Create Projects from Project Templates

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You can create projects from project templates that are based on standard task and role assignments that are based on a project type. Templates help with consistency and efficiency in creating projects. Use a project template to copy the contents of the template into a new project instead of creating a project from scratch. You can also scale the overall project work estimate and budget. To scale, you require using a specified percentage rather than copying the contents of a template project as is. You can modify any of the information in the new project that is copied from the template.
You can change project templates to suit the needs of your organization. You can also duplicate templates to create new ones for each project type.
 
 
Using Project Templates with Processes
Project templates can have associated processes. The copy behavior is affected when you create a project using a template with associated processes. For staff and WBS to copy over to the new project, verify that your template process includes the following system actions:
  • Copy WBS from Template. The system action copies WBS tasks and any staff that is assigned to those tasks. Staff members must be assigned to WBS tasks to be copied over. When using a template process, use this system action to copy over WBS tasks and any assigned staff from the template.
  • Copy Staff from Template. Copies all staff from the template (regardless of whether the staff members are assigned to WBS tasks). When using a template process, use this system action to copy all staff from the template that are not necessarily assigned to tasks.
Designate Projects as Templates
To make project creation more efficient, as a project owner, designate a project as a project template. Then, use the template to create new projects. Before designating a project as a project template, verify that the following conditions are true:
  • The project contains no time entries with a value greater than zero.
  • The project is financially closed.
  • The project is not associated with transactions (posted or not).
 
Follow these steps:
 
  1. Open the project.
  2. Complete the following field:
    •  
      Template
      Specifies using the project as a project template to create other projects.
      Default:
       Cleared
      Required:
       No
      Select the check box.
  3. Save the changes.
Populate Projects from a Template
To populate a new project, copy the information from an existing template. For example, you can copy the following types of information:
  • Tasks and task estimates (ETC)
  • Staff assignments
  • Cost and benefit plans
When you copy a project or just tasks from a template in
Classic PPM
, any project links, project banner color, and task to-do items are also copied. You can view project links in
Classic PPM
or new user interface. To-do items and banner colors are visible only in
Clarity
. See 
Clarity
: Project Phases, Milestones, Tasks, and To-Do Items
.
 
Follow these steps:
 
  1. Open the project.
  2. Open the Actions menu on the top right side of the page, and click Copy Project from Template.
    The select project template page appears.
  3. Select the button next to the project template, and click Next.
    The copy template options page appears.
  4. Complete the following fields:
    •  
      Template Name
      Displays the name of the project template from which data is used to populate the new project. Use a template to create a project with the following types of information predefined:
      • Project roles
      • Work breakdown structure
      • Financial plans
      • Project documents
      A template enables you to implement projects with common elements throughout the organization.
    •  
      Scale Work By
      Defines the percentage by which the work estimate on each task is required to be increased or decreased for the new project. The scaling is relative to the template.
      Values:
       0-100 (where zero means no change)
      Default:
       Zero
    •  
      Scale Budget By
      Defines the percentage (positive or negative) as the scaling factor for the dollar amounts defined in the project cost plans and benefit plans.
      Values:
       0-100 (where zero means no change)
      Default:
       Zero
      Example: 
      The template project from 1/1/2012 to 12/31/2012 allocates $10,000 for planned cost and $20,000 for planned benefit for the project duration. If a Scale Budget By value of 20 percent is defined, the plans copy over to the new project as follows. Assume that the project duration is same as the template project:
      • The planned cost shows $12,000 (scaled up by an extra 20 percent of the original value).
      • The planned benefit shows $24,000 (scaled up by an extra 20 percent of the original value).
    •  
      Convert resources to roles
      Specifies to replace the resources in the new project with the primary roles, or team roles of the named resources on the project template. If a named resource has no primary role or team role, the named resource is retained on the new project. This setting overrides the default project management setting on the settings page.
      For example, a cost plan uses a resource as a grouping attribute. When you select this check box, the cost plan from the template is copied. However, the resource values are not converted to roles. The resource value can be the only value that differentiates one line item detail row from another. In the absence of the value, duplicate detail rows can result in the cost plan.
      Default:
       Cleared
  5. Click Copy.
Rules for Copying Financial Plans from Project Templates
The following rules apply when you copy financial plans from a template to a new or existing project:
  • The entity associated with the template requires matching the entity associated with the new project. If not, the plans are not copied over.
  • The ID for a financial plan in the template not to match with the ID for a financial plan in the new project. Otherwise, the financial plan from the template is copied over to the new project and the plan ID is suffixed.
  • If the project to which you are copying (the target) and the template both have a cost plan of record (POR), then the target project retains its POR. The POR from the template is copied to the target project as a cost plan that is not the POR. The start and end periods for this cost plan are based on the start and end dates of the target project.
  • Active processes cannot run on the template. Otherwise, the financial plan does not copy.
  • The template cannot include submitted, approved, or rejected budget plans. Otherwise, the plans do not copy.
Project Fields Used for Copying Financial Plans
When copying financial plans from a project template, some of the fields from your first-created project are used. The following fields in the template project affect how the financial plans are copied over to a new project:
  •  
    Start Date
     
The time periods on the financial plans that are copied over from the project template shift in the new project according to this start date. The End Date field value in the project template is not relevant to financial plans. The end date is automatically calculated for each financial plan based on their original plan durations in the template and their new start dates.
  •  
    Set Planned Cost Dates
    This field is only considered when no budget plans exist in the project template. Selecting the option retains the same dates for planned cost and planned benefit on the budget properties page as the project start and end dates. If unselected, the dates for planned cost and planned benefit are shifted. The shifting is based on the difference between the template project start date and the new project start date.
  •  
    Department
    The following rules apply to the department OBS:
    • If a Department OBS is defined in the project template, this value is copied to the new project.
    • Suppose, you select the same department or a different one belonging to the same entity associated with the project template. The financial plans copy to the new project.
    • Suppose, you select a different department belonging to a different entity other than the one associated with the project template. The financial plans do not copy to the new project. However, the budget properties get copied.
  •  
    Scale Budget By
    Defines the percentage (positive or negative) as the scaling factor for the dollar amounts defined in the project cost plans and benefit plans.
    Values:
     0-100 (where zero means no change)
    Default:
     Zero
    Example: 
    The template project from 1/1/2012 to 12/31/2012 allocates $10,000 for planned cost and $20,000 for planned benefit for the project duration. If a Scale Budget By value of 20 percent is defined, the plans copy over to the new project as follows. Assume that the project duration is same as the template project:
    • The planned cost shows $12,000 (scaled up by an extra 20 percent of the original value).
    • The planned benefit shows $24,000 (scaled up by an extra 20 percent of the original value).
Example: How Start Dates in Financial Plans Are Copied from a Template
This example shows how the start and end time periods are set for financial plans that you create by copying from a project template. The template with a start date of December 2020 includes the following financial plans:
  • Cost Plan A is the POR and spans two years from Jan 2021-Dec 2022.
  • Cost Plan B spans two years from June 2021-June 2023.
  • Benefit Plan C (associated with Cost Plan A) spans three years from Jan 2023 - Dec 2026.
  • Benefit Plan D (associated with Cost Plan B) spans four years from July 2023 - July 2027.
  • Benefit Plan E (not associated with any cost plan) spans four years from June 2023 - June 2027.
When you copy the template information into a new project with a start date in December 2021, the financial plans shift. Financial plans shift according to the new start date. But the plans maintain the same time lapse between the start and end dates originally defined in the template.
The financial plans now have the following new start and end time periods:
  • Cost plan A is the POR and spans two years from Jan 2022 - Dec 2023. Maintains the one-month lapse with the project start date as before.
  • Cost plan B still spans two years from June 2022 - June 2024. Maintains the six months lapse with the project start date as before.
  • Benefit plan C still spans three years from Jan 2024 - Dec 2027. Maintains the two years and one month lapse with the project start date as before.
  • Benefit plan D still spans four years from July 2024 - July 2028. Maintains the two years and seven-month lapse with the project start date as before.
  • Benefit plan E still spans four years from June 2024 - June 2028. Maintains the two years and six-month lapse with the project start date as before.
Copy Financial Plans from Project Templates
 
Follow these steps:
 
  1. Create the fiscal time periods that include the start dates of the template and target projects.
  2. Do one of the following:
    • Create a project using a template.
    • Populate an existing project from a template.
    • Create a process that copies financial information from a template into an existing project.