based on permissions to the packages at the
Enterprise level. Once a Table is selected, the Specification List is displayed. If there are any saved Report Writer Specifications, the first
specification is displayed.
The Specification List is a list of every Report Writer Specification that has been created and saved for the Table selected in the Table Menu.
This is similar to a Navigation Pane (on page 152) and includes a navigation toolbar, allowing you to add and delete specifications, print or
export the list of specifications, etc.
The Report Writer's Specification List is empty until the first Report Writer Specification is created. To create a new Report Writer
Specification, you must enter a Specification ID and Description. You can access an existing Report Writer Specification by selecting a
Specification ID from the Specification List.
Each Report Writer Specification allows you to choose from several options in order to customize your specific report. Options are enabled or
disabled based on the Table selected.
When developing a Report Writer Specification there are a number of subpanes that are used:
 Fields - select the fields to include from any table and format each field.
 Calculations - create new fields to include in a report and define how data is calculated for those fields.
 Grouping - group data using any field.
 Sorting - sort data using any field.
 Filter - apply a filter (on page 193) to reduce the selection of data being reported.
 Element - filter data by Enterprise and Control Elements.
 Batch - assign a Report Writer Specification to one or more batches. A batch is a collection of several Report Writer Specifications and
Report Specifications that can be printed all together, eliminating the need to individually open and print each specification.
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Header and Display Options

You can assign a Title and Subtitle which are displayed on the header of the report. In addition, you have a choice of colors for the Column
Header Background. There is also an option to Show Separators, which are lines that separate data between detail data and between groups
of data. Here, you can also choose the color for the Detail Separator. Lastly, there is an option that allows you add Padding to the bottom of
the Header and Detail options.
Page Options
You can choose the Paper Size for your report from A3 or A4 to Letter, Legal, or Ledger sizes. You can also choose the Paper Units, either
Inches or centimeters, which determines the units used when defining the width of a column or the size of the Margins. You can define the
orientation of reports, either Landscape or Portrait. You can also turn Color on so that all color options selected are printed. If Color is turned
off, then the report is printed in a grayscale. And finally, you can define the size of the Margins on the page.
Data Options
The manner in which numeric data are displayed, whether as cost, hours, or quantities is adjustable using two options. The Show Data In
option divides each numeric value by a power of ten unit (1, 10, 100, 1000, 10,000, 100,000, 1,000,000). The unit selected from this option is
displayed in the report header. The Decimal Places option selects the number of decimal places (0, 1, 2, 3) in which numeric data is reported.
By default, the cost data is displayed using the project's Base Currency for project reports and the Enterprise's Base Currency for Enterprise
reports. For Multi-currency projects, you can select a different Currency ID in which to display costs.
corresponding Enterprise Elements. By default, Control Elements are displayed, but can be changed by enabling the Use Enterprise Elements
option.
Time Phasing Options

On reports that display data by time period, there are some options that give you control over what periods of data are displayed and what
constitutes a period. By default, time phased data reports include columns of data for every Reporting Period defined for the project or the
Enterprise. You can restrict the time frame to a specific range of periods using the Start Period and Finish Period options.
When selecting Start and Finish Periods for time phased data, the accumulated cost in the Total column is, by default, the total value
regardless of the periods selected. By checking the Total Periods option, the Total column indicates the total value for the time phased data
bounded by the Start and Finish Periods.
The Combined Periods option allows you to select a user-defined combination of periods. This is where multiple periods are consolidated into
a single period. For instance, if Reporting Periods are defined by month, then every three periods can be combined together to indicate
quarters. When reports are run, rather than displaying each column as a month of data, the data is summarized and displayed for the quarter.
In this example, a tabular report could then display 12 quarters of data.
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Note that Combined Periods are defined in the Reporting Period and Enterprise Period forms.
For projects that span many Reporting Periods, the data may not fit well on a single-page report. For instance, time phased data on a Letter
sized report can only display 12 columns of data; one column for each Reporting Period. Additional pages are generated to display more than
12 Reporting Periods. You have control over how many Reporting Periods are displayed on a page using the Periods per Page option. The
Paper Size, Orientation, and Field Width will affect the number of periods that can be displayed on a single page.
In a report that displays time phased data, the Reporting Periods are displayed as columns and the Fields as rows, which is a matrix. As an
example, you may develop a report that views the Fields, Actuals/ETC and Commitments for each Control Account. These Fields are rows of
data and the column headers are the Reporting Periods. The data displayed in the matrix is the Actuals/ETC and Commitment costs by period.
When working with a time phased data matrix, the labels of each Field can be displayed by selecting a Title Location. In addition, you can
define a column header label that describes these fields by entering a Title Caption. You can display the sum of the time phased data for each
Field if a Grand Total Location is selected. You can define the column header label for the Total field by entering a Grand Total Caption.
Similarly, Previous Total and Remaining Total data can be displayed and column header labels can be applied. These are used when the
number of Reporting Periods is too many to display on a page. In this case, the Previous Total displays the sum of the time phased data from
the periods of data that have been displayed in previous pages of the report and the Remaining Total displays the sum of the data for the
periods that will be displayed in subsequent pages of the report.
Fields
The Fields subpane is where you can select the Fields of data that you want to display in your report. Fields and tables available are based on
the Table selected. In addition, you can define the sequence of how the fields are displayed as well as defining the formatting of each Field,
which includes:
 Column Header Caption
 Column Alignment and Width
 Font Style with Bold and Italics options
 Font Size and Color
 Aggregate options for numeric fields (Minimum, Maximum, Sum, Average, Count)
Calculations
The Calculations subpane is used to create Calculation Fields of data. The data from these new fields can be displayed in reports, used for
sorting or grouping data, or used to create additional Calculation Fields.
A Calculation Field is automatically assigned a Caption, which can be renamed to something more descriptive. This Caption is the field name
that can be selected when adding the Calculation Field in any of the subpanes.
A Calculation typically contains two Operands and an Operator. The Operands can either be Fields from any Table, other Calculation Fields
defined in the specification, or Constant values that use a numeric, character, or date format.
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The Operator determines how the First Operand affects the Second Operand to calculate the data. There are a number of operators, two of
which are automatically assigned when the first Operand is added to the calculation:
 Assignment - This Operator is assigned most often. It will need to be changed to a different Operator in order to assign a Second
Operand. If left unchanged, it simply adds the Field as a new Field, which is not necessary.
 Picklist - This is only added when the First Operand selected is a Field from a Table that links to another Table. The linked Table will be
added to the Table 2 Description and you will be able to select any Field from that table in the Field 2 Description drop-down.
The other Operators are used to calculate data. The following Operators are only available when the First Operand is numeric data:
 Plus - Adds the First Operand value to the Second Operand value.
 Minus - Subtracts the First Operand value from the Second Operand value.
 Times - Multiplies the First Operand by the Second Operand.
 Divided By - Divides the First Operand by the Second Operand.
These last Operators use Boolean Logic and are available to all types of Operands. The result of these types of calculations is either 1, when
the calculation determines a True result, or 2, when the result is False:
 Less Than - First Operand is less than the Second Operand.
 Less Than or Equal - First Operand is less than or equal to the Second Operand.
 Equal - First Operand is equal to the Second Operand.
 Greater Than - First Operand is greater than the Second Operand.
 Greater Than or Equal - First Operand is greater than or equal to the Second Operand.
 Not Equal - First Operand is not equal to the Second Operand.
As an example, you may want to create a Calculated Field labeled Period Actuals. This field is used to calculate the difference between the
Actuals to Date and the Previous Actuals to Date. Below are the operands and operator that would be selected.
First Operand First Operand Second Operand Second Operand

Caption Operator
Table 1 Description Field 1 Description Table 2 Description Field 2 Description
Period Actuals Control Account Cost Actuals to Date Minus Control Account Cost Previous Actuals to
Element Totals Element Totals Date
This next example uses Constant values. In this example the Calculated Field is labeled Worst Case EAC which is calculated by multiplying the
Estimate at Completion by a constant numeric value of 1.10.
First Operand First Operand Second Operand Second Operand Second Operand
Caption Operator
Table 1 Description Field 1 Description Table 2 Description Field 2 Description Constant 2
Worst Case EAC Control Account Cost Estimate at Times Constant Decimal 1.10
Element Totals Completion
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You can create Calculated Fields that are used as an operand in another Calculated Field. For instance, maybe you want to see the difference
between the Worst Case EAC and the Approved Budget and label it Worst Case EAC Variance.

Caption Operator
Worst Case EAC Calculation Worst Case EAC Minus Control Account Cost Approved Budget
Variance Element Totals
Note that the sequence of calculations does not affect the calculations. For instance, the Worst Case EAC Variance calculation can
be displayed in the list of Calculation Fields prior to Worst Case EAC calculation.
This next example indicates how you can add fields from related tables that are not available as Fields in the Fields subpane. In this example,
the Change Source of each Budget/EAC Change assigned to a Control Account is to be made available to a Report Writer Specification that
uses the Control Accounts table. This Calculation Field is labeled Change Source. When the Change ID field from the Control Account Change
Breakdown table is added, the Picklist operator is automatically assigned, as well as the Budget/EAC Changes table as Table 2. All of the fields
from the Budget/EAC Changes table are available to be selected in the Field 2 Description. In this case, the Change Source is selected.

Caption Operator
Change Source Control Account Change ID Picklist Budget/EAC Changes Change Source
Change Breakdown
This final example uses a Boolean logic Operator to display only those Approved Budget values that are greater than the Estimate at
Completion values on a Control Account. It requires two separate calculations because the Boolean result is either 1 for True or 0 for False.
The value 1 multiplied by Approved Budget equals the Approved Budget; whereas, an Approved Budget value multiplied by zero is zero.

Caption Operator
High Approved Budget Control Account Cost Approved Budget Greater Control Account Cost Estimate at
Element Totals Than Element Totals Completion
Approved Budget to Control Account Cost Approved Budget Times Calculation High Approved Budget
be Fixed Element Totals
Grouping
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You can use most any Field in PRISM for Grouping data in reports. The Grouping subpane allows you to select as many Grouping Fields as
desired. The sequence of Grouping Fields, from top to bottom, determines the hierarchy of how Groupings are applied in a report.
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There are several formatting options that you can define for each Grouping Field, which includes:
 Grouping Field Caption
 Grouping Field Alignment and Width
 Inclusion of the Grouping Field Title, ID, or Description
 Font Style including Bold and Italics options
 Font Size and Color
 Sort Order of the Grouping Field, either ascending or descending
 Summary options for numeric fields (Min, Max, Sum, Average, Count)
Sorting
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You can use most any Field in PRISM for Sorting data in reports. The Sorting subpane allows you to select as many Sorting Fields as desired.
The sequence of Sorting Fields, from top to bottom, determines the hierarchy of how sorting is applied in a report. For each Sorting Field, you
can select the Sort Order, either ascending or descending.
Print, Preview, and PDF Reports

After you have set the report options, you can preview the report on screen, print the report, generate a PDF of the report, or export the
report to an alternative file format.
The Print Preview form allows you to navigate through the individual pages of a report, change the zoom magnification, and locate text and
numeric values. After viewing the report, you can also print the report from this form or you can export the form to a variety of formats,
which include, PDF, HTML, XML, and Microsoft Word and Microsoft Excel.
Note that you can open multiple Print Preview forms at one time, each displaying a different Report Specification.
You do not have to use the Print Preview form to print reports. There is a separate Print Report command found on the navigation toolbar.
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To Create Project and Enterprise Reports using the Report Writer:

1) For generating Project Reports select Reports > Project > Project Report Writer, and for generating Enterprise Reports select Reports
> Enterprise > Enterprise Report Writer.
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2) Navigate the Topics Menu and select a Topic.

Note that topics are categorized in a tree structure. Click any category to expand or collapse the branch of the tree.
3) If one or more Report Writer Specifications were previously created for the report, the first Report Writer Specification is displayed in
the data pane. If you want to choose a different Report Writer Specification, select the desired Specification ID from the Specification
List.
4) If no Report Specification currently exists for the report, click in the Specification ID box in the Data pane and enter a Report Writer
Specification ID.
5) Click in the Description box and enter a Report Specification Description.
6) If you are planning on generating PDF files of the report, click the File Name browse icon, enter a File Name, and select a File
Location where the PDF will be saved.
To Assign Header and Display Options:

1) In the Header and Display Options group box, click in the Title box and enter a Title that will be displayed in the Report's header.
2) Click in the Subtitle box and enter a Subtitle that will be displayed in the Report's header.
3) Check the Show Separator checkbox to display separators between detail records, and between groups of records.
a. The color of the separator line between detail records is defined using the Detail Separator color option.
b. The color of the separator line between group records is defined using the Separator color option, defined in the Grouping
subpane for each Grouping added to the report.
4) Check the Show Group Footer For Single Row Details checkbox to display the subtotal row for Control Accounts that have only one
row of data.
5) Check the Use Column Header In Best Fit checkbox to enable the Report Writer to automatically fit the data for the records in the
Fields subpane when a Width is not defined. If this box is checked, the Column Headers would not be truncated unless the data fields
contain more characters than the characters in the Column Header.
6) In the Column Headers Options group box, select the Column Header Background, and select a Color. By default, the color is set to
Transparent.
7) In the Details Options group box, click the Detail Separator drop-down and select a Color. By default, the color of the Detail
Separator is set to LightGray.
a. The Show Separator checkbox needs to be enabled for the Detail Separator to be displayed in reports.
b. If the color is set to Transparent, then the Detail Separator is not displayed, even when the Show Separator checkbox is enabled.
8) By default, the Color checkbox is enabled. Uncheck the Color checkbox to display the report in grayscale.
9) In the Column Header Options and Details Options group boxes, click the Bottom Padding box and enter a length in inches or
centimeters you want the distance from the report's Header to the first Field of data. Fields being displayed are defined in the Fields
subpane.
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To Assign Page Options:

1) In the Page Options group box, the Paper Size is set to Letter, by default. Click the Paper Size drop-down and select a Paper Size (A3,
A4, Letter, Legal, or Ledger).
2) By default, the Paper Units option is assigned in Inches. Click the Paper Units drop-down and select Centimeters, if you are using an
A3 or A4 paper size. This option determines the units used when defining the width of a column or field in a report and the size of the
margins.
3) The page is displayed in either Landscape or Portrait orientation. By default, Landscape is enabled. Click the Portrait radio button to
change to Portrait mode.
4) Click in the Margin boxes to enter the size of the Top, Bottom, Left, and Right Margins. The Paper Units determines if the units are in
inches or centimeters.
To Assign Data Options:

1) Click the Show Data In drop-down and select a power of ten Unit to indicate how numeric values are displayed. By default the unit is
set to 1.
2) Click the Decimal Places drop-down and select from 0 to 3 decimal places to indicate how numeric values are displayed.
3) If you want to display cost data in a currency other than the project's Base Currency, click the Currency ID and select a different
Currency ID.
a. The Multi-Currency option must be enabled for the project (see "Projects" on page 255).
b. Currency Exchange Rates (see "Currencies" on page 601) must be defined.
4) Check the Use Enterprise Elements checkbox to display Enterprise Elements instead of Control Elements.
To Assign Time Phase Options:

1) In the Time Phase Options group box, to identify a start period other than the first Reporting Period as the beginning period to be
reported, click the Start Period drop-down and select a Reporting Period.
Note that the Time Phase Options group box is disabled unless a Time Phased Data table has been selected in the Fields
subpane (i.e., Control Account Time Phased Data - Cost), and Field has been selected.
2) Check the Total Periods checkbox to display the total value of the time phased data based on the range of periods selected.
3) Check the Show Forecast checkbox to display Forecast data on the Time Phased Data report. If this option is checked, the Time
Phased Data Report will always display Forecast data. If left unchecked, Forecast data can be added to the report by selecting the
Forecast option to the Specification in the Report Library subpane.
4) Check the Show Percent checkbox to display Percent for each record, rather than the total Amount.
5) To identify a finish period other than the last Reporting Period as the ending period to be reported, click in Finish Period drop-down
and select a Reporting Period.
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6) By default, the report displays each period's data in a column. To combine multiple periods of data into a column in the report, click
the Combined Periods drop-down and select one of the two Combined Periods Titles.
7) Click the Periods Per Page drop-down and select the Maximum Number of Reporting Periods or Combined Periods that will be
displayed on a single page at a time.
a. Be sure that the Paper Size, Orientation, and Field Width are taken into account. If more periods are selected than can be
displayed on a single page, the extra periods will be missing from the report.
b. If the number of periods in the project exceeds the selected Periods Per Page, then additional pages will be generated to display
the next ranges of periods.
8) Click the Title Location drop-down and select:
a. Either Left or Right to determine where the Data Type titles will be displayed on the page.
b. Click None if you do not want the Titles to be displayed.
9) Click in the Title Caption box and enter a Caption for the Title column.
10) Click in the Grand Total Location and select:
a. Either Left or Right to determine where the summarized values of the period data will be displayed on the page.
b. Click None if you do not want the Grand Total Titles to be displayed.
11) Click in the Grand Total Caption box and enter a Caption for the Totals column.
12) Click in the Previous Total Location and select:
a. Either Left or Right to determine where the summarized values of period data already displayed in previous pages of the report
will be displayed on the page.
b. Click None if you do not want the Previous Totals to be displayed.
13) Click in the Previous Total Caption box and enter a Caption for the Totals column.
14) Click in the Remaining Total Location and select:
a. Either Left or Right to determine where the summarized values of period data to be displayed in subsequent pages of the report
will be displayed on the page.
b. Click None if you do not want the Remaining Totals to be displayed.
15) Click in the Remaining Total Caption box and enter a Caption for the Totals column.
To Assign Fields:
1) In the Fields subpane, select the Table drop-down found on the navigation toolbar.
2) Select a Table that contains the Fields you want to include in the report.
a. A special table labeled CALCULATION is available. This table lists the Calculation Fields defined in the Report Writer-Calculations
subpane.
3) Click the Add Record icon, select one or more Fields, and click OK. The Fields are added with the system-defined formatting applied.
4) For each Field added, you can change any of the settings as described below:
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a. The listing of the Fields from top to bottom determines the sequence of the fields from left to right within the reports. The top
Field is the left-most field and moving down the list indicates the sequence of Fields across the page to the right. Select a Field in
the list and then click the Move Up icon or the Move Down icon found on the navigation toolbar to move the Field up or down
within the list.
b. Click in the Caption cell and enter a new Caption that replaces the system-defined Field Description.
c. The Table Description Field displays the table that was selected when adding the Field. The Field Description is the default label
of the Field selected. Both of these Fields are read-only.
d. Click the Alignment drop-down and select either Left, Center, or Right to define how the field values align within the field. For
text the default alignment is Left and for numeric data the default alignment is Right.
e. Each field has a system-defined width. Click in the Width cell and enter a Width value, either in inches or centimeters, as defined
by the Paper Units.
f. Click the Aggregate drop-down and select one of the system-defined Summary options. These Summary options are only useful
on numeric data. The values generated are displayed below each group of data and at the end of the report.
 Summary - this is the default setting. Data will be displayed at this level.
 Min - the minimum or lowest value in each group of data and in the total reported data.
 Max - the maximum or highest value in each group of data and in the total reported data.
 Sum - the sum of each group of data and in the total reported data. This is the most commonly used setting.
 Average - the calculated average of each group of data and in the total reported data.
 Count - the counted number of records of each group of data and in the total reported data.
g. Click the Field Format box, and click the Font Name drop-down, and select a Font Style. The list of Font Styles available are those
available within the Microsoft Windows Operating System. Be careful that you only select those Font Styles that are readily
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available to other PRISM Users.
h. Click the Background Color drop-down, and select a Font Background Color. By default, Transparent is selected.
i. Click the Underline Color drop-down, and select a Underline Color. By default, Transparent is selected.
j. Click the Font Size drop-down and select a Font Size.
k. Click the Font Color drop-down and select a Font Color.
l. Check the Bold checkbox to apply a Bold format to the Font.
m. Check the Italics checkbox to apply an Italic format to the Font.
n. Check the Underline checkbox, to apply an Underline format to the Font.
Note that the Sample field displays a preview of how the Font and Colors will be displayed on the Report.
o. If you included User-defined Amount fields, and if the project is a Multi-currency project, then the Factor Field is enabled. Click
the Currency Factor drop-down and select Budget, Actual, or Estimate to Complete. This is used to determine which Currency
Exchange Rates are used to calculate the User-defined Amount costs on the report.
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To Define Calculated Fields:

1) In the Calculations subpane, select the Table drop-down found on the navigation toolbar.
2) Select a Table that contains the fields you want to include in the report.
a. A special selection labeled Calculations is available. This table lists the Calculation Fields defined in the Report
Writer-Calculations subpane. This allows you to create a Calculated Field based on another Calculated Field.
b. A special selection labeled Constant is available. This allows you to enter a constant value in the first operand as opposed to
selecting a Field or Calculated Field.
3) Click the Add Record icon, select one or more Fields, and click OK. The fields are added with the system-defined formatting applied.
a. The Table 1 Description field and the Field 1 Description field are populated with the Table and Field selected, which is the first
operand of the equation.
b. If a Calculation table is selected, only the Calculations in the Report Writer Specification with a Caption can be selected.
c. If a Constant table is selected, the Select a Record form appears, select one of the following Data Types, and click OK.
 Number - numeric data that is a maximum integer length of 9 digits with a maximum of 2 decimal places.
 Character - text data with a maximum of 100 characters.
 Date - date values entered in the format based on the Microsoft Windows Operating System Regional Settings.
 Logical - checkbox that can be enabled or disabled.
4) For each Calculated Field added, you can define how data is to be calculated for this new Field:
a. Any Field in the list of Fields can be moved up or down within the list using the Move Up icon or the Move Down icon found on
the navigation toolbar. This does not affect how data is displayed in reports.
b. A Caption is automatically generated as Calc 1 for the first Calculation Field, Calc 2 for the next, and so on. To change the
Caption, click in the Caption cell and enter a new Caption.
c. Click the Operator drop-down and select an Operator. There are several calculations Operators that are used to calculate data.
The Operator acts upon the first and second Operand values. For instance if the Operator is Plus, then the first Operand is added
to the second Operand.
d. Click the Table 2 Description drop-down and select a Table.
 Select Calculation if you want to select a previously defined Calculation.
 Select Constant if you want to add a Constant value.
e. Click the Field 2 Description drop-down and select a Field.
 If Calculation was selected, click the Field 2 Description drop-down and select a Calculated Field.
Note that the previously defined Calculated field will need to be saved before it is available in the list of Calculation Fields.
 If Constant was selected, click in the Constant 2 cell, select a Data Type, Decimal, Character, or Date, and click OK.
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To Assign Grouping:
1) In the Grouping subpane, select the Table drop-down found on the navigation toolbar.
2) Select a Table that contains the fields you want to group data by in the report.
a. A special table labeled CALCULATION is available. This table lists the Calculation Fields defined in the Report Writer-Calculations
subpane.
3) Click the Add Record icon, select one or more Fields, and click OK. The Grouping Fields are added with system-defined formatting
applied.
4) For each Grouping Field added, you can change any of the settings as described below:
a. The listing of the Grouping Fields from top to bottom determines the hierarchy of the Grouping of data within reports. The top
Grouping Field in the list is the highest or top level of groupings. The next Grouping Field in the list is at the second level of the
grouping hierarchy; and so on. Once Grouping Fields are added, you can move any Grouping Field up or down in the list by
selecting a Field in the list and clicking the Move Up icon or the Move Down icon found on the navigation toolbar.
b. Click in the Caption cell and enter a new Caption that replaces the system-defined Field Description.
c. The Table Description field displays the table that was selected when adding the Field. The Field Description is the default label
of the Field selected. Both of these fields are read-only.
d. Click the Alignment drop-down and select either Left, Center, or Right to define how the Grouping Field values align within the
Grouping Field. For text the default alignment is Left and for numeric data the default alignment is Right.
e. Click in the Left Padding cell and enter a Value, either in inches or centimeters, as defined by the Paper Units. This determines
the distance from the left margin that the Grouping label is displayed in the report.
f. Each Grouping Field has a system-defined width. Click in the Width cell and enter a Width value, either in inches or centimeters,
as defined by the Paper Units.
g. Check the Title checkbox if you want to include the Field Description Label in the report. For instance, if the Control Account ID
is used as the Grouping Field, then the label Control Account ID is displayed in the report.
h. Check the ID checkbox if the Grouping Field is an ID Field and if you want to display the ID. If this is unchecked, you would
typically check the Description checkbox.
i. Check the Des checkbox if the Grouping Field is an ID Field and if you want to display the corresponding Description.
j. Click the Field Format cell and select a Font Style. The Font Styles available are those available with the Microsoft Windows
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Operating System. Be careful that you only select those Font Styles that are readily available to other PRISM Users.
k. Click the Font Size drop-down and select a Font Size.
l. Click the Font Color drop-down and select a Font Color.
m. Check the Bold checkbox to apply a Bold format to the Font.
n. Check the Italics checkbox to apply an Italic format to the Font.
o. Click the Sort Order drop-down and select either A-Z (ascending) or Z-A (descending). This option is used to determine how
Grouping Fields are sorted alphanumerically, using the Field ID.
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To Assign Sorting:
1) In the Sorting subpane, select the Table drop-down found on the navigation toolbar.
2) Select a Table that contains the fields you want to sort data by in the report.
a. A special table labeled Calculations is available. This table lists the Calculation Fields defined in the Report Writer-Calculations
subpane.
3) Click the Add Record icon, select one or more Fields, and click OK. The Sorting Fields are added.
4) For each Sorting Field added, you can change any of the settings as described below:
a. The listing of the Sorting Fields from top to bottom determines the hierarchy of the Sorting of data within reports. The top
Sorting Field in the list is the first level of sorting. The next Sorting Field in the list is the second level of sort; and so on. Once
Sorting Fields are added, you can move any Sorting Field up or down in the list by selecting a Field in the list and clicking the
Move Up icon or the Move Down icon found on the navigation toolbar.
b. The Table Description field displays the table that was selected when adding the Field. The Field Description is the default label
of the Field selected. Both of these fields are read-only.
c. Click the Sort Order drop-down and select either A-Z (ascending) or Z-A (descending). This option is used to determine how
Sorting Fields are sorted alphanumerically.
To Preview and Print Reports:

1) On the navigation toolbar, click the Print Preview icon. The report appears in the Print Preview form.
2) To move from page to page, click the Navigation buttons; go to First Page, go to Previous Page, go to Next Page, go to Last Page.
3) To move to a specific page, click in the Go to Page box, enter a Page Number, and press ENTER.
4) To search the report for a specific word, phrase, or value, click the Find Text icon, enter a value in the Find what box, and click the
Find Next button. Repeat clicking the Find Next button to find additional records with the same value.
5) To resize how the report is displayed, click the Zoom icon and select a Zoom setting.
6) To export the report to a file, click the Export Report icon, click the Save as type drop-down and select a File Format, enter a File
Name and select a File Location, and click the Save button. The file formats include:
a. PDF files - (*.pdf)
b. Excel files - (*.xls*)
c. Word files - (*.doc*)
d. XML - (*.xml*)
e. HTML - (*.html*)
7) Click the Print Report icon to print the report.
8) Close the Print Preview form.
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10) Click the Create PDF icon to create a PDF of the report without opening the Print Preview form. The File Name will have to be
identified in the File Name box on the Report Writer Specification data pane.
Add Report Writer Reports to Reports Menu

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In some implementations of PRISM only a small number of PRISM Users may be given permission to access the Report Writer. If that is the
case, then the Report Writer Specifications developed by those users will not be accessible to large a majority of Users. However, any report
specification developed using the Report Writer can be added as a new report that can be accessed using the Enterprise Reports or Project
Reports features.
The first step is to create the new Report Writer Specification using the Enterprise Report Writer or the Project Report Writer.
Once the Report Writer Specification is created, the User can add the Specification ID to the standard Report Library in the Report Library
subpane. The Reports Specification is given a Report Title and a Menu Prompt, which is the title displayed in the Report Menu.The Menu
Prompt is assigned to a Menu Section in the Report Menu. And finally, the Report Writer Specification is linked to the Report Library record.
Once the Specification ID is added to the Report Library, the Report is found in the Report Menu of the Enterprise Reports or Project Reports
panes.
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To Add Report Writer Reports to the Reports Menu:

1) Select Reports > Project > Project Report Writer.
2) In the Project Report Writer tables, select your Report Writer Specification ID.
3) Click the Report Library subpane tab, and click the Add Record icon.
a. Click in the Report ID field and enter a Report ID.
b. Click in the Menu Prompt field and enter the name of the Report as you would like it to appear in the Menu Prompt (i.e., My
Performance Report).
c. Click the Menu Section drop-down and select a section where you would like to save your Specification ID.
d. Check the options you wish to enable on the Report Writer Specification ID when the report is accessed on the standard Project
Reports data pane.
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Watermark
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Chapter 22
Installation and Deployment
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PRISM can be deployed to users throughout your organization using various deployment options or it can be installed on a single standalone
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computer. Installing PRISM , no matter the deployment option selected, is not a difficult process. This guide provides instructions on how to
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install and deploy PRISM . In addition, it also provides information on the various licensing options, the process for transferring data from
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PRISM Project Manager 5.1 to PRISM , and how to upgrade or uninstall PRISM .
Installation and Deployment Overview

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The purpose of this guide is to provide an overview of the PRISM architecture and to outline the various technical considerations relating to
the Installation and Deployment of the application.
This guide provides a high-level overview of many things including sizing requirements, deployment options, licensing, and utilities; however,
this guide is by no means a replacement for the consultative expertise of an ARES Project Management representative. Depending on the
organization's specific requirements, the final solution may differ from those outlined in this guide.
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This guide has not been designed to provide information on the various versions of PRISM software that could be deployed.
The hardware specifications reflected in this guide are exclusively based on the Microsoft Windows operating system.
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PRISM G2 System Architecture

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PRISM is a two tiered application. It has a Client Tier and a Database Tier.
The Client Tier is composed of four layers and is where the entire application
code is contained. The Presentation Layer, the Business Logic Layer, and the
Data Access Logic Layer are tied together through the Shared Application Logic
Layer.
The Database Tier consists of a database that can be located on a different server
from the Client Tier.
Components and System Requirements

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PRISM functions directly out of the box with all Required Components in a standalone installation scenario. For the best performance in an
organization the use of third-party components should also be used. The use of these components will provide a tiered and fully scalable
architecture that is suitable for deployment in any enterprise.
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Sizing/Deployment Considerations
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There are several factors to be aware of that will ultimately drive the Size and scale of the PRISM Deployment:
 Number of Concurrent Users
 Number of Projects
 Number of Master Records
 Number of Snapshot Databases Required
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ARES Project Management LLC recommends that the hardware used for a PRISM implementation is expandable and scalable. As your
organization grows, this will help ensure that significant capital costs are not required due to future hardware replacement.
Database
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PRISM supports Microsoft SQL Server versions 2008, 2008 R2, 2012, and Oracle 11g or higher as back-end databases. An enterprise should
maintain a single Database instance or schema for each deployment environment.
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Client Workstations running PRISM must have the capability to connect to whichever database engine is selected. If Oracle is used as a
back-end database, then the Oracle Instant Client utilities must be installed. If Microsoft SQL Server is selected, then nothing additional is
required.
Supported Databases Limitations Remarks

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Microsoft SQL Server 2008 Express 4 GB Free product provided with PRISM ; good for standalone installations and evaluation copies
Microsoft SQL Server 2008 Core Edition None Purchased separately; good for larger number of concurrent users and network distributions
Microsoft SQL Server 2008 R2 None Purchased separately; good for larger number of concurrent users and network distributions
Microsoft SQL Server 2008 R2 Express 10 GB Available to download from Microsoft (http://www.microsoft.com/)
Compatible with Windows 7 and newer; Available to download from Microsoft
Microsoft SQL Server 2012 Express 10 GB
(http://www.microsoft.com/)
Microsoft SQL Sever 2014 Express 10 GB Available do download from Microsoft
Oracle 11g or higher None Purchased separately; good for larger number of concurrent users and network distributions
Oracle Database 11g Express Edition 4 GB Available to download from Oracle.
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Database Server
The Database Server is highly reliant on the disk input/output and the CPU. It is important to ensure the database server is optimized with a
SCSI interface in a RAID configuration for fast disk access. This will increase data access on the server and overall performance.
The minimum and recommended hardware requirements for the database server are described in the table below:
Hardware Minimum Hardware Requirements Recommended Hardware Requirements
Processor Power Dual Core CPU Quad Core CPU

RAM 8 GB 24 GB
Hard Disk Storage 100 GB - dependent on size of data stored in database 200 GB - dependent on size of data stored in database
and database application requirements and database application requirements
LAN 100 Mbps 1000 Mbps
Application Server
An Application Server is used in LAN (Local Area Network) and WAN (Wide Area Network) installations where multiple users require
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concurrent access to PRISM . The application server functions as a simple file share and licensing gateway for Clients. Users will be able to
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start PRISM directly through the shared Universal Naming Convention (UNC) or from a copy installed directly on their machine. The
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application server is highly reliant on network speed in a LAN configuration. Because the application server hosts a full copy of PRISM , the
hardware requirements are identical to that of a standalone installation on a Workstation.
The minimum and recommended hardware requirements for the application server are described in the table below:
Processor Power 2.00 GHz 2.66 GHz

RAM 4 GB 8 GB
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Hard Disk Storage 5 GB for PRISM 15 GB for PRISM
Monitor 1280 x 1024 resolution 1600 x 1200 resolution
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Workstation
The end-user's Workstation is used for both Standalone and Client/Server deployments. In both cases, the hardware and software
requirements are the same.
The minimum and recommended hardware requirements for the Workstation are described in the table below.
Processor Power 2.00 GHz 2.66 GHz

RAM 4 GB 8 GB
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Hard Disk Storage 5 GB for PRISM 15 GB for PRISM
Monitor 1280 x 1024 resolution 1600 x 1200 resolution
Network
The optimal Network configuration is a LAN with a 1000 Mbps connection speed from the database and application to the Workstations. On a
global network, if the latency is high, some sort of Remote Access such as Citrix or Microsoft Application Virtualization is recommended.
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PRISM performs optimally in a LAN configuration with 1000 Mbps or faster connection speed from the application Workstation to the
database server. At a minimum, the connection must be Half a T1 which provides connection speeds of at least 768 Kbps.
Supported Operating Systems

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PRISM can be run on different Microsoft Windows operating systems listed below:
 Microsoft Windows 8
 Microsoft Windows Server 2008
 Microsoft Windows Server 2008 R2
 Microsoft Window Server 2012
Note that it is highly recommended that the operating system be up-to-date with Windows updates and security patches. Security patches to
.NET are distributed by Microsoft through Windows updates.
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Crystal Reports Runtime

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PRISM uses Crystal Reports as the internal report generator. When PRISM is installed on a Workstation either as a Standalone or
Client/Server installation, the Crystal Reports Runtime application should also be installed.
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Note that future upgrades of PRISM may include an updated version of the Crystal Reports Runtime application.
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If PRISM is being deployed using some form of Remote Access, then the Crystal Reports Runtime Server license will need to be purchased
separately.
Deployment Options
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PRISM can be configured and deployed in your organization in a way that best suits the needs of the users. Below are brief descriptions of
the various Deployment Options and when it is suitable to use each of them.
Standalone
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The standalone deployment option is the fastest method to get PRISM deployed. All application components are
installed on the end-users Workstation and data is stored in a local copy of Microsoft SQL Server Express.
The standalone option provides the best application performance and is recommended for single-user
evaluations. A specific license is required to enable the application to function in standalone mode.
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Local Area Network (LAN) and Wide Area Network (WAN)

A LAN deployment provides the best performance in a multi-user
environment.
A WAN deployment is also a good strategy for multi-user environments, but
will be limited by the speed of the network and available bandwidth. This
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strategy is typically used when access to PRISM is needed in different
regional locations.
In both deployments, the application is installed on an application server that
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is shared to authorized PRISM users. The database is configured and
maintained separately by a database administrator. For optimal performance
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the PRISM software is also installed on each Client Workstation.
A VPN (Virtual Private Network) can be used to connect users in different
locations to form a WAN. Both a LAN and WAN's performance is predicated
primarily on the network's inherent transfer rate.
The reasons for using a LAN or WAN are as follows:

 All required application components will be installed on a server and shared through Microsoft Windows to authorized users.
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 Client Workstations can either access the application directly through the Windows share or use the PRISM Launcher to install the
software and prerequisites locally.
 Requires a single server license.
 Allows centralized database backups.
 Provides the best performance and most scalable deployment for any number of users.
Remote Access
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PRISM can be installed on an Application Server and virtualized using third-party software like Citrix XenApp, VMWare ThinApp, or Microsoft
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App-V. Deploying PRISM with virtualization software eliminates the need for the application to be installed on the end-user's Workstations.
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Client machines can access PRISM through a thin Client interface managed through the third-party software.
The reasons for using a Remote Access or Application Hosting are as follows:
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 Install PRISM on a single server or farm and use third-party tools to virtualize the software.
 Use Citrix, Microsoft Application Virtualization, or other software to provide thin Client access to terminals in your environment.
 Requires a single server license.
 Provides the fastest distribution to largest numbers of users.
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Network Diagram
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LAN / WAN Workflow
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Remote Access Workflow
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Licensing
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The PRISM license permits the installation of the software on an Application Server or a Client Workstation. Users may access the PRISM
software from their Workstations.
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PRISM licenses stipulate certain items based on what was purchased and when it was purchased:
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 Maximum number of users for each PRISM package
 Expiration date
 Valid machine name
Named User
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Users can access PRISM concurrently from their Workstations as long as they are a Named User. The license file contains the maximum
number of Users for each package based on the configuration purchased. The Named User license file also contains the maximum number of
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Users that can be entered into the User table. The license file contains the Server Name. PRISM will not run if the application files are
relocated to a different Application Server.
Pre-installation Tips
The installation and upgrade process can be straightforward or complicated depending on the many variables associated with each Client's IT
configurations. The following tips can be helpful when preparing for the installation process.
 Fill-out the Pre-installation Technical Survey (on page 820) supplied with this Installation and Deployment guide or provided to you
by a PRISM representative. Return the Survey to the PRISM representative or to PRISM Support in order to evaluate your current
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infrastructure and provide recommendations on optimizing the deployment of PRISM .
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 Ensure that the End User has Administration Privileges on the computer where PRISM is being installed. Without this permission,
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the Microsoft Windows operating system will not allow the PRISM Installer program to run.
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 Determine the installation path where you want PRISM to be installed. It is recommended that the default installation path
(C:\Program Files\ARES\PRISM G2) be used. This allows the operating system to protect the application from unauthorized access.
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 Only one copy of PRISM should be loaded onto a computer.
 Determine if there is an existing database on the computer. Running both Microsoft SQL Server Express 2005 and Microsoft SQL
Server Express 2008 on the same computer can create problems. This is because the SQL Server Express Tools are installed on a
shared directory and two versions of SQL Server Express Tools are not supported.
 The work around is to uninstall Microsoft SQL Server Express 2005 Tools (Add/Remove Programs > SQL 2005 > Change/Select >
Workstation Components > Remove). This process will not remove the Microsoft SQL 2005 Express database engine.
 This works because Microsoft SQL Server Express 2008 is backward-compatible with Microsoft SQL Server 2005 and the 2008
Tools can be used to manage the 2005 database.
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 If Snapshot Databases are going to be used, consider the Database Server and Application Server requirements to ensure the
Snapshot Utility setup can be completed.
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 Determine if other versions of Crystal Reports Runtime are currently installed. It is important to note that PRISM uses Crystal
Reports Runtime.
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 PRISM data should always be backed up prior to upgrading to a new build.
 The Microsoft Windows Installer 4.5 is installed onto the computer (if it does not currently reside on the computer) as part of the
Installation process. Once installed, the Installation program will require a reboot of the computer. If this does not occur, then the
installation of Microsoft SQL will fail.
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 It is recommended that any Microsoft Windows updates and security patches are installed prior to installing PRISM . A reboot of the
computer is necessary for the updates and security patches to be enabled.
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 ARES may be requested to develop custom reports or custom programming. Customization is developed using the latest PRISM
build. It is possible that the customized features will only work with that build and will not be backward or forward compatible with
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older or newer builds of PRISM .
Installing PRISM G2
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PRISM provides an installation program that helps automate the installation no matter which deployment configuration is utilized.
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Once PRISM is purchased, the application and a license file are provided to the Client electronically, typically via a web-based portal. The
application can be installed prior to receiving a license; however, the application will not function until a license has been loaded. The
application setup package contains the following items:
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 PRISM application
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 PRISM Installation program
 Crystal Reports Runtime application
 Microsoft SQL Server Express database
 Oracle Instant Client
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 PRISM Installation and Deployment Guide (pdf)
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 PRISM Release Notes
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 PRISM Client Technical Survey to Support Product Installation
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 PRISM User Guide
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As previously described, there are various ways to deploy PRISM . Installation instructions are provided to handle these configurations.
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Installation Requirements
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The PRISM Installation program uses the Microsoft.NET 2.0 Framework. It is highly recommended that the operating system has the latest
Windows updates and security patches.
Note that .NET security patches are distributed by Microsoft through Windows updates.
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The PRISM Installation program uses a simple wizard application to manage PRISM installations. It can be used to install PRISM the first
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time, update PRISM when new releases are provided, install third-party applications needed to operate PRISM , and uninstall the PRISM
application. The Installation program requires the installer to have an administrator account to the operating system on the Application Server
or Client Workstation where the application is being installed. Microsoft Windows will display a User Account Control (UAC) dialog prompting
the user for a privileged account. If one cannot be provided, the Installation program will close.
Installation Program
The Installation Program performs the following functions:
 Determines if the required Microsoft .NET and Microsoft Installer components are installed
 Missing components are automatically installed and/or a link to the Microsoft website for downloading the components is
provided
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 Determines if a version of PRISM is already installed
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 Allows the user to install PRISM the first time or update to the current version
 Allows the user to install Microsoft SQL Server Express 2008 (R2)
 Installs Oracle Instant Client Drivers
 Installs Crystal Reports Runtime
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 Provides the option to repair the current version of PRISM
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 Provides the option to uninstall the current version of PRISM
 Microsoft SQL Server Express database can also be uninstalled
 Microsoft SQL Server Express database instance can also be uninstalled
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Microsoft .NET and Windows Installer Components

During the installation process, the Installation program determines if Microsoft .NET 3.5 SP1 and Microsoft .NET 4.0 are installed on the
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Application Server or the Client Workstation. This is the required framework for PRISM to operate. If they are not installed, then the
Installation program automatically downloads and installs each. If desired, the user can manually download and install each of these using the
links displayed in the Installation program. This utility uses a bootstrapper to download and start the installation which is located in
/Packages/NetFramework folder of the Installation program. The bootstrapper will detect the system settings and install the appropriate
version of the framework (x86 or 64 bit) for the environment in use.
The installation program also determines if Windows Installer 4.5 is installed on the target machine. If it is not detected, an installer will begin
the update automatically and then prompt the user to restart their computer. A reboot is required for the successful installation of SQL
Server. Users who run regular Windows updates should not have to complete this step.
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Note that future upgrades of PRISM may include an updated version of the Microsoft .NET Framework and Windows Installer
components.
Installation Recommendations
The following recommendations should be considered:
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 It is recommended that PRISM is installed using the default path in program files. This will allow the operating system to protect the
application from unauthorized access. Installation anywhere else can open the application up to potential security threats.
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 Only one copy of PRISM should be loaded on a computer at a time.
Microsoft SQL Server Express Installation (standalone only)

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Once the Installation program installs PRISM , it will then install Microsoft SQL Server Express if the option was selected. The database
installer is responsible for installing Microsoft SQL Server Express, creating an instance, security user, and running the scripts responsible for
creating the database objects. The name for the instance, database, and security user are all defaulted to 'PRISMG2'.
Installation Process
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Prior to beginning the installation process, you will need access to the PRISM Installation Program and License File. You can then use the
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following steps to download and run the PRISM Installation program. This program is also used to install an update.
Note that Microsoft .NET Framework 2.0 is required in order to run the Installation program. This framework is included in all
up-to-date and supported Microsoft Windows operating systems. If your machine does not have .NET Framework 2.0 installed,
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you can either access and run Windows updates or you can run the dotnetfx.exe file found in the PRISM setup directory; both
will install the framework.
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To Install PRISMG2:
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A. Open the PRISM Installer
1) Close all Windows applications.
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2) Unzip the PRISM Installation Program zip file into a folder on your computer.
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3) Locate the Installation Program's Setup.exe file using Microsoft Windows Explorer and run the executable. The PRISM Installer form
is displayed.
a. If the Administrator privileges are not available, you will have to enter the credentials for a user with administrative privileges.
4) The default language is English and currently the only supported language. Once other languages are supported, click the Language
drop-down in the lower left-hand corner of the Installer form to select a different language, if necessary.
5) Click Next.
B. Agree to the Terms of the License Agreement
1) After you have read, understand, and agree to the License Agreement, check the Agree to Terms checkbox.
2) Click Next.
C. Verify Installation Prerequisites
1) The Installation Program determines if the required
Microsoft .NET and Microsoft Installer components are
installed. A check mark next to each component listed
on the form indicates the component is installed.
a. If the Microsoft .NET components are not installed,
follow the prompts to download and install each
component.
b. The Installation program will check for the required
dependencies and will install any that are not
detected. You may be prompted to restart your
computer after the installation of certain
prerequisites. This is mandatory for installation to
be completed.
c. If necessary, click the Recheck button to ensure
the components are installed. The Installation
program will not continue until all prerequisite
checks have been satisfied.
2) Click Next.
D. Choose Installation Type and Components
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1) If PRISM is not currently installed, you will have a choice to click one of the three Installation Type radio buttons:
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a. Standalone - PRISM is typically installed on a Workstation and, by default, Microsoft SQL Server Express is installed as the
database (Server).
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b. Application Server - PRISM is installed on an Application Server. By default, Microsoft SQL Server Express is NOT installed.
Generally, this configuration requires a Microsoft SQL Server database or an Oracle database to be installed separately, either on
the Application Server or a separate Database Server.
c. Custom - this selection is used to pick specific items to be installed.
2) The Components Included are automatically set depending on the Installation Type selected. Uncheck any items that are not
required for your environment.
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a. PRISM - keep this option selected.
b. Microsoft SQL Server Express - select this option if you plan to use the SQL Server Express database.
c. Crystal Reports Runtime - keep this option selected since it is necessary to run reports.
d. Oracle Instant Client - select this option if you plan to utilize an Oracle database or if you plan to import Primavera P6 schedules
and Primavera is utilizing an Oracle database.
3) Click Next.
E. Choose a Path
1) A prompt to create the directory C:\Program Files\ARES\PRISM G2 is displayed if it does not exist. Click Yes to create this directory.
This is where the application files will be installed.
a. Using the default path is recommended. The Microsoft Windows operating system typically provides security to protect the
application from unauthorized access when placed in Program Files.
2) Click in the Company Name box and enter the Company Name.
3) Leave the Serial Number set as PRISMG2.
4) Click Next to begin the installation.
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F. Install Microsoft SQL Server Express

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PRISM is installed first, then you are prompted to
install Microsoft SQL Server Express if the option
was selected.
a. Follow the installation instructions and
do not close any forms until the
process is complete.
b. A form with a black background will
appear for several minutes; wait until
this is closed.
c. The setup will continue until the
database is successfully installed.
G. Load Utilities and License File

1) If you elected to install Crystal Reports Runtime, the installer appears. Click through the prompts to complete the installation and if
prompted for a serial number, enter PRISMG2.
2) If you elected to install Oracle Instant Client, the installer appears. Choose the default selections to complete the installation.
3) Click Load License, use the browse feature to locate the License File, and click Open.
a. The License File is named License.PG2.
b. If a License file was previously loaded, you will not have to perform this step; the Installation Program will do this for you
automatically.
c. The License File is loaded in the following folder: C:\program files\ARES\PRISM G2\Settings and Resources\License Files.
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d. If you receive an invalid license message when launching PRISM , you can check the License File folder to ensure the License
Files are located there.
e. It is good practice to place a backup of the License File in another folder location on your Workstation.
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4) Click Close. PRISM is now loaded and ready for use. The PRISM application shortcut is applied to the Windows desktop for the
current user.
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To Upgrade PRISMG2:
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1) If you want to update an older version of PRISM to the latest version, you will need to follow Steps A through C listed above.
a. Utilize the installation program executable labeled Setup.exe.
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2) Once you have completed verifying the Installation prerequisites, the installation program will detect the older version of PRISM on
your machine. If you are using Setup.exe to upgrade the application, your Custom report, license, and connection files, will be
backed-up and repopulated during the installation process.
a. If your installation is configured as a Standalone, you are presented with two options:
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 Update to version XX - this will automatically uninstall PRISM and re-install the newer version of PRISM . Any database
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changes introduced in new releases will be applied the first time PRISM is opened by an administrative user.
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 Remove this copy (Uninstall version XX) - performs an uninstall of the PRISM application.
b. If your installation is configured as Client-Server Installation, you must Remove this copy (Uninstall version XX).
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3) If the same version of PRISM is already installed on the machine, choose one of three options:
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a. PRISM is up to date, do nothing - indicates that you have the latest version, you can click Done and the installation process is
halted.
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b. Remove this copy (Uninstall version XX) - performs an uninstall of the PRISM application when Next is clicked.
c. Repair this installation - sets the Installation Type to Custom when Next is clicked. The components identified in Step D.2 above
are available to be included in the installation. Follow the prompts to install the selected components.
4) Follow Step G above.
To Access PRISMG2:
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1) After completing the installation, you can access PRISM by double-clicking the PRISM shortcut on your computer's desktop.
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2) The Login screen will appear and prompt for your username and password. To initially access PRISM you will enter
ADMINISTRATOR in the Username box and ADMINISTRATOR in the Password box.
3) Click Login.
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Note that If you are unable to log in due to an invalid license message please contact PRISM Licensing
(prismg2licensing@aresprism.com). A valid license must exist in the folder PRISM G2\Settings and Resources\License Files for
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PRISM to function.
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Client-Server Installation
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To install PRISM in a Client-Server environment, the application must first be installed, shared, and configured on an Application Server.
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After configuring the installation on the Application Server, the application can be installed on each client workstation using the PRISM
Launcher. Client-server installation is the recommended method when using a publishing software (i.e., Citrix, Microsoft App-V).
To Install PRISMG2 on the Application Server:

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1) Utilize the Installation Process to install PRISM on the Application Server.
a. When prompted to choose an Installation Type, select Application Server.
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2) The Share the Application Folder form appears. You can use this form to create the PRISM share.
3) Alternatively, you can use Microsoft Windows Explorer to create the share.
a. Apply any permissions and security groups to the application share.
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b. Authorized PRISM Users should be given Read and Execute rights to the directory.
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User Guide
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c. If you manually created the share, ensure the shared directory is valid in the PRISM setup application.
Note that upgrading the Application Server is described in the Installation Process.
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The PRISM Launcher is an optional component for starting the software from Client Workstations. This utility can be used to install,
upgrade, and repair the application on the Client Workstations.
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Note that PRISM LauncherSettings.XML file may need to be manually modified in certain high-security environments.
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Now that the Application Server is setup, Users can install PRISM on their Client Workstation. This configuration enables users to install a
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local copy of PRISM but still utilize the license that exists on the Application Server.
To Configure the Launcher Settings:

1) Locate and open the LauncherSettings.XML file located in the ARES\PRISM G2 subfolder using Microsoft Notepad.
2) Enter the Executable Path and the Setup Path using the shared path names. Examples are shown below:
a. <ExecutablePath>\\machine-name\ARES\PRISM G2\PG2.exe</ExecutablePath >
Found on Line 20. The Executable Path must include the full name of the executable file.
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b. <SetupPath>\\machine-name\ARES\Setup</SetupPath>
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Found on Line 21. The Setup Path must point to a shared directory where the latest PRISM setup files exist. By default, the
latest setup files will exist in a directory similar to the one shown above.
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Now that the Application Server is setup, Users can install PRISM on their Client Workstation. This configuration enables users to install a
G2
local copy of PRISM but still utilize the license that exists on the Application Server.
To Install PRISMG2 on Client Workstations:

1) From the Client Workstation, locate the Launcher program
in the shared folder: \\machine-name\PRISM
G2\Launcher.exe
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2) Start the Launcher program. The PRISM Launcher form is
displayed.
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3) Click the Install PRISM button.
4) Click the Settings button to display the shared paths to the
Application Server.
a. These paths are entered automatically when the
application is installed on the server.
b. Update the path if the server, share, or installed
directory has changed.
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5) The PRISM Bootstrapper window is displayed. Click Start
then click Install.
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6) The PRISM Installation Program is executed. The steps are
described in the Installation Process with some exceptions.
a. The Installation Type is automatically set to Custom
and cannot be modified.
b. The Items to be installed are automatically set and
cannot be modified.
c. The License File does not need to be loaded.
d. All Prerequisite Checks and Third-party Application
Installers will run automatically.
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7) Once the installation is complete, a shortcut to PRISM is
placed on the desktop of the Workstation. Double-click the
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PRISM shortcut to run PRISM . Alternatively, select Start
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PRISM from the Launcher menu.
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User Guide
Advanced Client Workstation Installation Options:

Command line arguments can be used to automate the application installation on Client Workstations. Note that by starting the installation in
silent mode you will be bypassing all user interfaces, including any prerequisite checks and utilities, and forcing an installation of all program
files.
Argument Description
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-s -p <path> Installs PRISM in Client server mode (these are two separate arguments that must be passed together)
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-sm Installs, upgrades, or uninstalls PRISM silently (this bypasses all user interfaces, including prerequisite checks and utilities,
and forces an installation of all program files
Examples of command line arguments using these options:

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 To install PRISM : "C:\PRISM G2 Setup\Setup.exe" –s –p "\\server-name\PRISM G2\PG2.exe"
G2
 To install PRISM silently: "C:\PRISM G2 Setup\Setup.exe" –sm –s –p "\\server-name\PRISM G2\PG2.exe"
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 To uninstall PRISM silently: "C:\Program Files\ARES\Uninstall\Uninstall.exe" –sm
Database Setup
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When PRISM is installed in a LAN or WAN environment, the database must be installed, configured, and maintained manually by a database
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administrator. PRISM supports Microsoft SQL Server 2008, 2008 R2, 2012, and Oracle 11g or newer. ARES provides two different methods
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for creating a PRISM database. The first method uses a Database Setup Utility supplied with the PRISM application which runs a series of
database scripts in order to create the database objects. The second method allows the database administrator to run a series of scripts using
standard tools and practices to define the database and then establish the connection to the database.
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Below are high-level steps to configure and connect to the PRISM database. Depending on the environment, some steps can be modified to
meet the organization's individual needs and best practices.
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METHOD 1
To Run the Database Setup Utility:

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1) Locate and run the file DBSetup.exe found in the root directory of the PRISM setup program files. The PRISM Database Setup
Utility is displayed.

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User Guide
database objects.
METHOD 2
To Run the Database Scripts:

1) Locate the Database Scripts found in the Packages\Database Scripts directory. These scripts have a specific order in which they are
applied and sorted alphabetically (A through Z).
2) For creating a Microsoft SQL Server database:
a. Create or connect to the desired Microsoft SQL Server Instance.
 The database scripts need to be run by a User with sysadmin or dbcreator privileges.
b. Find and replace the text <dbname> with a database name of your choice. This must be completed in both Scripts A and B
before starting the script execution.
c. Run the Microsoft SQL scripts in order from A to Z to create the database and all associated objects and data.
3) For creating an Oracle database:
a. Create or use an existing Database.
b. Create or use an existing Tablespace.
 ARES recommends a minimum of 100 Mb as an initial size for the schema.
 For example, CREATE TABLESPACE PRISMG2 DATAFILE ‘/ORATEST/ORADATA/PRISMG2_01.DBF’ SIZE 100m AUTOEXTEND ON
NEXT 10m
c. Create a Schema.
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 PRISM requires the schema user to have privileges to read, write, connect, create, and update database tables and objects.
 A schema example: CREATE USER PRISMG2 IDENTIFIED BY PRISMG2 DEFAULT TABLESPACE PRISMG2
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d. Run the Oracle scripts to create tables, indexes, views, and data in the PRISM schema.
Note that all objects and data are created beneath the schema level.
To Establish the Connection Between PRISMG2 and the Database:

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1) On the Application Server or the Client Workstation, right-click the PRISM shortcut, and click Run as Administrator. This will start
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PRISM with administrative privileges. The Login form appears.
2) Click the Connect button. The Connect form appears. Modify the connection data, as necessary, using the steps below.
3) Click the Connection Name found in the Database Connections tree on the left-hand side of the form. The default connection name is
MSSQL - LOCAL DB.
4) Click the Database/Connection Type drop-down and select either an Oracle database or a Microsoft SQL database.
5) Click in the Connection Name box and modify the Connection Name. This is the name that will be listed in the Database Connections
list on the left-hand side of the form.
6) Click in the Host Computer box and enter the Host Computer's Name or IP Address.
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User Guide
7) Click in the Database Name box and enter a Database Name. This is a user-defined name that is established in the database when it
is created.
8) Click the Authentication Type drop-down and select either Database or Operating System.
a. If Database is selected, then Users will have to enter a User Name and Password during Login. The User Name and Password is
G2
established in the PRISM database.
b. If Operating System is selected, and if the User has logged into the Microsoft Windows operating system, they will not have to
G2 G2
enter a User Name and Password to Login to PRISM . The PRISM Login screen is bypassed.
9) Click in the Schema Name box and enter a Schema Name. This is a user-defined name that is established in the database when it is
created.
10) Click in the User Name box and enter the User Name of the Database Administrator, Database owner, or Schema user.
11) Click in the Password box and enter the Password of the User.
13) The Upgrade/Fix Database button is used to update the database to the latest specifications and to potential database problems are
repaired.
a. Upgrades to the database are automatically done when installing application updates.
b. There should be no reason to use this feature unless PRISM Support requests that you run the upgrade.
14) Click OK.
To Load a License File:

2) If you need to load a new license file, click the Load License icon on the navigation toolbar, use the browse feature to locate the
License File, and click OK.
3) Click OK.
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Operating System Authentication

There is an option that is available to the Administrator only, which enables Operating System Authentication.
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When this option is enabled, the operating system's login (Username and Password) is used to login to PRISM . The only authentication used
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by PRISM is the Lightweight Directory Access Protocol (LDAP) or Active Directory. Once enabled, the Activity Directory Username is entered
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as the User ID to create a new PRISM User. A Password is not added to the new User since the Active Directory Password is utilized instead.
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To login to PRISM , the User does not need to enter their Username or Password. The Username and Password entered when logging on to
the operating system (when first logging on to the computer) is used.
To Enable Operating System Authentication for Login:

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1) Select Administration > Tools > Settings. This feature is only accessible to a User accessing PRISM using the Administrator login.
2) Check the Use OS Authentication for Login checkbox.
3) Click in the Active Directory Path box and enter the path to the Active Directory. The Lightweight Directory Access Protocol (LDAP) is
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the only operating system authentication that PRISM supports.
Note that the Network Administrator will have to provide this information.
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4) Check the Single Sign On For Login checkbox to allow Users to login to PRISM without having to enter their Username and
Password.
5) Check the Allow Single Sign On Override checkbox to allow Users to login with a different Username and Password if the login
attempt fails. If a User is logging in as a different User, only the Administration features based on the User's permissions will be
enabled.
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Once the operating system authentication is enabled, the Administrator can enter Users into PRISM . It is important to ensure that the User
ID entered for each new User matches a Username in Active Directory.
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User Guide
To Enter New Users:

3) Click in the User ID box and enter a User ID that matches a Username in Active Directory.
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G2
Once a User is added they can then login to PRISM . The system will automatically enter the User ID based on the Username entered when
accessing Microsoft Windows operating system. All the User will need to do is enter their Password that they use when logging into Microsoft
G2
Windows. If the User wanting to login into PRISM is the Administrator, then they will have to use a feature to switch the User ID to
Administrator.
To Login to PRISMG2:
G2 G2
1) Click the PRISM shortcut. Notice that the PRISM Login screen appears and the User ID is set to Username used when entering
Microsoft Windows.
a. To login as the Administrator, click the User ID browse feature. This will automatically change the User ID to Administrator.
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b. PRISM does not have the capability to delete the Administrator; however, if Administrator is deleted from the database, this
feature will not work.
2) Click in the Password box and enter the Password used when entering Microsoft Windows.
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3) Click the Login button and PRISM is opened.
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User Guide
Uninstalling PRISM G2
G2
Before Uninstalling PRISM you may want to archive (on page 213) your Administration, Enterprise, and Project Data in order to retain a
G2
backup of the data. Alternatively, the database administrator can copy the PRISM database.
The uninstall program provides the User a choice to remove three items:
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 PRISM application
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 PRISM standalone database
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 PRISM standalone Microsoft SQL Server Instance
The uninstall program does not provide a way to remove Microsoft SQL Server or Oracle databases that were configured separately.
To Uninstall PRISMG2:
1) Click the Microsoft Windows Start button.
2) In All Programs, locate and click the ARES Corporation folder.
G2
3) Click Uninstall. The Remove PRISM Application checkbox is automatically checked and cannot be unchecked.
G2
4) Check the Remove PRISM SQL Server Database checkbox, if you want to remove the data in the database.
G2
5) Check the Remove SQL Server Instance if you want to completely remove the PRISM Instance from Microsoft SQL Server Express.
G2
a. Selecting this option will launch the Microsoft SQL Server Uninstall utility. This utility gives you the choice to remove the PRISM
Instance and other associated objects.
Note that the Microsoft SQL Server Instance should not be removed from version to version. This option should only be selected
G2
if you want to completely uninstall PRISM from the computer or server.
6) Click Next and click OK.
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PRISM Project Manager Project Conversion to PRISM G2

G2
PRISM is NOT backward compatible with any version of PRISM Project Manager. However, a special archive utility is available for PRISM
Project Manager 5.1 build 276 and can be requested from Technical Support (on page 828). This archive utility will allow you to archive
G2
individual PRISM Project Manager projects which can then be restored into PRISM .
G2
This program allows for the transfer of a predefined set of data from PRISM Project Manager to PRISM . Due to differences in
G2
the way data is presented and stored in PRISM , not ALL data is transferable. The data structures between the two systems for
the Cost Management package are the most similar and, therefore provides for the best data transfer. The transfer of data for
the Engineering, Procurement, and Contracts packages is very limited due to significant differences in data structures. Other
G2
Project level data in PRISM Project Manager which is at the Enterprise level in PRISM will require redefinition. Upon public
release of the program, release notes are offered to assist you in understanding data anomalies.
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Once a PRISM Project Manager project is restored into PRISM , there may be some modifications that you will need to set. For instance, if
the project is to be displayed in Enterprise reports, then Reporting Periods, Control Elements, and Currencies will have to be cross-referenced
to their equivalent Enterprise definitions. A list of items to review and possibly define, modify, or fix are listed below. If you are planning on
reporting multiple projects at the Enterprise level, then many of these definitions and modifications are not necessary.
Possible Definition or Modification Command
Identify the project as an Enterprise project Enterprise > Data > Projects
Review, modify, and set Project Settings PRISM Button > Project Settings
Cross-reference Reporting Periods to Enterprise Periods Define > Shared > Reporting Periods
Cross-reference Control Elements to Enterprise Elements Define > Shared > Control Elements
Cross-reference Currencies to Enterprise Currencies (for Multi-currency projects) Define > Shared > Currencies
Define Document Types Enterprise > Shared > Document Types
Cost Management > Change Management > Budget/EAC Changes -
Assign Change Documents to a Document Type
Documents
Define Enterprise Time Phased Data Curves Enterprise > Shared > TPD Curves
Define Project Groups Enterprise > Codes > Project Groups
Assign Project Groups to the Project Enterprise > Data > Projects - Project Groups
Define Enterprise Groups Enterprise > Codes > Enterprise Groups
Assign Enterprise Groups to Master Records Assigned in each Master Record's Groups subpane
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User Guide
Possible Definition or Modification Command
Define Enterprise Change Status codes Enterprise > Shared > Change Status
Re-assign Change Status codes on Changes Cost Management > Change Management > Budget/EAC Changes
Define Enterprise Change Events Template Enterprise > Cost > Change Events
Transfer Enterprise Change Events Template to the project Define > Cost > Change Events
Define Change Varieties Enterprise > Shared > Change Varieties
Assign Change Varieties to Changes Cost Management > Change Management > Budget/EAC Changes
Define Enterprise Funding Sources Enterprise > Cost > Funding Sources
Set Enterprise Setting options Enterprise > Tools > Settings
Review, modify, and set Cost Management Setting options Cost Management > Tools > Settings
Cost Management > Schedule > Activities
Populate Control Dates in Schedule Activities
use Utilities > Schedule > Copy Schedule Dates
Cost Management > Cost > Control Accounts
Populate Baseline and Control Schedule Dates
use Utilities > Shared > Copy Schedule Dates
Populate Curve ID for Baseline Budget and Control Budget Cost Management > Cost > Control Accounts
Copy Approved Budget to Control Budget Utilities > Cost > Copy Amounts
Time Phase Baseline and Control Budgets Cost Management > Calculations > Spread TPD
To Archive a PRISM Project Manager Project:

G2 G2
1) Copy the PRISM Project Manager to PRISM Archive custom program files that are supplied with the PRISM to the Custom folder
where the PRISM Project Manager application is installed. Follow the installation instructions supplied with the custom program to
aid you in this process.
2) In PRISM Project Manager, locate the Project you want to archive.
3) Select File > Archive to PRISM G2 CSV Files. A prompt indicates the File Location where the project will be archived.
4) Click OK.
To Restore a PRISM Project Manager Project in PRISMG2:

1) Select PRISM Button > New Project. If a project is currently opened, it first must be closed.
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2) Click in the Project ID box and enter a Project ID.

3) Click in the Project Title box and enter a Project Title.
4) Click the Restore File browse icon, locate the Project's Archives Files, select one of the Files, and click Open.
5) Check the Package checkbox for each package that will be used.
a. Cost Management - equates to the Cost and Progress, Schedule Interface, and Baseline Estimate modules from PRISM Project
Manager.
b. Engineering - equates to the Engineering Progress module from PRISM Project Manager.
c. Equipment/Materials - equates to the Capital Equipment module from PRISM Project Manager.
d. Procurement - equates to the Procurement module from PRISM Project Manager.
e. Contracts - equates to the Contract Administration module from PRISM Project Manager.
f. Invoice Management - equates to the invoice and payments functions in the Procurement and Contract Administration modules
from PRISM Project Manager.
g. Field Management - this is a new function.
Note that availability of packages depends on the packages that have been purchased.
6) Check the Enterprise Project checkbox if the project is to be available in Enterprise reporting.
7) Check the Multi-Currency checkbox if the project is to utilize multiple currency features.
8) Click OK.
Installing Language Packs

[this topic intentionally left blank]
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User Guide
Oracle Primavera P6 Integrations

G2
The PRISM Cost Management package includes a feature where Oracle Primavera P6 data can be directly imported. In order for this
G2
integration to work properly, PRISM requires the P6 User to have read rights to the P6 database tables. The User is defined in the database
and not in the P6 application.
If a standalone version of P6 is used for this integration, then there are three User Names that are typically predefined in P6 databases that
will provide the type of access rights necessary. Typically, the Password used is the same as the User Name. These three User Names are:
 privuser
 pubuser
 admprm$pm
When P6 is installed in a Client/Server deployment, typically the use of these three predefined User Names is not acceptable because it
permits an unacceptable level of access to the database. In this situation, it is recommended that a separate User Name is created and that
this User is provided read rights to only 12 tables in the P6 database that are necessary for the Import Primavera P6 Schedule Data feature in
G2 G2
PRISM to be functional. There are script files provided with the PRISM Program Installation files that are used to automatically set the read
rights to the 12 tables. These scripts are located with the Program Installation files in a folder named \Packages\P6 Integration.
Note that if an Oracle database is used for the P6 application, then the Oracle Install Client must be installed on the Client
Workstation. If not, then the Import Primavera P6 Schedule Data feature will not function.
Pre-Installation Technical Survey

G2
ARES Project Management LLC is committed to making your installation and implementation of PRISM a success. To help us ensure that you
are successful, we request that you provide the information outlined below. This information will assist ARES Project Management LLC in
G2
ensuring the optimal use of the PRISM application within your organization’s infrastructure.
Please return the completed survey to ______________________________ by ____________________ so that our Technical Support
G2
department can review your responses and clarify any questions that we may have concerning the PRISM installation. Feel free to include
any additional information that you consider useful or send any questions that you may have to the email address listed above.
Technical Contact
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1) Who is the authorized technical support contact for PRISM in your company?
Name: ___________________________________________________________________
Email: ___________________________________________________________________
Phone: ___________________________________________________________________
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Location: ___________________________________________________________________
G2
2) Who is the IT contact for PRISM (if different than the authorized technical support contact)?
Name: ___________________________________________________________________
Email: ___________________________________________________________________
Phone: ___________________________________________________________________
Location: ___________________________________________________________________
3) If your support or technical resources are located outside of North America, what are their hours of availability in relation to U.S.
Pacific Standard Time?
From: ___________________________________________________________________
To: ___________________________________________________________________
4) Is there a specific day and time that you prefer installing service packs, if necessary? ARES Project Management will make every
attempt to accommodate your availability.
No Yes Day: ____________________ Time: ________________________
Installation Type
1) What type of installation will you be performing?
Standalone
Local Area Network (LAN)
Wide Area Network (WAN)
Remote Access
Citrix
Windows Terminal Services
Virtual Machine
Virtual Private Network (VPN)
 Connection Speed: ____________________________________________
 Shared (Yes/No): ____________________________________________
Other: ___________________________________________________________________
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User Guide
Network / System Environment

G2
1) Which of the following Microsoft Windows Operating Systems is installed on the Client Workstations that will be running PRISM ?
Select all that apply.
Microsoft Windows XP
 Service Pack Level: ____________________________________________
 Language(s): ____________________________________________
Microsoft Windows 7
 Service Pack Level: _____________________________________________
 Language(s): ____________________________________________
Other
 Operating System: _____________________________________________
 Language(s): _____________________________________________
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2) Which of the following Microsoft Windows Operating Systems is installed on the Application Server that will be running PRISM ?
Microsoft Windows Server 2003
 Language: _____________________________________________
 Language: _____________________________________________
Other
 Operating System: ______________________________________________
 Service Pack Level: ______________________________________________
 Language: ______________________________________________
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3) If applicable, what are the specifications of the Application Server that will host the PRISM application?
Processor: _____________________________________________________
Memory: _____________________________________________________
Hard Disk Space: _____________________________________________________
Connection Type: _____________________________________________________
Connection Speed: _____________________________________________________
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G2
4) Will the PRISM application and database be installed on the same server?
Yes
No
G2
5) Which of the following Microsoft Windows Operating Systems is installed on the server that will host the PRISM database?
 Service Pack Level: ______________________________________
 Language: ______________________________________
 Language: ______________________________________
Other
 Operating System: ______________________________________
 Language: ______________________________________
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6) If applicable, what are the specifications of the database server that will host the PRISM database?
Processor: _____________________________________________________
Memory: _____________________________________________________
Hard Disk Space: _____________________________________________________
Connection Type: _____________________________________________________
Connection Speed: _____________________________________________________
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7) Will the Client Workstation or Application Server that hosts the PRISM database host any other databases simultaneously?
No Yes What other database applications are installed? ________________________________________
_______________________________________________________________________________
8) Do you have a Database Administrator (DBA) on staff?

Yes No
9) How are you currently performing backups of your databases? _______________________________________________

____________________________________________________________________________________________________
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User Guide
10) Are the Microsoft Windows Updates and Security Patches up to date on each Client Workstation and/or server?
Yes No What is your company’s policy for installing updates and patches? ________________________
______________________________________________________________________________
______________________________________________________________________________
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11) Which of the following database platforms will be used to host the PRISM data?
Microsoft SQL Server Version: ________________________________________________________________
Oracle Version: ________________________________________________________________
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12) Do you have any hardware/software firewalls that may affect the installation and/or use of PRISM ?
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 PRISM Application Server: Yes No
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 PRISM Database Server Yes No
 Oracle Primavera Database Server Yes No
13) If any PRISM products are currently installed or were previously installed on the Client machines using an Oracle database, each Client
machine will have a full Oracle Client installation. If this is the case, do all Client machines have a full Oracle Client installation?
Yes No Not Applicable
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14) Do you use any antivirus programs that may affect the installation and/or use of PRISM ?
No Yes Antivirus Program: ________________________________________________________________
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15) The PRISM applications are resource and memory intensive. Are there any other applications installed on the Client machines that
will compete for resources that could possibly cause performance issues?
No Yes Please list the applications that are installed: __________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
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16) Please provide a diagram of your environment, including other site locations and the connection speed for each location similar to the
example below.
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17) Are all of your PRISM users and the PRISM server(s) on the same subnet?
Yes No
Schedule Integration
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1) Which scheduling application(s) will you be using for integration with PRISM ?
Oracle Primavera P6 Version: ______________________________________
Microsoft Project Client Version: ______________________________________
Microsoft Project Server Version: ______________________________________
2) If you will be using Oracle Primavera P6 to assist us in understanding the load that will be placed on the server, how many users do
G2
you anticipate utilizing the integration between Oracle Primavera and PRISM concurrently? ____________________________
3) If you will be using Oracle Primavera P6, which of the following database platforms is being used to host the Oracle Primavera data?
Microsoft SQL Server Version: ______________________________________
Oracle Version: ______________________________________
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Chapter 23
Contact Us
ARES Project Management LLC provides quality software products (see "Introduction to the PRISM G2 Management Suite" on page 2) and an
entire range of services to support those products. Feel free to contact us regarding any of our products and services including requesting a
software demonstration or a price quote.
If you currently own any PRISM software applications you can contact us with support questions or inquire about training, implementation, or
customization services. We also encourage you to provide us with any feedback that will help to improve our PRISM products and your user
experience.
Sales Demonstrations and Price Quotes

Our PRISM Sales Staff is comprised of experts in the field of Project Management and the supporting activities such as estimating, project
controls, scheduling, procurement, contract administration, engineering, construction, and risk management. They are able to quickly assess
your needs and determine the PRISM solutions that will provide the highest benefits to your organization.
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Our PRISM products are scalable so you only purchase the number of licenses necessary to meet your current needs. As you grow, you
simply purchase additional licenses. You will find that our software products' unit prices will typically decrease when multiple licenses are
purchased.
The best way to appreciate the capabilities of our PRISM products is to contact our PRISM Sales Representatives
(http://www.aresprism.com/support/contact/) and request a demonstration of any of our PRISM software applications. We can then
provide you a price quote for both PRISM products and services that will meet your needs and fit your budget.
You can also contact our Sales department from our website (http://www.aresprism.com/support/contact/).
Training and Implementation Services

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If you want to get the most out of PRISM or any other PRISM products, consider the professional Training and Implementation Services that
ARES offers to their customers.
Our clients have discovered that our PRISM training and implementation services significantly reduces the time necessary for their personnel
to understand, setup, and successfully implement PRISM in their workplace.
If you are interested in learning more about our training and implementation services, please contact your PRISM client manager or one of our
PRISM Sales Representatives (http://www.aresprism.com/).
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User Guide
Technical Support
ARES Project Management LLC offers a variety of support options to help you with your technical questions. Support is available Monday
through Friday, 8:00 a.m. to 4:00 p.m. (Pacific Time) for all registered Clients with a current maintenance agreement. Please contact our
PRISM Software Support staff using one of the following methods.
Method Information Availability Suggested Use
G2 Appropriate for submitting incidents,

PRISM Support
http://www.aresprism.com/support/support-portal/ Submit anytime. requesting documents, and submitting
Portal
enhancement requests.
Submit anytime.
Response time is
Appropriate for submitting incidents,
G2 based on order in
PRISM Email PRISMG2Support@aresprism.com requesting documents, and submitting
which request is
received and priority
of need.
Submit anytime.
PRISM Project Response time is
Manager / PRISM based on order in Appropriate for all incidents or requests
support@aresprism.com
Project Estimator which request is except for complete system failure.
Email received and priority
of need.
8:00 am to 5:00 pm
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PRISM Telephone (925)322-8899 PST, M-F excluding Appropriate for all incidents.
U.S. holidays.
PRISM Project
8:00 am to 4:00 pm Appropriate for all incidents. Incidents
Manager / PRISM
(925)322-8899 PST, M-F excluding must be submitted by the customer
Project Estimator
U.S. holidays. technical contact.
Telephone
Prior to contacting ARES, please make sure you are at your computer and can provide the following information. The items identified with an
G2
"*" asterisk are located in the About PRISM form:
 Personal contact information
G2
 PRISM or PRISM software product
 Version number *
 Build number *
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Chapter 23 Contact Us
 Program date stamp *

 Serial number / product key *
 Installation type (standalone, LAN, WAN)
 Database (Microsoft SQL Server Express, Microsoft SQL Server, Oracle Server)
 Operating system on local computer
 Available free disk space on local computer
 Complete description of the issue with exact error messages and steps to reproduce it.
 Does the problem happen in one, several, or all projects?
G2
 If the PRISM or PRISM product is setup in a multiple Workstation environment, does the problem occur on one or all Workstations?
 Does the problem always happen or is it intermittent?
 Has your environment changed since the problem started (hardware upgraded, network folders modified, software installed, etc.)?
 Have you searched the online help?
 Please describe any steps taken to resolve the problem and describe any environment changes.
Customization Services
ARES Project Management LLC's software products are supported by a staff that understands that no two projects, or clients, are alike. Our
flexible software suite can be tailored to meet the unique requirements of your project or enterprise. Our PRISM developers and support staff
include project management professionals with many years of hands-on field experience in implementing and managing projects. Our goal is
to provide management tools that work for you. We listen to and understand your needs to provide the customization that effectively meets
your unique requirements.
Below is a list of customization services that ARES can provide:
 Custom programming to incorporate unique requirements into our existing software.
 Custom programming to develop new applications.
 Custom programming to integrate our software with your existing products.
 Development of custom reports and graphs.
For more information about customization, contact one of our PRISM Sales Representatives (http://www.aresprism.com/support/contact/).
Feedback
We are highly interested in your feedback. Our PRISM products are developed and improved through the suggestions and requests of our
G2
clients. Please provide us your feedback by submitting a ticket through our PRISM Support Portal
(http://www.aresprism.com/support/support-portal/).
You can provide your suggestions on any of the following topics or a topic of your choosing:
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 Request a modification to any PRISM software application.

 Identify a problem with any PRISM software application.
 Identify a problem with the PRISM Help System or User Guide.
 Provide a comment about any of our services.
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ARES Project Management End User License Agreement
This End User License Agreement ("Agreement") is entered into as of the last date below by and between ARES Project Management LLC, and
its licensees, successors and assigns ("ARES") and you (an individual, a business or government entity and its authorized employees) who has
lawfully acquired a copy of this Software from ARES or an ARES authorized representative ("Licensee") and governs the terms and conditions
of access and use of the PRISM G2, PRISM Project Manager, PRISM Project Estimator, PRISM G2 Dashboards, as well as the associated
electronic documents, and any updates and/or upgrades ARES makes generally available to licensees of these products (collectively, the
"Software"). ARES and Licensee hereafter, may be referred to individually a "Party" and collectively "Parties."
1. License Grant
1.1 License to Licensee. Conditioned upon compliance with terms and conditions of this Agreement and any associated ARES purchase
order, ARES grants to Licensee a non-exclusive, non-transferable, non-sublicensable limited right to either install and use the Software on: (i) a
single computer for internal use only; or (ii) a single server for multi-user named and concurrent access over a secure Local Area Network or
secure Wide Area Network, that is owned, leased or otherwise controlled by Licensee for internal use only. If you purchased multiple licenses
for the Software, then at any time you may have as many copies of the Software in use as you have licenses. The Software is "in use" on a
computer when it is loaded into the temporary memory (i.e., RAM) or installed into the permanent memory (i.e., hard disk or other storage
device) of that computer.
1.2 Limited right to Create Customized Products. This Software allows Licensee to input data to personalize the Software, thereby
creating a customized product ("Customized Product"). If Licensee creates a Customized Product, Licensee represents and warrants that
Licensee has all rights, licenses, authorizations, permissions or clearances necessary to input the data for use in connection with the Software
without violation of law, rule regulation or third party proprietary right. Licensee’s use of a Customized Product is subject to the license
granted in Section 1.1 and the terms and conditions of this Agreement. Licensee shall not use any Customized Product for any other purpose
without ARES’ prior written authorization.
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1.3 License to ARES. Licensee shall provide to ARES (no less than one time per year during the term of this Agreement) a copy of all
Customized Products created using publicly available data (excluding proprietary data or classified data). Licensee hereby grants to ARES a
worldwide, fully paid-up, royalty-free, non-exclusive, sub-licensable, transferable, perpetual license to copy, modify, distribute, publicly
perform and publicly display the Customized Product and use, make have made, sell have sold the Customized Product and products
containing the Customized Product. Licensee represents and warrants that ARES and its licensees, successors and assigns may use, as it deems
appropriate in its sole discretion, the publicly available data (in whole or in part) in connection with the commercial exploitation of the
Software, the Customized Product or any derivative work of the Software, without charge (fee or royalty), restriction, condition, duty or
obligation of any kind to Licensee. Upon request, Licensee shall provide ARES with information regarding the public sources from which the
derivative data in the Customized Product was obtained. ARES understands and acknowledges that except as set forth in this Agreement, all
Customized Products delivered to ARES hereunder are "AS IS" without representation or warranty of any kind, express or implied, including
but not limited to the implied warranties of fitness for a particular purpose, merchantability, title and non-infringement.
2.0 Confidentiality
This Software and any information disclosed by ARES to Licensee under this Agreement, either directly or indirectly, in writing, verbally or by
inspection of tangible objects is ARES proprietary and confidential information ("Confidential Information"). Licensee shall not to use any
Confidential Information for any purpose except to exercise its rights and perform its obligations under this Agreement. Licensee shall not to
disclose any Confidential Information to third parties or to such party’s employees, except to those employees of the receiving party with a
need to know. Licensee shall take reasonable measures to protect the secrecy of and avoid disclosure and unauthorized use of the
Confidential Information, including without limitation, ensuring that its employees who have access to Confidential Information have signed a
non-use and non-disclosure agreement in content similar to the provisions hereof, prior to any disclosure of Confidential Information to such
employees. Licensee acknowledges that the Software contains valuable confidential, unpublished information, including but not limited to
algorithms, innovations, and concepts developed by ARES at great expense.
3.0 Licensee Representations and Warranties

Licensee represents and warrants that Licensee has lawfully acquired a copy of this Software from ARES or an ARES authorized representative.
Licensee further represents and warrants not to, or permit any third party to:
i. download, redistribute, encumber, sell, rent, lease, lend, sub-lease, sublicense or otherwise transfer the Software or the
right to access and use the Software to any third party without the express written consent of ARES;
ii. install or permit the installation and/or use of any harmful or malicious code, including but not limited to any automated
rootkits, trojans, viruses, spyware or other specific exploits designed to breach the security of the Software or learn, gain access to or use the
Software or the results of the use of the Software without the knowledge and consent of ARES;
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Chapter 23 ARES Project Management End User License Agreement
iii. attempt to or remove, disable, circumvent or render ineffective any code, feature, process or method of the Software
intended to secure, encrypt or otherwise prevent the Software from unauthorized access and use;
iv. remove or obscure ARES' copyright, trademark and other proprietary rights notices, legends, symbols or labels;
v. reverse engineer, alter, decompile, disassemble or otherwise attempt to derive the source code of the Software (except as
expressly permitted by applicable law);
vi. except as permitted under Section 1.2, modify the Software or documentation, including without limitation customization,
translation or localization;
vii. utilize the Software in connection with any service bureau or time-sharing system or to provide processing services for any
third party;
viii. allow any other person to access and use this Software via a LAN, WAN or other networked computer except as expressly
authorized by this Agreement;
ix. use the Software for the development of or in connection with a software application or service that has the same or
substantially similar features and/or function to the Software;
x. use the Software for any unlawful purpose;
xi. except as permitted by law or a signed written agreement of ARES, separate, remove or use all or a substantial part of the
data contained in the Software in connection with any other software or for any use other than in support of the Software; or
xii. publish any results of benchmark tests run on the Software to a third party without ARES’ prior written consent.
4. Copyright; Limited Permission for Back-Up Copy

4.1 Copyright. The Software, (as provided or modified by ARES) is owned by ARES or its suppliers or licensors, and all copies thereof, and
associated trademarks are protected under United States Copyright Law, International Treaty, trade secret, copyright, patent, trademark and
other applicable laws. Except as expressly authorized in this Agreement, Licensee may not use, copy or distribute the Software without ARES’
prior written authorization, and Licensee represents and warrants not to copy, reproduce, distribute, transmit or display the Software or any
derivative work or any part or portion thereof, except as may be permitted herein, without the express written consent of ARES. All copies
must include and retain ARES’ copyright and other proprietary notices and identifying information. No other copies are permitted under this
Agreement. Licensee agrees that ARES may assign and use an individual identifying number (e.g., a serial or PIN number) allocated to each
authorized copy of the Software for tracking and tracing the origin of each copy thereof.
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4.2 Limited Permission for Back-Up Copy. Licensee may make one backup copy of the Software for the sole purpose of security backup
in the event the original Software is destroyed or becomes corrupt. Licensee may request a replacement copy of the Software or a license key
in the event the original and backup copy of the Software or license key are destroyed or become corrupt. All requests are subject to
validation and the approval of ARES. There is no additional fee for a replacement. Shipping and handling charges may apply. All replacement
copies are subject to the terms and conditions of this Agreement as were applicable to the original copy replaced. All original and backup
copies of Software or license keys for which a replacement is issued will be considered unauthorized for continued use for any purpose and
subject to the return and destruction provisions of Section 13.
5. Ownership
Licensee acknowledges that this Agreement confers only a limited right to use the Software as expressly set forth in this Agreement. Licensee
does not become the owner of the Software. Title, ownership rights and all intellectual property rights in and to the Software and all copies
thereof are the sole property of ARES (and its licensors, if any). The Software and all copies thereof are protected under United States
Copyright Law, International Treaty, trade secret, trademark, patent, copyright and other applicable laws. Licensee represents and warrants
that it will not to use the Software or other intellectual property contained therein except as expressly permitted by this Agreement, nor to
disclose the Software to third parties, or to take any action to otherwise jeopardize, limit, or interfere in any manner with ARES’ ownership of
or rights with respect to the Software and intellectual property pertaining thereto.
6. Consent to Use of Data

Licensee shall allow ARES and its affiliates to collect and use technical data and related information, gathered periodically to facilitate the
provision of software updates, product support and other services to Licensee (if any) related to the Software. ARES may use this information,
as long as it is in a form that does not personally identify Licensee, to improve its products or to provide services or technologies.
7. Support
Neither this Agreement nor this license entitles Licensee to receive from ARES hard-copy documentation, technical support, telephone
assistance, or enhancements or updates to the Software without the purchase of applicable services. Licensee must purchase a first year
annual maintenance subscription with the purchase of a perpetual Software license. Terms and conditions of the maintenance subscription
are described in Exhibit A.
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8. User ID and Password

Licensee represents and warrants that it will keep any user ID, password and/or access or registration code confidential and not allow any
unauthorized person to use a user ID, password and/or registration or access code for the Software. Licensee shall immediately notify ARES of
any actual or suspected disclosure of a user ID, password and/or access or registration code to an unauthorized person or entity.
9. Disclaimer of Representations and Warranties

LICENSEE EXPRESSLY ACKNOWLEDGES AND AGREES THAT USE OF THE SOFTWARE AND CUSTOMIZED PRODUCTS IS AT LICENSEE’S SOLE RISK
AND THAT THE ENTIRE RISK AS TO SATISFACTORY QUALITY, PERFORMANCE, ACCURACY AND EFFORT IS WITH LICENSEE. TO THE MAXIMUM
EXTENT PERMITTED BY LAW, THE SOFTWARE, CUSTOMIZED PRODUCTS, DATA, DOCUMENTATION AND ANY INFORMATION ACCESSIBLE OR
GENERATED THROUGH THE USE OF THE SOFTWARE ARE PROVIDED "AS IS" AND "AS AVAILABLE," WITH ALL FAULTS AND WITHOUT
WARRANTY OF ANY KIND. ARES HEREBY DISCLAIMS ALL WARRANTIES AND CONDITIONS WITH RESPECT TO THE SOFTWARE AND CUSTOMIZED
PRODUCTS, EITHER EXPRESS, IMPLIED OR STATUTORY, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES AND/OR CONDITIONS
OF MERCHANTABILITY, OF SATISFACTORY QUALITY, OF FITNESS FOR A PARTICULAR PURPOSE, OF ACCURACY, OF QUIET ENJOYMENT, AND
NON-INFRINGEMENT OF THIRD PARTY RIGHTS. ARES DOES NOT WARRANT AGAINST INTERFERENCE WITH LICENSEE’S ENJOYMENT OF THE
SOFTWARE AND CUSTOMIZED PRODUCTS, THAT THE FUNCTIONS CONTAINED IN THE SOFTWARE AND CUSTOMIZED PRODUCTS WILL MEET
LICENSEE’S REQUIREMENTS, THAT THE OPERATION OF THE SOFTWARE AND CUSTOMIZED PRODUCTS WILL BE UNINTERRUPTED OR
ERROR-FREE, OR THAT DEFECTS IN THE SOFTWARE OR CUSTOMIZED PRODUCTS WILL BE CORRECTED. NO VERBAL OR WRITTEN INFORMATION
OR ADVICE GIVEN BY ARES OR ITS AUTHORIZED REPRESENTATIVE CREATES A WARRANTY. SHOULD THE SOFTWARE OR CUSTOMIZED
PRODUCTS PROVE DEFECTIVE, LICENSEE ASSUMES THE ENTIRE COST OF ALL NECESSARY SERVICING, REPAIR OR CORRECTION.
10. Disclaimer of Consequential Damages

TO THE MAXIMUM EXTENT PERMITTED BY LAW, IN NO EVENT IS ARES, ITS OFFICERS, DIRECTORS, EMPLOYEES, REPRESENTATIVES AND
SUCCESSORS AND ASSIGNS OR ANY PERSON OR ENTITY INVOLVED IN THE CREATION, PRODUCTION, DELIVERY OR USE OF THE SOFTWARE, ITS
CONTENTS OR RESULTS OF THE USE OF THE SOFTWARE LIABLE TO LICENSEE FOR ANY DAMAGES WHATSOEVER (INCLUDING, WITHOUT
LIMITATION, INJURY TO PERSON OR PROPERTY, DAMAGES FOR LOSS OF BUSINESS PROFITS, BUSINESS INTERRUPTION, LOSS OF BUSINESS
INFORMATION, OR OTHER PECUNIARY LOSS) ARISING OUT OF THE USE OR INABILITY TO USE THE SOFTWARE OR CUSTOMIZED PRODUCTS.
ARES SPECIFICALLY DISCLAIMS ALL DIRECT, INDIRECT, CONSEQUENTIAL, SPECIAL, PUNITIVE OR EXEMPLARY DAMAGES, INCLUDING
WITHOUT LIMITATION LOSS OF PROFITS OR LOSS OF DATA OR PROPERTY, BUSINESS INTERRUPTION OR ANY OTHER COMMERCIAL DAMAGES
OR LOSSES, ARISING FROM OR RELATED TO THIS AGREEMENT AND/OR THE USE, INABILITY TO USE, RELIANCE ON OR TRANSFER OF ANY
PROPERTY, SOFTWARE, CUSTOMIZED PRODUCTS, INFORMATION OR DATA PROVIDED, GENERATED OR MADE ACCESSIBLE UNDER THIS
AGREEMENT, REGARDLESS OF THE THEORY OF LIABILITY (CONTRACT, TORT OR OTHERWISE) AND EVEN IF ARES HAS BEEN ADVISED OF THE
POSSIBILITY OF SUCH INJURY OR DAMAGES.
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11. Limitation of Liability

In no event is ARES’ total liability to LICENSEE for all damages (other than as may be required by applicable law in cases involving personal
injury) exceed the amount paid to ARES for this license. The foregoing limitations apply even if the above stated remedy fails of its essential
purpose.
12. Indemnity
Licensee agrees to indemnify and hold harmless ARES, its officers, directors, employees, representatives, successors and assigns from and
against any claims, actions, demands, liabilities, settlements, damages and expenses, including but not limited to reasonable attorney fees and
costs, arising from or related to Licensee’s use of the Software, Customized Products or breach of this Agreement.
13. Term and Termination / Survival.

This Agreement and the license granted herein remains effective until terminated. Licensee may terminate the Agreement and the license at
any time by un-installing or removing all copies of Software. Licensee’s rights under the Agreement will terminate immediately without notice
from ARES if Licensee fails to comply with any provision of the Agreement. Upon termination, Licensee shall un-install or remove all copies of
Software in its possession or control. The following sections will survive termination of the Agreement: 2, 3, 4.1, 5-7, 9-18, and 20-21.
14. Audit
Licensee grants ARES and its designee the right to examine Licensee’s records to verify compliance with this Agreement. In the event such
audit discloses non-compliance with this Agreement, Licensee shall promptly pay to ARES the appropriate license fees, plus reasonable costs
for conducting the audit.
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15. Export / Import

Licensee shall not download, use, export or re-export the Software except as authorized by United States law and the laws of the jurisdiction
in which the Software was obtained. In particular, but without limitation, the Software may not be downloaded, used exported or
re-exported: (i) into, or to a national or resident of, any country to which the United States has embargoed goods; or (b) to anyone on the U.S.
Treasury Department's list of Specially Designated Nationals or the U.S. Department of Commerce Denied Person’s List or Entity List. By using
the Software, Licensee represents and warrants that Licensee is not located in any such country or on any such list. Licensee also represents
and warrants that it shall not use these products for any purposes prohibited by United States law, including, without limitation, the
development, design, manufacture or production of nuclear, missiles, or chemical or biological weapons. The Software is classified as ECCN
5D992.B.1.
16. High Risk Activities

The Software is not fault-tolerant and is not designed, manufactured or intended for use or resale as on-line control equipment in hazardous
environments requiring fail-safe performance, such as, but not limited to, the operation of nuclear facilities, aircraft navigation or
communication systems, air traffic control, direct life support machines, or weapons systems, in which the failure of the Software could lead
directly to death, personal injury, or severe physical or environmental damage ("High Risk Activities"). Accordingly, ARES specifically disclaims
any express or implied warranty of fitness for High Risk Activities. Licensee agrees that ARES will not be liable for any damages arising from the
use of the Software for High Risk Activities.
17. U.S. Government Rights Notice

The Software and accompanying documentation are deemed to be "Commercial Items", as that term is defined at 48 C.F.R Section 2.101,
consisting of "Commercial Computer Software" and "Commercial Computer Software Documentation," as such terms are used in 48 C.F.R.
Section 12.212 or 48 C.F.R. Section 227.7202, as applicable. Consistent with 48 C.F.R. §12.212 or 48 C.F.R. §227.7202-1 through 227.7202-4, as
applicable, the Commercial Computer Software and Commercial Computer Software Documentation are being licensed to U.S. Government
end users: (i) only as Commercial Items; and (ii) with only those rights as are granted to all other end users pursuant to the terms and
conditions herein. Unpublished- rights reserved under the copyright laws of the United States. ARES agrees to comply with all applicable equal
opportunity law of the United States. Manufacturer is ARES Project Management LLC, 1440 Chapin Avenue, Suite 390, Burlingame, California
94010-4061.
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18. Licensees Located Outside the U.S.

If Licensee is located outside the U.S., then the provisions of this Section apply. The Parties confirm that this Agreement and all related
documentation are and will be in the English language. (LES PARTIES AUX PRESENTES CONFIRMENT LEUR VOLONTE QUE CETTE CONVENTION
DE MEME QUE TOUS LES DOCUMENTS Y COMPRIS TOUT AVIS QUI S'Y RATTACHE, SOIENT REDIGES EN LANGUE ANGLAISE). Licensee is
responsible for complying with any local laws in its jurisdiction which might impact its right to import, export or use the Software or
Customized Products, and Licensee represents and warrants that it has complied with any regulations or registration procedures required by
applicable law to make this Agreement and license valid and enforceable.
19. Transfer of Licenses within Licensee’s Organization/Server Bank

From time to time a Licensee may ask for a license to be transferred within its organization to a different computer or server for normal
business purposes. The transfer may be done upon written request of the Licensee to the ARES’ contracts office. The request must include
necessary information of server names, which license and the number of licenses being transferred. A transfer fee of $1,000.00 per license
per transfer may be assessed.
20. Notices
All notices required by this Agreement may be transmitted by email, facsimile, delivered by a major express mail delivery courier service, or
mailed by first class mail, registered or certified U.S. mail, postage pre-paid, return receipt requested, to the address indicated by the Party on
the signature page hereof, or at such other address as a Party may designate in a written notice sent pursuant to this provision. Notices that
are sent by: email will be considered received when the sender receives a return email acknowledging receipt from the recipient, facsimile
shall be deemed received when sent (as confirmed by a transmission log), by courier on the date received, and by U.S. mail five (5) days after
deposit in the U.S. mail.
21. Miscellaneous
21.1 Governing Law; Forum and Venue. The laws of the State of California (without reference to conflict of laws principles) and federal
law, as applicable, govern the validity, performance, construction and effect of the terms and conditions of this Agreement. This Agreement is
not governed by the United Nations Convention on Contracts for the International Sale of Goods, the application of which is hereby expressly
excluded. Any and all litigation involving both Parties’ rights and duties under this Agreement must be brought in a state court of competent
jurisdiction in the State of California, San Mateo County or a federal court located in the Northern District of California.
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21.2 Severability. In the event that any one or more of the provisions contained in this Agreement shall for any reason be held to be
invalid, illegal, or unenforceable in any respect, such invalidity, illegality or unenforceability will not affect any other provisions of this
Agreement. This Agreement will be construed as if such invalid, illegal or unenforceable provisions had never been contained in it, unless the
deletion of such provision would result in such material change so as to cause completion of the transaction contemplated herein to be
unreasonable.
21.3 Assignment. The Licensee may not assign or transfer, directly or by operation of law, this Agreement without ARES’ prior written
consent. Any unauthorized assignment is considered a material breach, and is void and unenforceable. ARES may freely assign this Agreement.
These conditions and the entire Agreement are binding on the permitted successors and assigns of the Parties.
21.4 Entire Agreement. This Agreement and related ARES purchase order(s) set forth the entire understanding of the parties regarding the
subject matter set forth herein and supersedes all prior understandings, whether written or oral, and agreements pertaining thereto. No ARES
reseller terms or purchase orders or Licensee purchase orders shall be incorporated into this Agreement or govern Licensee’s use of the
Software. No change, modification, alteration or addition of terms and conditions of this Agreement is binding unless in writing and signed by
an authorized representative of each Party.
21.5 Amendment. This Agreement is subject to amendment at any time upon the mutual assent of the Parties. Any such amendment
must be in writing, must identify the provisions of this Agreement that are to be amended, and must be signed by authorized signatories of
the Parties.
21.6 Non-Wavier. Either Party’s failure to enforce any provision of this Agreement shall not waive that Party's rights.
21.7 Construction. The relationship between ARES and Licensee is that of independent contractors and neither Licensee nor its agents
have any authority to bind ARES in any way.
21.8 Headings. The headings to the sections of this Agreement are used for convenience only and shall have no substantive meaning.
21.9 Disputes. The Parties shall attempt in good faith to resolve any dispute arising out of or relating to this Agreement promptly by
negotiation between executives who have authority to settle the controversy and who are at a higher level of management than the persons
with direct responsibility for administration of this Agreement. Any dispute, claim or controversy arising out of or relating to this Agreement
or the breach, termination, enforcement, interpretation or validity thereof, including the determination of the scope or applicability of this
agreement to arbitrate, will be determined by arbitration in State of California, San Mateo County before one arbitrator. The arbitration will
be administered by JAMS pursuant to its Comprehensive Arbitration Rules and Procedures and in accordance with the Expedited Procedures
in those Rules. Judgment on the Award may be entered in any court having jurisdiction. This clause does not preclude Parties from seeking
provisional remedies in aid of arbitration from a court of appropriate jurisdiction. All negotiations pursuant to this clause are confidential and
must be treated as compromise and settlement negotiations for purposes of applicable rules of evidence.
21.10 Equitable Remedies. Notwithstanding the provision for arbitration of disputes, nothing in this Agreement will preclude a Party from
seeking equitable relief from a court of appropriate jurisdiction, including but not limited to injunctive relief or specific performance, in
addition to all such other equitable remedies as may be available. In any action or proceeding (including arbitration) to enforce rights under
this Agreement, the prevailing Party is entitled to recover costs and reasonable attorneys’ fees.
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"ARES PROJECT MANAGEMENT LLC" "LICENSEE"
By : ______________________________ By : ______________________________
By : ______________________________ By : ______________________________
Title : _____________________________ Title : _____________________________
Date: _____________________________ Date: _____________________________
Exhibit A
ARES Project Management LLC
Software Maintenance and Support Agreement
(PRISM Software Products)
Subject to (i) a valid and existing PRISM End User License Agreement by and between you (the "Licensee") and ARES Project Management LLC
("ARES") and (ii) the purchase of a PRISM software maintenance subscription, this Software Maintenance and Support Agreement
("Maintenance and Support Agreement") governs the terms and conditions of the maintenance and support services ("Maintenance and
Support Services") provided by ARES to Licensee in connection with the PRISM software products licensed to Licensee under the End User
License Agreement ("Licensed Software"). ARES and Licensee hereafter may be referred to individually a "Party" and collectively "Parties."
1.0 Maintenance and Support Services

Maintenance and Support Services consist of:
1.1 Error Correction. ARES will use all reasonable diligence to correct verifiable and reproducible errors when reported to ARES in
accordance with the standard reporting procedures.
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1.2 Enhancements. ARES may, from time to time, issue Enhancements to the Software. Such Enhancements are provided at no charge to
customers who are under a current Maintenance and Support Agreement and may include new version releases, updates, and patches of the
Software, containing error corrections and/or updates. A Product Release is a completely new product offering. Product Releases are not
included as a no charge update with a Maintenance and Support Agreement.
ARES will provide Licensee’s technical contact with one (1) copy of each Enhancement for each copy of the Software being maintained under
this Maintenance and Support Agreement with instructions on installation and descriptions of the significant changes to the Licensed
Software. ARES will issue the Enhancement to Licensee via FTP, email or via the United States Postal Service if firewalls or Licensee’s corporate
policies prohibit the receipt of executable files via email or FTP sites.
ARES will provide reasonable assistance to help Licensee’s technical contact install and operate each Enhancement. Licensee may, in its sole
discretion, choose not to install the minor fixes and patches; however, Licensee must install the major Enhancements within three (3) months
after receipt of the update. ARES will issue Licensee new Enhancements to Licensee’s technical contact with instructions on installation and a
description of the significant changes to the Licensed Software.
ARES is not obligated to make Enhancements to the Licensed Software in any particular respect or on any particular date and the decision to
do so is in ARES’ sole discretion.
1.3 Technical Support. ARES will provide Licensee with technical support in the form of telephone and/or online assistance for the
purposes of answering questions relating to the Licensed Software, including but not limited to (a) clarification of functions and features of
the Licensed Software; (b) clarification of the Documentation; (c) guidance in the operation of the Licensed Software; and (d) error
verification, analysis, and correction, including the failure to produce results in accordance with the Documentation. All technical support
requests must be made in accordance with the table set forth below.
Method Information Availability Suggested Use
G2 Appropriate for submitting incidents,

PRISM Support
http://www.aresprism.com/support/support-portal/ Submit anytime. requesting documents, and submitting
Portal
Submit anytime.
Response time is
Appropriate for submitting incidents,
G2 based on order in
PRISM Email PRISMG2Support@aresprism.com requesting documents, and submitting
which request is
received and priority
of need.
Submit anytime.
PRISM Project Response time is
Manager / PRISM based on order in Appropriate for all incidents or requests
support@aresprism.com
Project Estimator which request is except for complete system failure.
Email received and priority
of need.
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8:00 am to 5:00 pm
G2
PRISM Telephone (925)322-8899 PST, M-F excluding Appropriate for all incidents.
U.S. holidays.
PRISM Project
8:00 am to 4:00 pm Appropriate for all incidents. Incidents
Manager / PRISM
(925)322-8899 PST, M-F excluding must be submitted by the customer
Project Estimator
U.S. holidays. technical contact.
Telephone
1.4 Limitations. ARES shall be under no obligation to provide Maintenance and Support Services that include the diagnosis and
rectification of any fault arising from:
(a) Support of Licensee’s (i) hardware, (ii) operating systems, (iii) network setup, (iv) network maintenance and (v) setup and use of
any file access control systems;
(b) Defects caused by anything other than the program, that is, the Licensee’s hardware, operating system, modem, etc.
(c) The improper use, operation or neglect of the Licensed Software;
(d) Remedial action resulting from an error in the Licensee’s installation or resulting from the Licensee not having complied with
ARES’ documentation material, manuals or other written or oral instructions and directions;
(e) The modification of the Licensed Software or its merger (in whole or in part) with any other software;
(f) The failure by the Licensee to implement recommendations in respect of the solutions and faults previously advised by ARES;
(g) Any repair, adjustment, alteration or modification of the Licensed Software by any person other than ARES without ARES’ prior
written consent; or
(h) The use of the Software for a purpose for which it was not designed.
1.5 Charges for Excluded Support. ARES may on the request of the Licensee provide support notwithstanding that the fault results from
any circumstances described in Section 1.4 above or that the support requested is not covered by the terms of this Maintenance and Support
Agreement. ARES shall in such circumstances be entitled to charge for such service at ARES’ rates from time to time for work undertaken on a
time and materials basis or fixed quote at the discretion of ARES.
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2.0 Term / Renewal

For a period of one (1) year from the date of delivery of the Licensed Software (the " Maintenance Term"), ARES will supply the services
described in Section 1 ("Services") to the Licensee with respect to the products for which ARES has granted a license to the Licensee pursuant
to an End User License Agreement by and between ARES and the Licensee. The Maintenance Term may be renewed annually. ARES will send a
quote for renewal of Maintenance and Support Services within 60 days of the date of expiration of the prior period. The Maintenance Term
shall be renewed once payment for the renewed Maintenance Term is received by ARES. An active End User License Agreement is required to
purchase Maintenance and Support Services.
3.0 Fees / Payment

The provision of services under this Maintenance and Support Agreement is subject to the Licensee’s payment of all applicable license and
maintenance and support fees. ARES reserves the right to adjust maintenance and support fees (including but not limited to any annual
escalation rate) once annually upon written notice to Licensee not less than sixty (60) days prior to the expiration of the Initial Term or any
subsequent Renewal Period. Maintenance and Support Service fees are billed on an annual basis and are due net thirty (30) days from the
date of invoice. All Maintenance and Support Services fees are non-refundable, unless otherwise provided herein.
3.1 Taxes and Duties. All prices do not include current or future taxes, duties, and other charges of any nature (including without
limitation sales, use, excise, property, withholding, value added taxes, and import or export fees) that are or may be levied or imposed by any
government authority in connection with the transactions hereunder (other than taxes based on ARES’ net income), and shall be the sole
responsibility of Licensee. Licensee shall reimburse ARES for any such amounts that are paid by or collected from ARES or withheld from
amounts due to ARES hereunder.
3.2 No Set-Off. Licensee will not set-off or offset against fees or royalties due to ARES hereunder amounts that Licensee claims are due
to it. Licensee will bring any claims or causes of action it may have in a separate action and waives any rights it may have to offset, set-off, or
withhold payment due under this Agreement.
4.0 Termination
Licensee may elect to discontinue Maintenance and Support Services for some or all of the Licensed Software by providing written notice to
ARES no less than sixty (60) days prior to expiration of the Initial Term or any subsequent Renewal Period for the Licensed Software.
Licensee must identify the name and serial number of the Licensed Software product(s) for which Maintenance and Support Services are to be
terminated. ARES may terminate Maintenance and Support Services for Licensee’s material breach of this Maintenance and Support
Agreement and/or the End User License Agreement upon thirty (30) days’ prior written notice to Licensee where the breach remains uncured,
if curable, during the notice period. ARES may automatically suspend and/or terminate any or all Maintenance and Support Services for
Licensee’s failure to pay the corresponding maintenance subscription fee for any Renewal Period, without notice to Licensee.
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5.0 Discontinuation of Products and Services

ARES may, from time to time, discontinue Licensed Software, discontinue support of select Licensed Software, or discontinue or modify any or
all Maintenance and Support Services provided under this Maintenance and Support Agreement. If ARES discontinues Maintenance and
Support Services during the term of this Maintenance and Support Agreement, then Licensee may be entitled to a prorated portion of any
maintenance and support fees paid during the effected period.
6.0 Serial Number

Maintenance and Support Services are provided per Licensed Software serial number and to only the Licensee to whom the serial number is
assigned. Maintenance and Support Services may not be transferred to a different serial number without the express written consent of
ARES.
7.0 Ownership
Licensee acknowledges and agrees that ARES and its licensors (as applicable) are and will remain the sole owner of all rights, title and interest
in and to the Licensed Software, including all derivatives thereof and all releases, updates, fixes and patches, as well as all intellectual property
rights related or pertaining thereto, including without limitation, all copyrights and inventions (whether or not patentable), even if Licensee
should provide data, suggestions, ideas, concepts, inventions, works of authorship, improvements or other intellectual property as a result of
its use of the Licensed Software (collectively, "Intellectual Property Rights"). Accordingly, Licensee hereby agrees and assigns all rights, title
and interest in and to the Licensed Software and Intellectual Property Rights that Licensee may acquire as a result of the access and use of the
Licensed Software. Licensee further warrants that Licensee shall not make any claim for, and does hereby expressly waive and release any
right to, an accounting, compensation or other consideration of any kind arising from or related to any participation by Licensee in the use,
modification or improvement of the Licensed Software.
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8.0 Disclaimer of Warranties

ARES will undertake commercially reasonable efforts to provide Maintenance and Support Services under this Maintenance and Support
Agreement, however, ARES cannot guarantee that any or all inquiries will be solved, that any response will be error free, or that all response
time goals will be met. ALL MAINTENANCE AND SUPPORT SERVICES, INCLUDING ALL RELEASES, UPDATES, FIXES, PATCHES, UPGRADES,
ADVICE AND INSTRUCTIONS ARE PROVIDED "AS IS" WITHOUT REPRESENTATION OR WARRANTY OF ANY KIND. ARES MAKES NO OTHER
REPRESENTATIONS OR WARRANTIES, EXPRESS OR IMPLIED, WITH RESPECT TO ANY SERVICES PROVIDED HEREUNDER TO LICENSEE OR ANY
OTHER THIRD PARTY, AND EXPRESSLY DISCLAIMS ANY WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, ACCURACY
OF DATA, NON-INTERFERENCE OR NON-INFRINGEMENT OF THIRD PARTY RIGHTS. ARES DOES NOT GUARANTEE UNINTERRUPTED SERVICE OR
THE CORRECTION OF ANY OR ALL ERRORS.
9.0 Limitation of Liability

TO THE EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL ARES, ITS OFFICERS, DIRECTORS, EMPLOYEES, REPRESENTATIVES,
SUCCESSORS OR ASSIGNS OR ANY PERSON OR ENTITY INVOLVED IN THE CREATION, PRODUCTION, DELIVERY OR USE OF MAINTENANCE
SERVICES HEREUNDER BE LIABLE TO LICENSEE, ITS OFFICERS, DIRECTORS, EMPLOYEES, REPRESENTATIVES, SUCCESSORS OR ASSIGNS FOR ANY
INJURY TO PERSON OR PROPERTY OR ANY DIRECT, INDIRECT, SPECIAL, INCIDENTAL, CONSEQUENTIAL, PUNITIVE OR EXEMPLARY DAMAGES
(INCLUDING WITHOUT LIMITATION LOSS OF GOODWILL, LOSS OF PROFITS, LOSS OF DATA PROPERTY OR LOSS OF TIME) ARISING FROM OR
RELATED TO THIS MAINTENANCE AND SUPPORT AGREEMENT, EVEN IF ARES OR ITS AGENTS ARE ADVISED OF THE POSSIBILITY THEREOF, AND
REGARDLESS OF THE LEGAL OR EQUITABLE THEORY UPON WHICH THE CLAIM IS BASED. WITHOUT LIMITING THE FOREGOING, IN NO EVENT
SHALL ARES’ LIABILITY ARISING OUT OF THIS AGREEMENT EXCEED THE AMOUNT PAID UNDER THIS MAINTENANCE AGREEMENT FOR THE
CURRENT YEAR OF SERVICE. ANY AND ALL USE OF OR RELIANCE ON THE SOFTWARE AND RELATED RELEASES, UPDATES, FIXES, PATCHES,
UPGRADES, ADVICE, INSTRUCTIONS, DATA, INFORMATION, DOCUMENTATION AND RESULTS OF USE ARE AT LICENSEE’S OWN RISK.
10.0 Indemnity
Licensee agrees to indemnify and hold harmless ARES, its officers, directors, employees, representatives, successors and assigns from and
against any claims, actions, demands, liabilities, settlements, damages and expenses, including but not limited to reasonable attorney fees and
costs, arising from or related to Licensee’s use of the Licensed Software, Customized Products or breach of this Maintenance and Support
Agreement.
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11.0 GENERAL PROVISIONS

11.1 Amendment and Waiver. Except as otherwise expressly provided herein, any provision of this Maintenance and Support
Agreement may be amended and the observance of any provision of this Maintenance and Support Agreement may be waived only with the
written consent of the Parties hereto.
11.2 Governing Law and Legal Actions. This Maintenance and Support Agreement shall be governed by and construed under the laws of
the State of California without regard to conflicts of law provisions thereof and without regard to the United Nations Convention on Contracts
for the International Sale of Goods, the application of which is hereby excluded. In any action or proceeding (including arbitration as set forth
herein) to enforce rights under this Agreement, the prevailing Party shall be entitled to recover costs and reasonable attorneys' fees.
(a) Arbitration of Disputes. All disputes arising from or related to this Maintenance and Support Agreement not resolved between
the Parties within thirty (30) days of written notice of the dispute shall be resolved by binding arbitration in San Francisco, California, to be
conducted by a single arbitrator from JAMS in accordance with its rules and procedures (www.jamsadr.com). The arbitrator in its judgment
may identify a prevailing Party and allocate all or part of the costs of the arbitration, including the fees of the arbitrator and the reasonable
attorneys’ fees to the prevailing Party. Any judgment or award of the arbitrator may be entered and enforced by a court of competent
jurisdiction.
(b) Equitable Remedies. Notwithstanding the provision for arbitration of disputes, nothing in this Maintenance and Support
Agreement shall preclude either Party from seeking provisional remedies in aid of arbitration from a court of appropriate jurisdiction,
including but not limited to injunctive relief, in addition to all such other equitable remedies as may be available.
11.3 Headings. Headings and captions are for convenience only and are not to be used in the interpretation of this Agreement.
11.4 Survival. The following Sections shall survive the termination of this Agreement: 1.5 (Charges for Excluded Support), 3.0
(Fees/Payment) 4.0 (Termination), 5.0 (Discontinuation of Products and Services), 6.0 (Serial Number), 7.0 (Ownership), 8.0 (Disclaimer of
Warranties), 9.0 (Limitation of Liability), 10.0 (Indemnity), and 11.0 (General Provisions).
11.5 Notices. All notices required by this Maintenance and Support Agreement must be delivered by email to:
contractandproposals@aresprism.com. In the event electronic notice cannot be given, it must be delivered by a major express mail delivery
courier service, or mailed by first class mail, registered or certified U.S. mail, postage pre-paid, return receipt requested to: ARES Project
Management LLC, Attn: Tommie Deaton 851 University Blvd., SE, Suite 100, Albuquerque, NM 87110, or to such other address as a Party may
designate in a written notice sent pursuant to this provision. All notices must include the Licensed Software name and serial number. Notice
to Licensee will be sent to the address set forth in the signature block. Notices sent by U.S. mail are deemed received five (5) days after
deposit with the United States Postal Services.
11.6 Entire Agreement. This Agreement, including all referenced and attached Appendices and Exhibits, constitutes the complete and final
agreement between the Parties with respect to the subject matter hereof and supersedes all prior and contemporaneous negotiations,
conversations, proposals, representations, agreements and discussions, oral or written, between the Parties relating to the subject matter of
this Maintenance and Support Agreement and all past dealing or industry custom.
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11.7 Order of Precedence. In the event of a conflict between or among the terms of this Maintenance and Support Agreement and any
other agreements, this Agreement shall govern with respect to the Maintenance and Support Services.
11.8 Severability. If a court of competent jurisdiction finds any provision of this Maintenance and Support Agreement invalid or
unenforceable, that provision of the Maintenance and Support Agreement will be amended or severed, to achieve as nearly as possible the
original intent of the Parties, and the remainder of this Maintenance and Support Agreement will remain in full force and effect.
11.9 Relationship of Parties. The Parties to this Maintenance and Support Agreement are independent contractors. No agency,
partnership, joint venture, employment or franchise relationship is intended or created by this Agreement. Neither Party nor its employees
has the authority to bind or commit the other Party in any way or to incur any obligation on the other Party’s behalf.
11.10 No Third Party Beneficiaries. Unless otherwise expressly provided, no provisions of this Maintenance and Support Agreement are
intended or shall be construed to confer upon or give to any person or entity other than ARES and Reseller any rights, remedies or other
benefits under or by reason of this Agreement.
11.11 Assignment. The Licensee may not assign or transfer, directly or by operation of law, this Maintenance and Support Agreement
without ARES’ prior written consent. This Maintenance and Support Agreement may be amended only by a writing signed by both parties.
Any unauthorized assignment is considered a material breach, and is void and unenforceable. These conditions and the entire Maintenance
and Support Agreement are binding on the permitted successors and assigns of the Parties.
11.12 Force Majeure. Neither Party shall be liable hereunder by reason of any failure or delay in the performance of its obligations on
account of strikes, riots, fires, flood, storm, explosion, acts of God, war, governmental action, labor conditions, earthquakes, or any other
cause which is beyond the reasonable control of such Party.
11.13 Counterparts. This Maintenance and Support Agreement may be executed in counterparts, each of which will be deemed an
original, but all of which together will constitute one and the same instrument.
11.14 Manifestation of Assent to Agreement. Licensee’s manifestation of assent to this Maintenance and Support Agreement will be
indicated by one or more of the following acts or actions: (i) original or facsimile signature of a duly authorized officer of Licensee on this
document or a subscription purchase order form incorporating this Maintenance and Support Agreement by reference; (ii) electronic
signature of a duly authorized officer of Licensee to an electronic record incorporating this Maintenance and Support Agreement by reference;
and/or (iii) Licensee’s direct or indirect submission of a printed or electronic maintenance subscription order with payment of the
Maintenance and Support Agreement subscription purchase price.
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Glossary
Accruals
Accruals are defined as the difference between the estimated cost of the work performed and the actual cost of the work reported by the
accounting system. Especially with procurements and contracts, procured items are delivered or contracted work is performed prior to an
invoice being sent for the work completed. Many times the invoiced costs do not enter the accounting system for one, two, or even up to
three months after the work is performed. Accruals allow you to estimate the cost of the work in order for Earned Value calculations to be as
accurate as possible.
Actual Cost
The costs actually incurred and applied or distributed in accomplishing the work performed within a given time period. The actual costs
include direct and indirect costs as well as accruals.
Approved Budget
The baseline budget plus approved scope changes. This is the standard against which performance is measured.
Approved Schedule
A project schedule or plan that can be compared to the current schedule to measure progress. The approved schedule is the original baseline
schedule plus any approved schedule changes.
Archive
G2
Archiving is the means for creating a copy or backup of the Administration data, Enterprise data, or the data from any PRISM project.
Baseline
The budgeted hours, quantities and costs for each Control Account. This is the standard against which performance is measured.
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Baseline Budget
A project's beginning budget of hours, cost, and quantities.
Baseline Estimate
The estimate that forms the basis of the Baseline Budget in the Cost Management package.
Budget At Completion (BAC)

The Baseline Budget plus all approved Scope Changes. This value is equivalent to the Approved Budget.
Commitments
Purchase orders or contracts that have been issued to vendors or contractors that obligate the project for payment of the services or goods
provided.
Control Account
A management control point where the technical scope, cost, and schedule are integrated. A control account is a natural control point for
planning and control because it represents the work assigned to one organizational element for one Work Breakdown Structure (WBS)
element. It is where hours, costs, and quantities are planned, progress is statused, actual costs are accumulated, and performance measured.
Cost Element
A subset of the total cost of an Estimate Item or a Control Account. Examples include Labor, Materials, Equipment, and Subcontracts.
Data Date
The date at which, or up to which, the projects reporting system has provided actual status and accomplishments.
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Data Frame
The area below the Ribbon where most data entry and data management occurs.
Data Pane
A panel within the window frame that displays one record from a table in a form format.
Distribution Curves
A method for spreading total cost, hours, or quantities across a range of reporting periods. Distributions are based on a system-defined or
user-defined algorithm.
Early Budget
The time phased budget based on the early schedule dates.
Earned Value
The value of work accomplished. It is an objective measure of work accomplished based on the budgeted value of the work and is calculated
as Approved Budgeted X Percent Complete.
Enterprise
An organization created as a business venture to execute and manage multiple projects.
Estimate at Completion (EAC)

The Estimate at Completion is the forecast of the total hours, cost, and quantities at the end of the project. During the life of the project, it is
periodically updated based on scope changes, trends, and progress. At the end of the project, the EAC equals the Actual Cost.
Estimate to Complete (ETC)

The Estimate to Complete is the forecast of the hours, cost, and quantities remaining to complete the project. It is the difference between the
Estimate at Completion and Total Committed Cost. The Estimate to Complete value is useful because it reflects the amount of purchase orders
not yet placed, or labor to be expended.
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Filter
A method for reducing a list of records to a subset of those records by applying specific filter conditions.
Forecast
An estimate of the remaining effort required to complete a project scope of work as defined by the Control Account. The forecast includes
estimates for remaining duration, remaining work hours required as well as remaining cost to complete.
Full Time Equivalent (FTE)

A way to measure a worker's involvement in a project. An FTE of 1.0 means that the person is equivalent to a full-time worker; while an FTE of
0.5 signals that the worker is only half-time. In the U.S. Federal government, FTE is defined by the Government Accountability Office (GAO) as
the number of total hours worked divided by the maximum number of compensable hours in a work year as defined by law. For example, if
the work year is defined as 2,080 hours, then one worker occupying a paid full time job all year would consume one FTE. Two employees
working for 1,040 hours each would consume one FTE between the two of them.
Funding
The amount of money available from a particular source for a particular time period to fund or pay for work to be performed. Typically
funding is set by fiscal or calendar year for a multi-year project and should not be confused with Project Budget.
Group Code
G2
Codes developed in PRISM that collectively represent a project structure.
Late Budget
The time phased budget based on the late dates.
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Late Schedule Dates
The latest dates an Activity can start and finish based on the critical-path-method (CPM) schedule calculation.
Masks
A process used to identify the positions of a Master Record's ID that will be used to populate a Group ID.
Master Record
Records of high importance which are frequently accessed. Group IDs are assigned to Master Records to provide a way to categorize data in
reports. Master Records are found in Master Tables.
Multiple Currencies
A term used when a project has cost data tracked using more than one currency. For example, a project may require the cost of some records
to be entered in US Dollars and others in Canadian Dollars.
Organizational Breakdown Structure (OBS)

A division of a projects technical scope according to responsible individuals, departments, and companies. The purpose of dividing the project
in this manner is to assign responsibility to the work scope and to prepare reports and graphics that relate project progress and cost directly
to the responsible organization.
Performance
A measure of the accomplishment of work relative to the Approved Budget. Performance is measured by comparing Earned Value to the
Actual Costs and to the Approved Budget.
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Performance Measurement Baseline (PMB)

An approved plan for the project against which project execution is compared and deviations are measured for management control. The
PMB integrates technical scope, schedule, and cost parameters.
Period
G2
A pre-defined increment of time for planning and progress measurement. Typical period durations that may be selected in PRISM are 1
week, 2 weeks, 4 weeks, 1 month, etc.
Progress
The amount of work that has been accomplished expressed as a percent. Progress may be reported in terms of physical completion by
measuring installed quantities relative to total quantity, in terms of hours of work expended relative to total hours of work, or in terms of
actual cost relative to total cost. Progress may be reported as expenditures relative to either budget or estimate at completion quantities or
costs.
Reporting Periods
User-defined increments of time for reporting project status.
Ribbon
The Ribbon is a menu system designed to help you quickly find the Commands that you need to complete a task. Each Ribbon menu is
accessed by selecting a Ribbon Tab. Ribbon Groups are used to logically organize commands together.
Schedule Activity
A single task that makes up one part of a project.
Scope Change
Changes to the approved budget or schedule. Usually these changes denote changes to the project scope, hence the name.
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Snapshot
A copy of any project’s data in its complete state at a given time.
Subpane
A panel within the Data pane that displays a table of records in a grid or form format.
Time Phased Data

Total quantities, hours, and costs assigned to a Control Account that are spread across the Control Accounts start and finish dates.
User-defined Amounts
The typical columns of data associated with Control Accounts include the Baseline, Approved, and Control Budget, the Estimate at Completion
and Estimate to Complete, and the Commitments and Actuals. There may be additional data that needs to be tracked which does not fit in
these system-defined columns. The User-Defined Amounts feature provides the ability to add and track additional columns of data.
Variance
The degree of difference or change between values. Variances can be based on performance, evaluating the Earned Value to Actuals Cost
which is called the Cost Variance, or Earned Value to Budgeted Costs, which is called the Schedule Variance. Variance is measured using
period, cumulative-to-date, or at-completion costs.
Variance Analysis
G2
At the end of each Reporting Period, PRISM allows you to calculate and report on variances that exceed user-defined variance thresholds.
Each significant variance can provide an explanation to help management and project stakeholders understand the root cause of the variance,
the impacts to the project, and determine how the variance will be mitigated.
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Variance Threshold
A minimum value and / or percentage that a variance must exceed in order to be considered significant enough to address.
Weighting
G2
The relative importance of an item in relation to other items. In PRISM weighting is used with schedule Activities and progress tasks.
Activities are weighted in terms of hours, cost, or duration; whereas Progress Tasks use a user-defined weighting. Weighting is used to provide
a composite percent complete on Control Accounts based on the weighting options chosen.
Work Breakdown Structure (WBS)

A division of the structures, systems, equipment, software, data, services, and other work tasks, which are the objective of a project. The WBS
defines the project deliverables to be designed, constructed, and operated and displays their relation to each other and to the overall project
objective. The entire projects work scope is contained within the WBS.
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Index
Addendums (Purchase Orders) • 494

3 Addresses • 300
Administration • 221
3.6 Maintenance Release • 11 Administration and Security Processes • 23
Administration Lists • 766
A Administration Settings • 27, 253
About PRISM G2 • 150 Advanced Change Management • 74
Account Breakdown (Funding Sources) • 93, 419, 625 Agreement Types • 112, 120, 277, 480, 506, 528, 609
Account Cross-reference • 713 All Projects • 221
Account IDs • 709 All Tables • 691
Accounting Considerations • 45 Amount Transactions (Control Accounts) • 91, 340, 399
Accounting Data • 646 Analysis • 61, 350
Accounts • 705, 713 Analysis and Management Reports • 45
Accruals • 61, 849 ANSI Standard 748 • 41
Accrued • 45 Append • 693
Activities • 59, 387, 656, 713 Application Server • 790
Activities Option • 659, 667 Apply Escalation • 95, 411, 419
Activity Assignments (Schedule Resources) • 393 Apply Masking • 619
Activity Cross-reference • 656 Approval Authority (Advanced Change Management) • 77, 81, 225, 226,
Activity Cross-reference Option • 667 229, 230, 231, 232, 234, 235, 236, 237, 258, 259, 260, 282, 373, 375
Activity Weight Option • 659, 667 Approvals (Advanced Change Management) • 373
Actual Cost • 849 Approved Budget • 400, 849
Actual Costs • 45 Approved Schedule • 849
Actual Data • 400 Approved Schedule Dates • 338
Actual Exchange Rate • 601 Approver Option • 81
Actuals • 53, 61, 348 Archive • 142, 199, 201, 213, 313, 411, 645, 650, 653, 656, 691, 692, 693,
Actuals Data • 696 704, 816, 849
Actuals Data Discrepancies • 696 Archive a PRISM Project Manager Project • 817
Actuals History • 705 ARES Project Management End User License Agreement • 831
Actuals History (Control Accounts) • 332 Arrange Columns • 184
Actuals History (Progress Accounts) • 568 Assembly (Installed Equipment) • 465
Add Project to Activity ID • 659 Assign Group IDs • 621
Add Record • 152, 176 Attachments • 278, 610
Add Report Writer Reports to Reports Menu • 784 Attachments (Contracts) • 112, 120, 520
Add Roles • 232 Attachments (Purchase Orders) • 495
Add Users • 221 Attachments (Purchase Requisitions) • 473
Add Values • 649 Attributes (Installed Equipment) • 463
Addendums (Contracts) • 519 Audit Log • 27, 206, 250, 251
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User Guide
Auto-Hide • 164 Budget/EAC From Resources • 90, 392, 404

Budgeting • 43
B Build Control Account IDs • 59, 318, 709
Build Control Account IDs (Engineering) • 716
Bare Cost Rates • 275 Build Control Account IDs (Field Management) • 722
Base Calendar • 264 Build Currency IDs • 712
Base Date • 264, 593 Build Descriptions • 618, 619, 694
Baseline • 53, 56, 849, 850 Build Element IDs • 59, 318, 711
Baseline (Progress Accounts) • 563 Build Engineering Account IDs • 717
Baseline Budget • 400, 850 Build Group IDs • 621, 693
Baseline Development • 53, 56, 319 Build Master Record Descriptions • 694
Baseline Estimate • 850 Build Modes • 693
Baseline Hours (Engineering Accounts) • 438 Build Progress Account IDs • 723
Baseline Schedule Dates • 338
Batch • 731, 763, 784
C
Before You Begin • 1
Bid Analysis and Contract Award • 123 Calculate Accruals • 408
Bid Analysis and Purchase Order Award • 114 Calculate Budget Details • 407
Bidders (Contracts) • 516 Calculate Control Account Totals • 54, 59, 61, 62, 63, 70, 73, 85, 88, 90,
Bidders (Purchase Orders) • 491 91, 94, 107, 135, 312, 318, 319, 326, 342, 343, 355, 365, 394, 420, 456,
Budget • 53, 390, 393 573, 647, 700
Budget (Cost Management) • 384 Calculate Engineering Account Totals • 312, 426, 427, 433, 434, 435, 436,
Budget (Import/Export) • 654 438, 448
Budget (Utilities) • 709 Calculate Field Management Totals • 313, 560, 562, 582, 685
Budget At Completion (BAC) • 850 Calculate Reporting Periods • 593
Budget Changes • 275 Calculate Totals • 649
Budget Details • 58, 73, 93, 385, 386, 654 Calculating Engineering Costs • 106
Budget Details (Control Accounts) • 338 Calculating Field Management Costs • 134
Budget Details Reports • 93 Calculations • 61, 93, 327, 404
Budget Details Utilities • 318 Calculations (Cost Management) • 394
Budget Details-Cost Elements Subpane • 386 Calculations (Engineering) • 447
Budget Exchange Rate • 601 Calculations (Field Management) • 582
Budget Plan • 355 Calculations (Prime Contracts) • 541
Budget Plan (Employees) • 263 Calendar • 162
Budget Plan and ETC Plan (Plans) • 85, 263, 355 Cash Flow • 95
Budget/EAC Change Breakdown (Control Accounts) • 336 Categories • 275, 276, 607
Budget/EAC Changes • 61, 62, 275, 284, 336, 358, 368, 386, 622 Categories-Employees Subpane • 276
Budget/EAC Changes (Advanced Change Management) • 368 Category Type • 275
Budget/EAC Changes data pane • 358 Category Type ~ Labor • 275
Budget/EAC Changes Filters (Advanced Change Management) • 372 Category Type ~ Other Direct Costs • 275
Budget/EAC Changes-Documents Subpane • 363 Category Types ~ Fees • 275
Budget/EAC Changes-Events Subpane • 362 Category Types ~ Subcontracts • 275
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Index
Change Actual History • 328, 705 Combine Control Accounts • 705

Change Actual History (Field Management) • 728 Combine Control Elements • 708
Change Approvers (Control Accounts) (Advanced Change Management) • Combine Engineering Accounts • 719
337 Combine Past Reporting Periods • 702
Change Approvers (Teams) • 235 Combine Progress Accounts • 727
Change Approvers (Users) • 231 Combined Period Option • 731
Change Documents • 363 Combined Period Titles • 264, 593
Change Documents (Engineering Changes) • 447 Command Cross-walk • 13
Change Documents (Field Management Changes) • 582 Comments Subpane • 157
Change Events • 362 Commitment Option Affects on Commitment Calculations • 399
Change Events (Budget/EAC Changes) • 284, 362, 622 Commitments • 61, 345, 600, 601, 850
Change Events Template • 28, 72, 284, 622 Commitments (Control Accounts) • 333
Change Hours (Engineering Accounts) • 439 Communication (Contracts) • 509
Change Impact (Advanced Change Management) • 74, 75, 274, 369, 606 Communication (Prime Contracts) • 531
Change Management • 71 Communication (Purchase Orders) • 483
Change Management (Cost Management) • 73, 358 Components and System Requirements • 788
Change Management Reports • 738 Concatenate Codes for Group IDs Option • 659
Change Status • 28, 58, 72, 111, 120, 273, 359, 397, 450, 584, 585, 605, Concepts and Processes • 23
701 Configuration • 808
Change Status Codes • 273 Connect • 26, 238
Change Summary (Advanced Change Management) • 79, 81, 383 Contact Us • 827
Change Varieties • 28, 72, 275 Contract Award • 123
Changes • 61, 361, 362, 363 Contract Reports • 754
Changes (Contracts) • 124, 515 Contractor (Contracts) • 507
Changes (Prime Contracts) • 537 Contractors • 296, 507, 516
Changes (Progress Accounts) • 570 Contracts • 330, 332, 333, 345, 348, 503
Changes (Purchase Orders) • 490 Contracts (Engineering Documents) • 431
Changes Data Pane • 273 Contracts (Enterprise) • 293
Changes-Account Breakdown Subpane • 361 Contracts (Prime Contracts) • 539
Client-Server Installation • 805 Contracts (Utilities) • 721
Close All Panes • 142, 166 Contracts Changes • 124
Close Engineering Period • 313, 453 Contracts Data Integration • 503
Close Field Management Period • 313, 588 Contracts Processes • 117
Close Period • 312, 410 Contracts Project Setup • 118
Close Project • 142, 198 Contracts Settings • 120, 522
Codes • 623, 624 Control Account • 850
Codes (Define) • 611 Control Account Cross-reference (Schedule Activities) • 389
Codes (Enterprise) • 27, 279 Control Account Manager (CAM) • 43
Collapse Columns • 182 Control Account Schedule Dates • 338
Color Option • 731 Control Account-Cost Elements Subpane • 323
Column Chooser • 152, 153, 183 Control Account-Hours Elements Subpane • 323
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Control Account-Quantity Elements Subpane • 323 Cost Management Reports • 54, 55, 62, 63, 74, 85, 88, 90, 93, 738
Control Accounts • 43, 53, 318, 323, 327, 330, 332, 333, 336, 338, 339, Cost Management Settings • 56, 58, 91, 93, 321, 323, 325, 326, 328, 329,
340, 341, 345, 394, 623, 656 344, 345, 364, 397, 399, 400, 403, 407, 410, 414, 526, 701, 736, 742,
Control Accounts Breakdown (Budget/EAC Changes) • 73, 361 743
Control Accounts Breakdown (Trends) • 378 Cost Plus • 354
Control Accounts-Actuals History Subpane • 336 Cost Rate • 275
Control Accounts-Amount Transactions Subpane • 340 Cost Rates (Progress Accounts) • 572
Control Accounts-Budget Details • 338 Cost Variance (CV) • 49
Control Accounts-Budget Plan Subpane • 355 Cost Weighting • 659, 667
Control Accounts-Change Breakdown Subpane • 336 Create Account Cross-ref • 59, 389, 713
Control Accounts-ETC Plan Subpane • 355 Create Activity Cross-references • 713
Control Accounts-Period Actuals Subpane • 330 Create Control Account Cross-references • 713
Control Accounts-Schedule Activity Cross-reference • 338 Create Control Accounts Option • 659, 667
Control Accounts-Schedule Activity data pane • 338 Creating Projects • 38, 56
Control Accounts-Time Phased Cost • 327 Cross-reference • 338, 713
Control Accounts-Time Phased Data subpanes • 327 Crystal Reports Runtime • 792
Control Accounts-Time Phased Hours • 327 Currancies • 269
Control Accounts-Time Phased Quantity • 327 Currencies • 28, 55, 58, 111, 120, 269, 479, 480, 487, 505, 512, 527, 533,
Control Elements • 53, 56, 57, 95, 99, 111, 119, 386, 400, 411, 419, 420, 601, 736, 778
600, 624, 631, 742, 743 Currency • 318
Control Elements (Control Accounts) • 53, 54, 60, 91, 93, 323, 399 Currency IDs • 712
Conversion • 817 Current Schedule Dates • 338
Converting PPM Project to PRISMG2 • 817 Customization Services • 829
Copy Amounts • 91, 92, 703 Customizing the Workspace • 163
Copy Contract Items • 721
Copy Purchase Order Items • 720 D
Copy Record (Advanced Change Management) • 376
Copy Requisition Items • 719 Data • 701
Copy Risks to Changes • 359, 381, 382, 707 Data (Administration) • 221
Copy Schedule Dates • 73, 365, 436, 463, 469, 561, 695 Data (Contracts) • 503
Cost • 268, 390, 393 Data (Engineering) • 423
Cost (Cost Management) • 318 Data (Enterprise) • 255
Cost (Define) • 622 Data (Equipment/Materials) • 461
Cost (Enterprise) • 281 Data (Field Management) • 557
Cost (Import/Export) • 646 Data (Invoice Management) • 545
Cost (Utilities) • 703 Data (Prime Contracts) • 525
Cost Element • 850 Data (Procurement) • 477
Cost Element (Budget Details) • 386 Data Curves • 271
Cost Elements • 43, 268 Data Date • 850
Cost Management • 317, 318, 353, 358, 384, 387, 394, 414 Data Frame • 151, 169, 851
Cost Management Data Integration • 317 Data Integration • 8, 317
Cost Management Processes • 56 Data Option • 731
860
Index
Data Pane • 154, 169, 851 Docking Mechanism • 166

Data Source • 330, 332, 333 Document Status • 99, 290, 632
Database • 238, 789, 808 Document Types • 28, 99, 270, 344, 364
Database Connection • 238, 249 Documents (Budget/EAC Changes) • 363
Database Management • 26 Documents (Control Accounts) • 344
Database Server • 790 Documents (Invoices) • 552
Database Setup • 808 Documents (Trends) • 379
Date Format Displayed • 162 Duration • 264, 593
Default Keyboard Shortcuts • 171 Duration Weighting • 659, 667
Default Pane Position • 163
Define • 593, 611, 622 E
Define a Batch • 763
Define Change Status Codes • 273 EAC (Estimate at Completion) • 404
Define Control Elements • 600 Early Budget • 851
Define Descriptions • 613 Earned Value • 61, 400, 851
Define Enterprise Settings • 304 Earned Value Fundamentals • 48
Define Funding Sources • 625 Earned Value Management Concepts • 40
Define Group IDs • 613 Earned Value Management System • 40
Define Group Titles • 613 Earned Value Management System (EVMS) • 40, 41, 49, 53
Define Ledger Elements • 624 Earned Value Methodology • 52, 63, 70
Define Time Phased Data Curves • 271 Earned Value Process • 49
Define Work Breakdown Structure (WBS) • 611 Earned Value Terminology and Calculations • 51
Define Work Breakdown Structure (WBS) Elements • 611 Earned Value using PRISM G2 • 53
Definitions • 27, 29 Element IDs • 711
Delete Activities Option • 659 Email Notifications • 74, 77, 79, 369, 372, 373, 375
Delete Existing Records • 643, 649 Employees • 28, 84, 87, 261, 262, 263, 267, 320, 354, 600
Delete Record • 152, 178 Employees (Categories) • 276, 305, 608
Delivery Addresses • 112, 120, 300, 483, 502, 509, 523, 531, 544, 638 Engineering • 423
Delivery Terms • 112, 120, 300, 482, 637 Engineering (Define) • 632
Deployment Options • 792 Engineering (Enterprise) • 290
Detailed Description (Budget/EAC Changes) • 360 Engineering (Import/Export) • 680
Detailed Description (Contracts) • 507 Engineering (Utilities) • 715
Detailed Description (Prime Contracts) • 529 Engineering Account Change Hours (Engineering Changes) • 446
Detailed Description (Purchase Orders) • 482 Engineering Account Cross-reference (Schedule Activities) • 391
Detailed Description (Risks) • 382 Engineering Accounts • 432
Detailed Description (Trends) • 378 Engineering Accounts (Control Accounts) • 342
Details (Installed Equipment) • 467 Engineering Baseline Development • 98, 107, 424, 432
Details (Materials) • 470 Engineering Changes • 434, 439, 445
Develop Enterprise Coding and Definitions • 27 Engineering Classes • 100, 291, 633
Display Options • 144, 731 Engineering Data Integration • 423
Distribution Curves • 318, 851 Engineering Documents • 424
861
User Guide
Engineering Documents (Contracts) • 521 Equipment/Materials Data Integration • 461

Engineering Documents (Engineering Accounts) • 441 Equipment/Materials Reports • 749
Engineering Documents (Prime Contracts) • 541 Equipment/Materials Settings • 467, 475
Engineering Documents (Progress Accounts) • 571 Error Messages • 163
Engineering Documents (Purchase Orders) • 496 Escalation • 93, 325, 328, 419, 631
Engineering Monitoring and Analysis • 102, 424, 433 Escalation Percentage • 93
Engineering Percent Complete Methods • 104, 424, 427, 436, 449, 456 Escalations • 95, 411, 419, 600, 601, 631
Engineering Processes • 96 Estimate • 393
Engineering Reports • 746 Estimate at Completion (EAC) • 53, 390, 404, 851
Engineering Settings • 100, 315, 426, 427, 434, 435, 436, 437, 440, 442, Estimate at Completion (EAC) Changes • 275
444, 454, 682 Estimate Cost Elements • 386
Enter Funding Amounts • 625 Estimate to Complete (ETC) • 53, 61, 851
Enterprise • 221, 255, 263, 279, 281, 304, 851 Estimate to Complete (ETC) Data • 400
Enterprise - Codes • 279 Estimate to Complete (ETC) Exchange Rate • 601
Enterprise - Contracts • 293 Estimate To Complete (ETC) Plan • 355
Enterprise - Cost • 281 ETC (Estimate to Complete) • 53, 61
Enterprise - Engineering • 290 ETC Plan (Employees) • 263
Enterprise - Equipment/Materials • 292 Evaluation (Contracts) • 521
Enterprise - Tools • 304 Evaluation (Prime Contracts) • 541
Enterprise Categories • 28, 84, 86, 87, 89, 90, 107, 261, 267, 275, 276, Evaluation (Purchase Orders) • 496
287, 320, 354, 393, 573, 600, 608, 628 Event Templates • 112, 120, 294, 492, 517, 636
Enterprise Coding • 27 Events • 112, 120, 293, 517, 635
Enterprise Currencies • 269, 601 Events (Contracts) • 517
Enterprise Definitions • 27, 29 Events (Purchase Orders) • 492
Enterprise Elements • 27, 28, 268, 600 Events (Shipments) • 497
Enterprise Exchange Rate • 601 Events Template • 284
Enterprise Function 1 • 27 EVMS (Earned Value Management System) • 40, 41, 49, 53
Enterprise Function 2 • 27 Exchange Rates • 601
Enterprise Function 3 • 27 Exclusive Use • 150, 197, 216, 219, 691
Enterprise Groups • 27, 28, 280 Exit PRISM G2 • 173
Enterprise Lists • 766 Export Acumen Data • 654
Enterprise Periods • 27, 86, 89, 262, 264, 267, 277, 288, 290, 593, 600, Export Data • 643
609, 628, 631 Export Data to Microsoft Excel • 152, 192
Enterprise Processes • 27, 312 Export SmartPlant Control Accounts • 678
Enterprise Reports • 39 Export SmartPlant Schedule Activities • 678
Enterprise Settings • 39, 75, 78, 80, 89, 204, 208, 209, 225, 230, 231, 234, Exporting • 643
236, 258, 260, 269, 277, 304, 357, 369, 393, 608, 609
Equipment • 330, 332, 333, 345, 348 F
Equipment Documents (Installed Equipment) • 467
Equipment/Materials • 461 F Keys • 171
Equipment/Materials (Define) • 634 Feedback • 829
Equipment/Materials (Enterprise) • 292 Field Definition Requirements • 656
862
Index
Field Management • 557, 640, 722 Grouping Level • 731

Field Management (Enterprise) • 301 Grouping Options • 731
Field Management (Import/Export) • 685 Groups • 56, 57, 98, 110, 119, 126, 279, 280, 319, 433, 613, 694
Field Management Baseline Development • 126, 134 Groups Subpanes • 621
Field Management Changes • 560, 579
Field Management Data Integration • 557 H
Field Management Monitoring and Analysis • 129, 559
Field Management Percent Complete Methods • 131 Header Options • 731
Field Management Processes • 125 Help Button • 149
Field Management Reports • 758 Hours • 268
Field Management Settings • 127, 560, 564, 573, 574, 589 Hours per Day • 264, 593
Fields • 643 Hours Weighting • 667
Fields Used for Control Account IDs • 659, 667 How to Use this Guide • 3
Filter • 193, 365, 399, 404, 407, 408, 410, 413, 451, 542, 585, 643, 644,
646, 649, 651, 652, 653, 654, 656, 659, 666, 672, 678, 679, 683, 684, I
687, 689, 693, 694, 696, 698, 704, 708, 711, 712, 714, 715, 716, 717, Implementation Services • 827
718, 723, 724, 725, 727, 731, 734, 737, 771, 852 Import Accounting Data • 61, 312, 333, 623, 624, 646
Filter Columns • 152, 186, 193 Import Activities • 656
Finish Dates • 264, 593 Import Activity Data • 656
Finish Period Option • 731 Import Actual Data • 313, 685
Flat File Format • 656 Import Actual History Changes • 705
Floating Subpanes • 170 Import Actual Hours • 312, 427, 435, 455, 458, 680
Forecast • 53, 61, 852 Import an Estimate • 654
Forms • 158 Import Budget Details • 58, 654
FTE Hours • 264, 593 Import Data • 643
Full Time Equivalent (FTE) • 852 Import Microsoft Project Data • 667
Function Keys • 171 Import Microsoft Project Schedule Data • 667
Funding • 92, 852 Import Microsoft Project Server • 672
Funding Amounts • 625 Import Mobile App Data • 689
Funding Breakdown (Control Accounts) • 339 Import Primavera P6 Data • 659
Funding Sources • 28, 92, 285, 625 Import Primavera P6 Schedule Data • 659
Import SmartPlant Purchase Order Commitments • 679
G Import Spreadsheet Data • 318
Generate Enterprise Reports • 39 Import/Export • 643, 646, 654, 656
Globally Assign Group IDs to Master Records • 693 Import/Export Data • 643, 692
Grids • 181 Import/Export Specification • 643
Group by Columns • 191 Import/Export Staffing Plan • 651
Group Code • 852 Import/Export Time Phased Data • 94, 328, 649
Group IDs • 613 Import/Export Time Phased Data (Engineering) • 682
Group Titles • 613 Import/Export Time Phased Data (Field Management) • 686
863
User Guide
Importing • 93, 643 Ledger Accounts • 623

Incurred • 61 Ledger Control Account Codes • 623
Indirect Costs • 87, 275, 285, 287, 288, 320, 354, 607, 626, 628, 629 Ledger Control Element Codes • 624
Inspection Levels • 293, 634 Licensing • 797
Installation and Deployment • 787 Line Item Changes (Purchase Orders) • 488
Installation and Deployment Overview • 787 Line Items (Purchase Orders) • 484
Installation Process • 800 Line Items (Shipments) • 497
Installation Program • 799 Links (Budget/EAC Changes) • 368
Installation Requirements • 799 Lists • 764
Installed Equipment • 461 Lock Reporting Periods • 593
Installed Equipment (Engineering Documents) • 429
Installing Language Packs • 819 M
Installing PRISM G2 • 798
Introduction to ARES • 1 Managing Data • 175
Introduction to PRISM G2 • 5 Managing Projects • 197
Introduction to the PRISM G2 Management Suite • 2, 827 Manual Method • 318
Invoice Collections • 639 Manually Change Actual History • 705
Invoice Items (Invoices) • 549 Manually Create Control Accounts • 318
Invoice Management • 545 Manually Replace IDs • 691
Invoice Management (Define) • 638 Masking • 611, 613, 618, 619, 621, 693, 713
Invoice Management (Enterprise) • 303 Masks • 853
Invoice Management Data Integration • 545 Master Record • 280, 611, 613, 853
Invoice Management Reports • 757 Master Tables and Master Records • 176
Invoice Management Settings • 550, 555 Material • 330, 332, 333, 345, 348
Invoice Status • 303, 639 Materials • 468
Invoices • 546 Materials (Engineering Documents) • 430
Invoices (Payment Requests) • 554 Menus • 13
Item • 330, 332, 333, 345, 348 Method 1 - Budget Details and Schedule • 58
Items (Purchase Requisitions) • 471 Method 2 - Resource-loaded Schedule • 59
Items (Risks) • 382 Method 3 - Direct Entry • 60
Microsoft Project Data • 667
Milestones (Engineering Accounts) • 442
K Milestones (Engineering Documents) • 428
Key Field Table Only • 691 Mini-menus • 161
Monitoring and Analysis • 61, 319
L MS Project Connection • 250
Multiple Currencies • 853
LAN / WAN Workflow • 795 Multiple Currency Process • 55
Language Packs • 819 Multipliers • 86, 87, 107, 108, 262, 267, 275, 277, 286, 287, 320, 354, 393,
Last Update (Budget/EAC Changes) • 368 526, 542, 600, 607, 608, 626, 628
Last Update (Trends) • 380
Late Budget • 852
Late Schedule Dates • 853
864
Index
N Payment/Delivery (Purchase Orders) • 482

Payment/Work (Contracts) • 508
Named Users (Users) • 223, 228 Payment/Work (Prime Contracts) • 529
Navigate Records • 180 PDF Files • 763, 764
Navigation Pane • 152, 643, 731, 771 PDF Reports • 731
Navigation Toolbar • 152 Percent Complete • 318
Network • 791 Percent Complete Method Calculations • 54, 62, 63, 321, 341, 415
Network Diagram • 794 Percent Complete Methods • 53, 61, 318
New Project • 38, 55, 142, 199 Performance • 53, 853
Non Work Dates • 264, 593 Performance (Control Accounts) • 53, 345
Non Work Days • 264, 593 Performance (Engineering Accounts) • 444
Notes Subpane • 157 Performance (Progress Accounts) • 574
Performance Index • 350
O Performance Measurement Baseline (PMB) • 43, 854
Period • 854
Online Users • 150, 223
Period Actuals • 61, 348
Open Project • 142, 198
Period Actuals (Control Accounts) • 54, 330
Operating System Authentication • 137, 223, 228, 253, 813
Period Actuals (Progress Accounts) • 566
Oracle Primavera P6 Integrations • 820
Period Title • 264, 593
Organization • 41
Periods • 264, 593
Organizational Breakdown Structure (OBS) • 41, 853
Permission (Users) • 197, 226, 228, 233, 258
Other Administration Functions • 27
Permission Level
Other Enterprise Functions • 39
Add Records • 221
Owner (Prime Contracts) • 529
Change Data • 221
Owners • 299, 529
Delete Records • 221
Exclusive Use • 221
P None • 221
P6 Connection • 26, 249, 666 Read Data • 221
P6 Database • 659 Run Processes • 221
P6 EPS/Project Codes • 659 View Reports • 221
P6 Password • 659 Permission Levels • 221, 257
P6 User Name • 659 Permission Options • 221
Panes • 164 Permissions • 23, 232, 257
Password Options • 146 Permissions Matrix • 24, 226
Pay Item Changes (Contracts) • 513, 514, 535 Picklists • 159
Pay Item Changes (Prime Contracts) • 535 Planning • 353
Pay Items (Contracts) • 510 Planning Packages • 43
Pay Items (Prime Contracts) • 531 Planning, Scheduling, and Budgeting • 43
Payment Items (Invoices) • 551 Plans • 84, 85, 87, 90, 262, 276, 286, 287, 319, 320, 354, 355, 607, 608,
Payment Requests • 553 626, 628
Payment Terms • 112, 120, 299, 300, 482, 508, 529, 637 Populate Account Milestones • 715
865
User Guide
Populate Account Rules of Credit • 724 Progress Items • 575

Populate Document Milestones • 715 Progress Items (Progress Accounts) • 566
Populate Items Rules of Credit • 725 Progress Tasks (Control Accounts) • 62, 341
POs • 114, 116 Project Conversion to PRISMG2 • 817
Power and Instrumentation (Installed Equipment) • 464 Project Definitions • 29
PPM 5.1 to PRISM G2 Command Cross-walk • 13 Project Estimate • 43
Prefix Option • 656, 667 Project Groups • 27, 28, 38, 256, 279
Pre-Installation Technical Survey • 797, 820 Project Groups (Projects) • 256
Pre-installation Tips • 797 Project Lists • 766
Primary Functions of PRISM G2 • 5 Project Narratives • 142, 212
Primavera® • 249, 659 Project Permissions • 38
Prime Contract Reports • 756 Project Reports • 731
Prime Contracts • 525, 526 Project Schedule • 43
Prime Contracts (Engineering Documents) • 431 Project Settings • 38, 39, 55, 75, 78, 80, 142, 202, 225, 230, 231, 234, 236,
Prime Contracts Data Integration • 525 251, 258, 260, 274, 304, 305, 360, 362, 369, 371, 377, 378, 379, 382,
Prime Contracts Settings • 543 413, 463, 468, 473, 479, 505, 527, 602, 606, 631, 700, 768
Print Data • 152, 192 Project Setup • 110, 118
PRISM Button • 142 Project/Enterprise Batch • 763
PRISM G2 • 5 Project/Enterprise Page Setup • 768
PRISM G2 Features • 11 Project/Enterprise Report Writer • 770
PRISM G2 Interface • 140 Project/Enterprise Reports • 731, 770
PRISM G2 Key Features • 6 Projects • 27, 28, 38, 55, 197, 199, 201, 203, 255, 257, 736, 778
PRISM G2 Login • 137 Projects (Employees) • 262
PRISM G2 Structure • 7 Projects Snapshot • 39, 310
PRISM G2 System Architecture • 788 Purchase Order • 116, 330, 332, 333, 345, 348
PRISM G2 Users and Permissions • 23 Purchase Order Award • 114
PRISM Options • 143 Purchase Order Changes • 116
PRISM Project Manager Project Conversion to PRISM G2 • 817 Purchase Order Shipments • 115
PRISM Sales Representatives • 827, 829 Purchase Orders • 477
Processes • 23, 27, 56, 71 Purchase Orders (Engineering Documents) • 430
Procurement • 477 Purchase Orders (Prime Contracts) • 540
Procurement Data Integration • 477 Purchase Orders (Utilities) • 719
Procurement Processes • 109 Purchase Orders and Contracts (Define) • 635
Procurement Project Setup • 110 Purchase Orders and Contracts (Enterprise) • 293
Procurement Reports • 751 Purchase Requisitions • 470, 479
Procurement Settings • 483, 485, 500 Purge • 142, 219
Progress • 53, 61, 854
Progress Account Changes (Field Management Changes) • 581 Q
Progress Accounts • 557
Progress Accounts (Control Accounts) • 343 Quantities Elements • 268
Progress Accounts (Engineering Documents) • 432 Quantity/Hours • 390, 393
Progress Accounts Cross-reference (Schedule Activities) • 392 Quick Access Toolbar • 147
866
Index
R Monitoring Reports • 61
Performance Reports • 738
Rates and Multipliers • 85, 305, 405, 406, 407, 528, 539, 540 Progress Reports • 738
Rates By Enterprise Period (Employees) • 262, 277, 608 Project Reports • 731
Rates By Enterprise/Reporting Period (Categories) • 86, 276, 305, 357, Time Phased Reports • 738
393, 608 Reports Library • 246
Rebaseline • 206, 207, 399, 404, 698 Reports Menu • 731
Reconcile Actual Data • 696 Request for Proposal Generation • 121
Reconcile Actual Data (Field Management) • 697, 726 Request for Quotation Generation • 112
Records • 175 Reset All Panes • 142, 151, 163
Reference Tables Only • 691 Reset Pane Configuration • 152, 164
References (Installed Equipment) • 466 Resize Panes • 165
References (Materials) • 469 Resource Assignments (Schedule Activities) • 59, 60, 88, 90, 276, 287,
Refresh All Data • 142, 195 319, 320, 354, 390, 607, 628
Refresh Data • 152, 179 Resource Data Option • 659, 667
Relationship between Enterprise and Project Definitions • 29 Resource-Activity Assignments Subpanes • 393
Remote Access Workflow • 796 Resource-Approved Activities Subpane • 393
Remove Project • 142, 201 Resource-Baseline Activities Subpane • 393
Replace • 693 Resource-Control Activities Subpane • 393
Replace IDs • 645, 650, 653, 683, 688, 691 Resource-Current Activities Subpane • 393
Replace IDs Using an Import File • 691 Resources • 275, 276, 392, 404, 607, 608
Replace If Empty • 693 Responsibility Assignment Matrix (RAM) • 41
Report Panes • 731 Restore • 142, 215
Report Specifications • 731 Restore a PRISM Project Manager Project in PRISMG2 • 817
Report Subtitle • 731 Review and Approval • 74, 76, 369, 370
Report Title • 731 Review and Fix Actuals Data Discrepancies • 696
Report Writer • 770, 784 Revision History (Advanced Change Management) • 375
Reporting Periods • 27, 28, 53, 56, 61, 86, 89, 93, 94, 98, 110, 118, 126, Revisions (Purchase Requisitions) • 474
264, 277, 288, 290, 319, 593, 609, 628, 631, 854 Revisions and Data Maintenance • 46
Reports • 731 RFP • 121
Actuals Reports • 738 RFQ • 112
Analysis Reports • 61 Ribbon • 148, 854
Budget Details Reports • 93 Risk Controls • 381
Budget Reports • 738 Risks • 73, 381, 382
Change Management Reports • 738 Risks-Items Subpane • 382
Commitments Reports • 738 Roles • 23, 223, 232
Control Account Reports • 738 Rules of Credit • 127, 301, 640
Cost Management Reports • 738 Rules of Credit (Progress Accounts) • 569
Enterprise Batch Reports • 763 Rules of Credit (Progress Items) • 578
Enterprise Reports • 731
Graphics Reports • 738
867
User Guide
S SmartPlant Materials • 206, 678

Snapshot • 855
Sales Demonstrations and Price Quotes • 827 Snapshots • 26, 242, 310
Save Options • 145 Sort Columns • 185
Save Record • 152, 176, 178 Specialized Cost Processes • 71
Schedule (Cost Management) • 387 Specification List • 643, 731
Schedule (Import/Export) • 59, 61, 73, 318, 656 Specifications • 649
Schedule (Utilities) • 713 Spread Engineering Time Phased Data • 436, 438, 439, 448, 451
Schedule Activities • 93, 387, 389, 390 Spread Time Phased Data • 54, 59, 60, 61, 62, 73, 91, 93, 103, 319, 321,
Schedule Activities Percent Complete • 70 327, 365, 366, 400, 562, 582, 585
Schedule Activities-Approved Resources Subpane • 390 Staff • 84, 87, 90, 358
Schedule Activities-Baseline Resources Subpane • 390 Staffing Plans • 84
Schedule Activities-Control Resources Subpane • 390 Staffing Plans (Cost Management) • 275, 353, 607
Schedule Activities-Current Resources Subpane • 390 Start Dates • 264, 593
Schedule Activities-Resource Assignments Subpanes • 390 Start Period Option • 731
Schedule Activity • 854 Status • 273
Schedule Activity Cross-references (Budget/EAC Changes) • 367 Subpane • 155, 621, 855
Schedule Activity Cross-references (Control Accounts) • 338 Summary Options • 731
Schedule Activity Cross-references (Engineering Accounts) • 443 Supplier (Purchase Orders) • 482
Schedule Activity Cross-references (Progress Accounts) • 572 Suppliers • 295, 482, 491
Schedule Data Option • 656, 659, 667 Supported Operating Systems • 791
Schedule Dates • 318
Schedule Interface Utilities • 318 T
Schedule Resources • 393
Schedule Variance (SV) • 49 Tab Groups • 169
Scheduling • 43 Table Menu • 643
Scope Change • 854 Team Change Approvers (Projects) • 259
ScreenTips • 160 Teams • 23, 228, 233, 234, 282
Security Processes • 23 Teams (Advanced Change Management) • 234
Select Quantities For Control Accounts • 712 Teams (Users) • 228
Separator Option • 731 Technical Support • 70, 817, 828
Services Rendered • 304, 640 Time and Materials • 275, 354
Settings • 304, 414 Time and Materials Cost Rates • 275
Shared (Define) • 593 Time Phase Budget • 61
Shared (Enterprise) • 263 Time Phased Data • 400, 649, 855
Shared (Import/Export) • 643 Time Phased Data (Control Accounts) • 54, 62, 103, 325, 327
Shared (Utilities) • 691 Time Phased Data (Progress Accounts) • 563
Shipments • 115, 496 Time Phased Data Curves • 100, 271, 603
Show Notes Option • 731 Time Phased Data Setup (Budget/EAC Changes) • 365
Sizing/Deployment Considerations • 789 Time Phased Hours (Engineering Accounts) • 439
Skip Header Lines • 643, 649 Time Phasing • 53
Snapshot • 310 Title Bar • 141
868
Index
Tools (Administration) • 252 V

Tools (Contracts) • 522
Tools (Cost Management) • 414 Validate Data • 621, 701
Tools (Engineering) • 454 Variance • 855
Tools (Enterprise) • 304 Variance Analysis • 61, 62, 83, 350, 855
Tools (Equipment/Materials) • 474 Variance Percentage • 350
Tools (Field Management) • 589 Variance Threshold • 856
Tools (Invoice Management) • 554 Variance Threshold Settings • 350
Tools (Prime Contracts) • 542 Variance Thresholds • 350
Tools (Procurement) • 500 Variances • 61
TPD • 271 Vendor/Owner (Invoices) • 548
Traditional Evaluation Process • 48
Training and Implementation Services • 827 W
Transfer Schedule Dates • 695
Watermark • 786
Trends • 72, 275, 336, 377
WBS • 856
Trends (Contracts) • 515
WBS Dictionary • 41
Trends (Prime Contracts) • 537
WBS ID Option • 659
Trends (Purchase Orders) • 489
Web Service • 238
Trends-Account Breakdown Subpane • 377
Weighting • 856
What's New • 11
U Who Should Use PRISM G2 • 5
Understanding the Interface • 137 Why Use EVMS • 46
Undo Record • 152, 179 Work Breakdown Structure • 56, 98, 110, 118, 126, 320, 386, 388, 434,
Uninstalling PRISM G2 • 816 462, 468, 559, 575, 611
Update Mode • 691 Work Breakdown Structure (WBS) • 41, 56, 318, 856
Update PO/Contract Data • 542 Work Breakdown Structure (WBS) Descriptions • 611
User Change Approvers (Projects) • 258 Work Breakdown Structure (WBS) Elements • 611
User Permissions • 226 Work Packages • 43
User Permissions (Projects) • 38, 257 Workstation • 791
User-defined Amount • 90, 307, 412, 420, 699, 701 Wrap Description Option • 731
User-defined Amounts • 855
User-Defined Amounts • 340
Users • 5, 23, 150, 221, 226, 228, 229, 282
Users (Advanced Change Management) • 221, 229, 375
Users (Teams) • 233
Using the Approver Options • 81
Utilities • 691, 703, 709, 713
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User Guide

Updated December 2014

ARES Project Management LLC

Chapter 1 Before You Begin .................................................1 Creating Projects ................................................................ 38

Introduction to ARES ................................................................... 1 Generate Enterprise Reports ............................................. 39

How to Use this Guide ................................................................. 3 Earned Value Management Concepts....................................... 40

Contracts Processes .................................................................117 Data Pane ......................................................................... 154

PRISM G2 Login........................................................................137 Default Pane Position ....................................................... 163

PRISM G2 Interface ..................................................................140 Reset All Panes ................................................................. 163

Title Bar .............................................................................141 Reset Pane Configuration ................................................. 164

PRISM Button ....................................................................142 Auto-Hide ......................................................................... 164

PRISM Options ..................................................................143 Resize Panes ..................................................................... 165

Quick Access Toolbar ........................................................147 Close All Panes ................................................................. 166

Ribbon ...............................................................................148 Docking Mechanism ......................................................... 166

Help Button .......................................................................149 Tab Groups ....................................................................... 169

Online Users......................................................................150 Floating Subpanes ............................................................ 170

About PRISM G2................................................................150 Default Keyboard Shortcuts .................................................... 171

Data Frame .......................................................................151 Function Keys .......................................................................... 171

Navigation Toolbar ...........................................................152 Exit PRISM G2 .......................................................................... 173

Navigation Pane ................................................................152

Chapter 6 Managing Data ................................................ 175 Open Project ........................................................................... 198

Records ....................................................................................175 Close Project ........................................................................... 198

Master Tables and Master Records ..................................176 New Project............................................................................. 199

Add Record .......................................................................176 Remove Project ....................................................................... 201

Delete Record ...................................................................178 Project Settings ....................................................................... 202

Save Record ......................................................................178 Project Narratives ................................................................... 212

Undo Record .....................................................................179 Archive .................................................................................... 213

Refresh Data .....................................................................179 Restore .................................................................................... 215

Navigate Records ..............................................................180 Purge ....................................................................................... 219

Grids.........................................................................................181 Chapter 8 Administration ............................................... 221

Chapter 7 Managing Projects ........................................... 197 P6 Connection .................................................................. 249

Exclusive Use ...........................................................................197 MS Project Connection..................................................... 250

Chapter 9 Enterprise ....................................................... 255 Indirect Costs.................................................................... 285

Data (Enterprise) .....................................................................255 Multipliers ........................................................................ 287

Projects .............................................................................255 Engineering (Enterprise) ......................................................... 290

Employees.........................................................................261 Document Status .............................................................. 290

Shared (Enterprise) ..................................................................263 Engineering Classes .......................................................... 291

Enterprise Periods.............................................................264 Equipment/Materials (Enterprise) .......................................... 292

Enterprise Elements ..........................................................268 Inspection Levels .............................................................. 293

Document Types ...............................................................270 Events ............................................................................... 293

Time Phased Data Curves .................................................271 Event Templates ............................................................... 294

Change Status ...................................................................273 Suppliers ........................................................................... 295

Change Impact (Advanced Change Management) ...........274 Contractors....................................................................... 296

Change Varieties ...............................................................275 Owners ............................................................................. 299

Enterprise Categories........................................................275 Payment Terms ................................................................ 300

Agreement Types ..............................................................277 Delivery Terms ................................................................. 300

Attachments .....................................................................278 Delivery Addresses ........................................................... 300

Codes (Enterprise) ...................................................................279 Field Management (Enterprise) .............................................. 301

Project Groups ..................................................................279 Rules of Credit .................................................................. 301

Enterprise Groups .............................................................280 Invoice Management (Enterprise) .......................................... 303

Cost (Enterprise) ......................................................................281 Invoice Status ................................................................... 303

Services Rendered ............................................................304 Budget Details .................................................................. 385

Cost (Cost Management) .........................................................318 Budget/EAC From Resources ........................................... 404

Control Accounts ..............................................................318 Calculate Budget Details .................................................. 407

Commitments ...................................................................345 Calculate Accruals ............................................................ 408

Period Actuals ...................................................................348 Close Period...................................................................... 410

Variance Analysis ..............................................................350 Apply Escalation ............................................................... 411

Plans ..................................................................................354 Cost Management Settings .............................................. 414

Staff ...................................................................................358 Chapter 11 Engineering .................................................. 423

Chapter 18 Define ........................................................... 593 Engineering (Define) ............................................................... 632

Shared (Define) ........................................................................593 Document Status .............................................................. 632

Reporting Periods .............................................................593 Engineering Classes .......................................................... 633

Control Elements ..............................................................600 Equipment/Materials (Define) ................................................ 634

Currencies .........................................................................601 Inspection Levels .............................................................. 634