5 tips for Project Management in Sage 100 Contractor

Focus on Finding Your Data

Submitted by Pam Schulz, Certified Sage 100 Consultantwoman-magnifying-glass

One of the great things about storing all of your information in one place is that it is all in one place. One of the bad things about storing all of your information in one place is that it is all in one place.

How can you help your Project Management team find information in Sage 100 Contractor more effectively? Let’s explore a few features that will make all of your most valuable information EASY TO FIND and use!

1. Job Level Security

If you have worked with Sage 100 Contractor for a number of years, and it has been awhile since you set up security, you may not know about this one. A few years ago, Job Level Security was added to your program. If you set up a user as being subject to Job Level Security, this user will only see “records” in the program that pertain to jobs that they have been granted Job Level Security Access to. They can greatly reduce the number of records that a user must view in order to see what they want. It’s not “just” about security — this feature will make everything easier to access since fewer records need to be searched.

HOW TO MAKE THIS WORK:

  • At menu option 7-3-2 (Security>User List); in the far right hand column- enter a “Y” for the users that need to be subject to job level security.

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  • At menu option 3-5 (Accounts Receivable/Job Setup): choose the employees that will have access to this job:

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THE NET EFFECT:

Employees who are not subject to Job Level Security will continue to see all records for all jobs in lookup windows. Employees who ARE subject to Job Level Security will see only records pertaining to jobs that they have been granted access to.

2. The Project Work Center – (Menu option 6-12)

Think of a “one-stop” shop for all the records related to a particular job- without having to view records for any other job. The menu that you see on the main screen is “duplicated” (you can customize it), but using the menu will focus on record for one job at a time. There is also a section for the “Project Hot List”- a useful way to keep “urgent” records at the forefront for your attention.

HOW TO MAKE THIS WORK:

This one is easy — just look at it!

  • The Project Work Center is more of a “view” than a “do”. The data is already being compiled through your use of other modules.
  • You CAN “customize the menu” (each user does this), and use the Hot List (see below) to denote important items.

hot-list

NET EFFECT:

It is easier to find records since all of the menu options are automatically “filtered” by the chosen job. Reports are automatically selected for the job as well, saving little bits of time and energy with each step.

3. The Dashboard

The Dashboard is not just for accountants anymore! Now each user can have a customized dashboard, and there are a number of Project Management icons available.

HOW TO MAKE THIS WORK:

Each user can now have their “own” dashboard. Once you grant the proper security, it is easy for the user to customize their setup.

  • Grant Dashboard Security. Logged in as Supervisor, Open the Dashboard. At the top of the screen, under “options”, press “Set Dashboard Security.” You select which security groups can have access to a dashboard.
  • Grant Menu Security. Press “Enable Content.” For each of the tabs, you will see a blue “Security” button. Here you select which groups can have access to the types of information in that Tab. For example, most Project Managers would have access only to the “Project Tab and their group would not have access to the other menus.
  • From here, each user can add their own content and customize their dashboard.

Available “Projects” tab icons:project-tabs

HINT- I find it useful to actually log in as a user and TEST what they can actually see and not see- just to be safe! If you think about it you do not set up security very often and it is worth the extra minute to make sure you didn’t grant access to confidential information.

NET EFFECT:

It’s easy to see and use dashboard; chosen by each user.

4. The Desktop

The customizable desktop is another way to create easy access to menu options or reports that are used frequently.

HOW TO MAKE THIS WORK:

Once again, an option that is customizable by the user. No setup is required- the user simply “modifies” their desktop.

What can be done:

  • Use one or more activity center (tabs at the top) and even hide those that are not wanted.
  • Drag favorite menu options onto the desktop tab (s).
  • Send favorite report selections to the desktop.
  • Move, rename, and draw lines or boxes around the desktop icons.

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save-options

NET EFFECT:

Your favorite options and reports are easier to find.

5. The Hot List

“Hot List” items that need further attention. The Hot List can be run for a particular Job, as well as for a “supervisor” or “Type of Record.” So, Joe Smith could easily see all of his Hot-listed Change Orders across all of his jobs.

HOW TO MAKE THIS WORK:

Most screens that could contain job pertinent information have a box labeled “Hot List.” Simply checking and unchecking that box determines if the record will be visible in the Hot List.
Simply view the Hot List at menu option 6-11-9 (Document Control>Project Hot List) OR in the Project Work Center as discussed above.

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THE NET EFFECT:

By using these tools, your stored information is much easier to access, and, therefore, much more likely to be useful. And the best part? No extra work is really needed- you are simply making your stored information easier to find…

Learn more about Sage 100 Contractor here. Or, call Ledgerwood Associates at 877-918-8301 today and we’ll match your needs to the best solution.