Projects Update Wizard

Purpose: The Projects Update Wizard is a page where users can update End Dates, Locations, Project Managers, Status, or Project Type for multiple projects at once.  

Audience:  Grants/Projects Fiscal Staff/Supervisors

You must have at least one of these local college managed security roles:

  • ZZ Project Costing Entry-Maint
  • ZZ Project Costing Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Using the Projects Update Wizard

The Projects Update Wizard tile from the Project Management home page. This is a fluid page and can only be accessed from this page.  

From the Project Management home page, select the Projects Update Wizard Fluid tile. This is a fluid page and can only be accessed from this page.  

Project Update Wizard tile
First Time & Initial Setup
  1. From the Project Management home page select the Project Update Wizard tile.
Select the projects update wizard tile
  1. Select the SetID = WACTC. This is necessary because most fields that can be changed with the Projects Update Wizard are global statuses, project team members and roles, project types, etc.  
  2. Ensure all the Select Search Fields yes/no toggle buttons are set to a value of 'Yes'.  
  3. Select the Save button. Return to the Project Management home page.
select the yes toggle buttons to activate
End Dates

The End Dates Update Type allows you to update end dates for projects, activities, and activity team members in mass.  

  1. Step 1 Select Update Type: From the Update Type drop down menu select End Date.
  2. In the Update Description field enter a meaningful description.
  3. Select the Next button.
Select update type
  1. Step 2 Enter New Values: In the Select Date Options section, select the Project, Activity, and Project Team End Dates toggle buttons so that they reflect a value of Yes.
  2. Enter the New End Date.  
  3. Select the Next button.
enter new values
  1. Step 3 Select Projects & Activities: Select the Search Project tab.  
  2. Enter your Business Unit.  
  3. Enter any additional criteria to help narrow your search. In this example, we are using End Date criteria.
  4. Select the Search button.
search projects
  1. Search results will populate. Select applicable projects.  
  2. Select the Search Project Activities tab.
select projects
  1. On the Search Project Activities tab, adjust any criteria or leave it the same.  
  2. Select the Search button.
search project activities
  1. Mark the applicable Activities checkboxes.
  2. Select the Search Project Team tab.
mark projects
  1. On the Search Project Team tab, adjust any criteria or leave it the same.  
  2. Select the Search button.
select search
  1. Select the applicable Project Team members.
  2. Select the Next button.
select next button
  1. Step 4 Review and Submit: Review the Projects, Activities, and Team members. If all information looks correct, select the Submit button.
review and then select submit

Note that the Update Status contains a value of Success. You can also see the prior and new End Date values as well as the date and time the update was processed.  

updated status is success

Note that you can download Projects, Activities, and Project Team updates to an excel document by selecting the applicable Download to Excel Projects icon(s). Optional to download the updates to Excel by selecting the box with an 'x' icon.

optional to download results
Project Location
  1. Step 1 Select Update Type: Select Project Location from the Update Type drop down menu.  
  2. Enter a description.
  3. Select the Next button.
select update type
  1. Step 2 Enter New Values: Select the SetID (your business unit).  
  2. Enter the Effective Date for the location change.  
  3. Select the New Location from the drop down menu.  
  4. Select the Next button.
enter new values
  1. Step 3 Select Projects & Activities: Enter your Business Unit.  
  2. Enter any additional criteria to help narrow your search. Select the checkboxes for the projects you want to update.
  3. Select the Search button.  
search projects
  1. Search results will populate. Select applicable projects.  Select the Next button.
select projects
  1. Step 4 Review and Submit: Review the information. If all information looks correct, select the Submit button.
review and submit

Note that the Update Status contains a value of Success.  You can also see the prior and new End Date values as well as the date and time the update was processed. Optional to download the updates to Excel by selecting the box with an 'x' icon.

review updated locations
Project Manager

The Project Manager Update Type allows you to update the project manager on projects in mass. You can use this feature to update the Project Manager for any project(s).  If you need to update a Principal Investigator (PI) on a grant, you will still need to go into the grant to update it manually.  You can, however, still update the PI on the project that is associated with the grant through this feature.  

  1. Step 1 Select Update Type: Select Project Manager from the Update Type drop down menu.  
  2. Enter a Description.
  3. Select the Next button.
select update type
  1. Step 2 Enter New Values: Enter or lookup the EMPL ID for the new Project Manager.  
  2. Enter the Start Date.  
  3. Project Roles are Global therefore the SetID = WACTC.
  4. Select the New Project Role.
  5. Select the Next button.  
enter new values
  1. Step 3 Select Projects & Activities: Enter your business unit.  
  2. Enter any additional criteria to help narrow your search.
  3. Select the checkboxes for the projects you want to update.  
  4. Select the Search button.  
enter business unit and select search
  1. Search results will populate. Select applicable projects.  
  2. Select the Next button.
mark all projects and select next
  1. Step 4 Review and Submit: Review the information. If all information looks correct, select the Submit button.
Review and Submit

Note that the Update Status contains a value of Success.  You can also see the prior and new Project Manager values as well as the date and time the update was processed. Optional to download the updates to Excel by selecting the box with an 'x' icon.

update status is success
Project Status

The Project Status Update Type allows you to update the status (Open, Closed, Pending) of projects and/or activities in mass.  

  1. Step 1 Select Update Type: Select Status from the Update Type drop down menu.  
  2. Enter a Description.
  3. Select the Next button.
select update type
  1. Step 2 Enter New Value: Select the Update Project Status and/or the Update Activity Status toggle buttons so that they reflect a value of Yes.  
  2. Project Statuses are Global therefore the SetID = WACTC.
  3. Enter the Effective Date.  
  4. Select the New Project Status.
  5. Select the Next button.  

Note:  If you close a project, the activities associated with it will also be unavailable to be used for new transactions, so there is no need to also close the activities.  However, if the project has multiple activities and only one/some of the activities have ended, you should close those activities while leaving the project and the other activities associated with it open.

Select Project Status
  1. Step 3 Select Projects & Activities: Enter your business unit.  
  2. Enter any additional criteria to help narrow your search.
  3. Select the Search button.  
select search
  1. Search results will populate. Select applicable projects.  
  2. Select the Next button.
mark projects
  1. Step 4 Review and Submit: Review the information. If all information looks correct, select the Submit button.
review and submit

Note that the Update Status contains a value of Success.  You can also see the prior and new Project Status values as well as the date and time the update was processed. Optional to download the updates to Excel by selecting the box with an 'x' icon.

review udpated status
Project Type

The Project Type Update Type allows you to update the project type on projects in mass.  

  1. Step 1 Select Update Type: Select Type from the Update Type drop down menu.  
  2. Enter a description.
  3. Select the Next button.
select update type
  1. Step 2 Enter New Values: Select the Update Project Type toggle button so that it reflects a value of Yes.  
  2. Project Types are Global therefore the SetID = WACTC.
  3. Select the New Project Type.
  4. Select the Next button.  
enter new values
  1. Step 3 Select Projects & Activities: Enter your Business Unit.  
  2. Enter any additional criteria to help narrow your search.
  3. Select the Search button.  
search project type
  1. Search results will populate. Select applicable projects.  
  2. Select the Next button.
select projects
  1. Step 4 Review and Submit: Review the information. If all information looks correct, select the Submit button.
review and submit

Note that the Update Status contains a value of Success.  You can also see the prior and new Project Type values as well as the date and time the update was processed. Optional to download the updates to Excel by selecting the box with an 'x' icon.

review statuses

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

COMING SOON - Appreciate your patience while we wait until this functionality is available in the Testing Environment.

Video Tutorial via Panopto

View the external link to Projects Update Wizard. This link will open in a new tab/window.