Please find below some popular questions regarding Jobs. Don't see the answer you're looking for? Contact us via email at firstname.lastname@example.org
Q: What is the difference between marking a Job as Closed versus Completed?
A: On a Completed Job, the work is probably done, but invoices may still need to be sent to the client. Completed jobs cannot have time tracked or Tasks added, nor do they appear on your Dashboard. These Jobs will still pull to Job List Views where you choose the "Find Active" option.
On a Closed Job, all the work is done, Timesheets all submitted, Invoices all sent. A Closed job can no longer have time tracked against it, and will no longer appear on your Dashboard.
Your FP system will come with 5 pre-created Job Statuses, but you can add as many additional ones as you like. To learn even more about this subject, please review this article: Job Statuses
Q: How do I find a listing of all active/ open Jobs in my FP system?
A: From the main navigation bar, hover over Jobs > Find Job. Leave all the fields blank, and just click Find Active in the bottom right. This will give you a list view of all your active jobs in FP
Q: Why and how would I use the field called "Archived Location" on the Basic Info tab of my Jobs?
A: Good question. The Archived Location is an open field, which you can edit by clicking Edit Job.
You might use this field to input where the assets for this Job are located on a shared company drive, Google doc link or DropBox link. There is no obligation to use this field, so consider it almost like a bonus space, to capture additional Job related information.
Q: Can I create something like a super Gantt chart for all the Jobs in my system set to the Open status?
A: Yes you can. Start by finding all your Open jobs. From the main navigation bar, hover over Jobs > Find Job. On the Job Find page, choose Open as the status. Then click Find Jobs in the bottom right.
From the resulting Job Find List, select the Make Gantt option from the report drop down list. Note that the current Gantt does look pretty old school, but it is functional. We are working on improving this Gantt style report and hope to roll that out in early 2016.
Q: Which permission do I need in order to see/ edit the Editable List View tab for Jobs?
A: The Editable List View tab on Jobs is a nifty spot through which you can edit on screen data for Status, Delivery Date and the bonus field called Date Description.
To enable staff to access and use this tab, they will need a particular permission. Go to the Admin area > Rate and Staff Management > Manage Staff, Staff Rates, Staff Permissions, and find the team member in question.
On their name row, click the Permissions button.
In the permission segment called Jobs, select the item called Job I Coordinator. Click the Submit button in the bottom right when done to save your changes. The staff person may need to just refresh their page in order for this new permission to be effective.
Q: Is there a way in Function Point, through time management, to put in vacation time and sick days etc?
A: Yes there is. Depending on how you set up your process you can do this by simply having time trackable, Internal Services called vacation, sick, early leave, appointment request or whatever you like, and just have staff track their time to these Services in an internal "In House" job (this job should be set up as a non-billable job).
By doing this you will be able to pull up a timesheet summary report (from the job find) that will show all timesheets to these services under the "In House" job.
You can take this further in two ways:
First, you could add a yearly Task to each employee that includes their Vacation allotment, PTO/Sick time allotment etc. If you do this, you would make the Tasks to the correct Services in your "In House" Job. The benefit of doing this is that employees will easily be able to see how much time they have remaining on the yearly task.
Second, if you are using tasks for all your planned work, and want your Resource Allocation to reflect planned vacations etc. you can set up vacation time (i.e. time out of office) on individual work calendars. The Work Calendar is set up through the Admin section under System Set Up > the Work Calendar. This allows you to set daily hours that will make it easy to see when certain people are over allocated.
To learn more, please review this document: Best Practice - Managing Staff Holidays & Sick Days
Q: I have a number of Jobs that are the same month-to-month. And while I have future months set to the Job Status of On Hold, they're still appearing in My Jobs on my Dashboard. I'd rather that those stay 'hidden' until Open, to be sure that I don't accidentally create a time sheet against the wrong month.
A: The Job Status of "On Hold" is currently set as an alias of Open for you. If you want "On Hold" to remove it from your active Jobs lists and make it so time cannot be added to these jobs, you can make "On Hold" and alias of closed. You will then be able to re-open the on-hold jobs when required and it will again show on your list.
You can make these adjustments via Admin > System Set Up > List Maintenance, and choosing Job Status from the list.
Q: Is there a way to print what I see on the Job Financials tab?
A: You cannot print that tab itself, but navigate to the tab called Reports, also on the Job Details page. You will see several report options there. The top one, called the All in One: Status Report, Expanded Summary, Summary Reports. will give you the same information.
Alternately, from the Job List View, make use of the Manage Columns feature.
There, you can decide what data shows on screen and in what order. You have a lot of Job related info you can show, including all the information you can see on the Job Financials tab (provided you have permission to see that information).
Q: Are we able to add a Service Group name for in-kind donation work (Pro Bono) on the invoices? How would you recommend us doing this? We want to be able to show this on a clients invoice as well as keep track for taxes.
A: Good question. You have a few options, depending on what end result you need:
- You could create a Rate Card called pro-bono (or similar). You could then choose this Rate Card for these Jobs.
- You could override the Estimate/ Job amounts to $0.00 and note in the line descriptions or Job Description that the work is pro-bono.
- You could add a Service line item, in a Service Group of its own or part of another, call it pro-bono, and use it to reduce the Estimate Job amount in part or full. You could do this as an Internal Service, or Internal Expense - won't make a big difference.
In addition to any of these, you could add in the Work Type field as another way to capture that this Estimate/ Job will be pro-bono. It would make for a quick way to search for these kinds of jobs later.
We can look at these options together if you like. Happy to help.
Q: Can we associate a Job to a Project even if the Project was created *after* we made the Job?
A: Great question and the answer is yes - you can absolutely associate Jobs to a Project that was created after the Job. Note that the Job and Project will both need to be for the same Company.
Changes like this are made at the Estimate level. So get to the Estimate of the Job in question, and choose the Edit Details button - or Revise & Edit Estimate button if the Estimate is marked as Approved.
Then in the Project field, either type a partial match for the Project Name and tab out, or just click the magnifying glass to see all associated, open projects for this Company. Click Submit when done.
Once you click Submit, the Job will be associated to the Project.
And you will see this Estimate and Job appear within this Project.
Additional questions or concerns welcome: email@example.com