elRun Report – Projects

Project reports allow you to view and print reports about the project defined at your installation. These reports aid management in overseeing budgets, estimated costs vs. actual costs, and provide a summary of how projects are progressing so that they are better equipped to take corrective action.

Your security rights determine whether you can run project reports and which properties you can run the reports on. If you do not have the required security rights, contact your system administrator.

To run Project reports:

  1. Access the Project module by clicking the Project link at the top of the page.

  2. Select the Run Report tab.

  3. In the Select a report field, select the report you want to run.

  4. Specify report criteria.

  5. Click OK to run the report.

Both Project and Project Billing reports are available:

Project Reports

Project reports appear, by default, when the Projects Run Report page is opened.

ClosedProject Summary

The Project Summary report provides a summary of all projects highlighting the actual versus estimated costs and providing variance amounts as compared to the project budget.

Report Criteria

To refine your results, specify any of the following criteria. If no criteria are specified, the report will be run for all values.

  • Property – Click the Select link to run the report for a particular property.
  • Region – Select a value to run the report for a particular region. If a property is selected, the Region drop-down menu is replaced by the Space/Floor drop-down menu.
  • Project – Click the Select link to run the report for a specific project.
  • Project Status – Select one or more values to run the report for projects that currently have a particular status value. Either SHIFT-Select multiple contiguous values, or CTRL-Select multiple individual values.
  • Show Cancelled Projects – Select Yes to include cancelled projects in the report.
  • Type – Select a value to run the report for projects of a particular type. If a type is selected, the subType drop-down menu appears.
  • SubType – Select a value to run the report for projects of a particular subType. The subType drop-down menu is only displayed after a type is selected. You are not required to select a subType.
  • Project Driver – Select a value to indicate the business reason for the project (for example, cost savings, increased revenue, or competitive advantage).
  • Project Manager – Click the Select link to run the report for projects that are being managed by a particular user.
  • Budget Year – Specify a value to run the report for projects associated with a particular budget year. This value defaults to the current budget year. To run the report for all budget years, delete the default value.
  • Status – Select a value to run the report for Active, Inactive or All projects.
  • Report Type – Select a report type: Excel (Microsoft Excel .xls file), HTML (displayed in a browser window) or CSV (comma separated variables).

Report Output

The generated report contains one row for each project. The results include:

  • Property – the property where the project work is being performed
  • Project Mgr – the name of the user who is managing the project
  • Space/Floor – the specific location within the property where the project work is being performed
  • Project ID – the unique identifier of the project
  • Project – the name of the project
  • Project Type – the project type (for example, capital project or new construction)
  • Sub Type – the subType of the project (for example, addition, or building maintenance)
  • Status – the status of the project (for example, approved, started or on hold)
  • Budget Revised – the latest budget for the project
  • Estimated – the sum of all estimated costs recorded on all work orders associated with the project
  • Actual – the sum of the actual costs recorded on work orders associated with the project, including labor, material and other costs
  • Est Variance – the Estimated costs minus the Actual costs
  • Budget Variance – the Budget Revised costs minus the Actual costs
  • Allowance Per SF – any allowance per square foot as specified when the project was created
  • Recoverable Escrow – the amount of recoverable escrow for the project
  • Project Fees – any additional project fees that are outside of the project budget

ClosedProject Detail

The Project Detail report provides a detailed information for all projects including the total amount spent per vendor, work order financial details, purchasing details, and accounts payable details.

Report Criteria

To refine your results, specify any of the following criteria. If no criteria are specified, the report will be run for all values.

  • Property – Click the Select link to run the report for a particular property.
  • Region – Select a value to run the report for a particular region. If a property is selected, the Region drop-down menu is replaced by the Space/Floor drop-down menu.
  • Project – Click the Select link to run the report for a specific project.
  • Project Status – Select one or more values to run the report for projects that currently have a particular status value. Either SHIFT-Select multiple contiguous values, or CTRL-Select multiple individual values.
  • Show Cancelled Projects – Select Yes to include cancelled projects in the report.
  • Type – Select a value to run the report for projects of a particular type. If a type is selected, the subType drop-down menu appears.
  • Project Driver – Select a value to indicate the business reason for the project (for example, cost savings, increased revenue, or competitive advantage).
  • Project Manager – Click the Select link to run the report for projects that are being managed by a particular user.
  • Budget Year – Specify a value to run the report for projects associated with a particular budget year. This value defaults to the current budget year. To run the report for all budget years, delete the default value.
  • Status – Select a value to run the report for Active, Inactive or All projects.
  • Report Type – Select a report type: Excel (Microsoft Excel .xls file), HTML (displayed in a browser window) or CSV (comma separated variables).

Report Output

The generated report contains one row for each project, sorted by project. The results include:

  • Property – the property where the project work is being performed
  • Project – the name of the project
  • Project ID – the unique identifier of the project
  • Project Type – the project type (for example, capital project or new construction)
  • Status – the status of the project (for example, approved, started or on hold)
  • Budget – the current approved budget

For each work request included in the project, the following information is included:

  • ID – the unique identifier of the work request
  • Type – the type of work to be done
  • Sub Type – the work subType, which further classifies the type of work to be done
  • Complete By – the date and time the work should be completed by (as defined by SLA calculations)
  • Completion Date – the date on which the work was completed
  • Estimated Amount – the estimated costs required to complete this request
  • Total Amount – the total amount of labor, materials, and other costs entered on this work request
  • Variance – the Estimated Amount minus the Total Amount

For each type of expense included on each work request, the following information is included:

  • Charge To – the account the costs are charged to
  • Item – the name of the cost item
  • Description – any description entered for the cost entry
  • Date – the date on which the cost entry was made
  • AR Invoice Number – the number on the accounts receivable invoice
  • AR Invoice Date – the date on the accounts receivable invoice
  • AR Invoice Amount – the amount on the accounts receivable invoice
  • AP Invoice Number – the number on the vendor invoice
  • AP Invoice Date – the date on the vendor invoice
  • AP Invoice Amount – the amount on the vendor invoice

ClosedProject Summary Executive

The Project Summary Executive report shows more detail than the Project Summary report, providing, in addition the total budget, total estimated costs, total amount spent, variances against the budget, and capital vs. non-capital expenses. This report is sorted geographically.

This report must be run for a particular budget year.

Report Criteria

To refine your results, specify any of the following criteria. If no criteria are specified, the report will be run for all values.

  • Property – Click the Select link to run the report for a particular property.
  • Region – Select a value to run the report for a particular region. If a property is selected, the Region drop-down menu is replaced by the Space/Floor drop-down menu.
  • Project – Click the Select link to run the report for a specific project.
  • Project Status – Select one or more values to run the report for projects that currently have a particular status value. Either SHIFT-Select multiple contiguous values, or CTRL-Select multiple individual values.
  • Show Cancelled Projects – Select Yes to include cancelled projects in the report.
  • Type – Select a value to run the report for projects of a particular type. If a type is selected, the subType drop-down menu appears.
  • Project Driver – Select a value to indicate the business reason for the project (for example, cost savings, increased revenue, or competitive advantage).
  • Project Manager – Click the Select link to run the report for projects that are being managed by a particular user.
  • Projects Ending After – Enter a date value to run the report for projects that have ended or will end after the specified date.
  • Budget Year – Specify a value to run the report for projects associated with a particular budget year. This value defaults to the current budget year. To run the report for all budget years, delete the default value.
  • Status – Select a value to run the report for Active, Inactive or All projects.
  • Report Type – Select a report type: Excel (Microsoft Excel .xls file), HTML (displayed in a browser window) or CSV (comma separated variables).

Report Output

The generated report contains one row for each project. The results include:

  • Country – the country where the project work is being performed
  • City – the city where the project work is being performed
  • Property – the property where the project work is being performed
  • External Property ID – the property's external identification number (used in conjunction with external accounting systems)
  • Project ID – the unique identifier of the project
  • External Project ID – the project's external identification number (used in conjunction with an external accounting system)
  • GL Account – the general ledger account associated with the costs
  • Project Manager– the name of the user who is managing the project
  • Project Comments – any comments entered describing the project
  • Project Type – the project type (for example, capital project or new construction)
  • Sub Type – the subType of the project (for example, addition, or building maintenance)
  • Project Status – the status of the project (for example, on hold or approved)
  • Project Driver – the business reason for the project (for example, cost savings)
  • Project Priority – the importance of the project (for example, critical or low)
  • Schedule Status – indicates whether the project is on time or behind schedule
  • Start Date – the date on which the project began
  • End Date – the date on which the project is completed
  • Budget Status – the status of the project's budget (for example, approved)
  • Customer Account – the customer account associated with the project
  • Customer GL Account – the customer general ledger account associated with the project
  • (Year) Budget Original – the original budget for the selected year
  • (Year) Budget Revised – the revised budget for the selected year
  • (Year) Estimated – the total estimated amount for all work requests associated with the project in the specified year
  • (Year) Committed – the total committed amount for all purchase orders associated with the project in the specified year
  • (Year) Actual – the actual costs incurred in the specified year
  • (Year) Budget Variance – the Budget Revised amount minus the Actual amount
  • Capital Expense – costs for fixed assets and equipment
  • Non-Capital Expense – costs for operating expenses
  • AOP – costs for accounting operating procedures
  • P&L Effect – costs that effect the Profit and Loss statement
  • Recurring – cost of recurring expenses
  • Quarterly Depreciation – quarterly costs for depreciation of equipment
  • Quarterly Expense – quarterly costs for other expenses

ClosedProject Budget By Sub Type

The Project Budget by Sub Type includes a summary of the budgeted amounts for each subType of project at each property.

Report Criteria

To refine your results, specify any of the following criteria. If no criteria are specified, the report will be run for all values.

  • Property – Click the Select link to run the report for a particular property.
  • Region – Select a value to run the report for a particular region. If a property is selected, the Region drop-down menu is replaced by the Space/Floor drop-down menu.
  • Project – Click the Select link to run the report for a specific project.
  • Project Status – Select one or more values to run the report for projects that currently have a particular status value. Either SHIFT-Select multiple contiguous values, or CTRL-Select multiple individual values.
  • Show Cancelled Projects – Select Yes to include cancelled projects in the report.
  • Type – Select a value to run the report for projects of a particular type. If a type is selected, the subType drop-down menu appears.
  • Project Driver – Select a value to indicate the business reason for the project (for example, cost savings, increased revenue, or competitive advantage).
  • Project Manager – Click the Select link to run the report for projects that are being managed by a particular user.
  • Projects Ending After – Enter a date value to run the report for projects that have ended or will end after the specified date.
  • Budget Year – Specify a value to run the report for projects associated with a particular budget year. This value defaults to the current budget year. To run the report for all budget years, delete the default value.
  • Status – Select a value to run the report for Active, Inactive or All projects.
  • Report Type – Select a report type: Excel (Microsoft Excel .xls file), HTML (displayed in a browser window) or CSV (comma separated variables).

Report Output

The generated report contains one row for each property. The results include:

  • Property – the property where the project work is being performed
  • Property ID – the ID of the property
  • SubType Costs – a separate column is included for each subType of project, containing the costs allocated to each
  • Budget Amount – the amount budgeted to all subTypes of projects
  • Total Projects – the total number of projects at the property

ClosedProject Budget Summary By Type

The Project Budget Summary By Type report provides an summary view of all project types and their budgets. It is often used by management to analyze the types of projects and their costs across a large organization.

Note:

This report only includes projects where both the project and the project budget have been approved.

Report Criteria

To refine your results, specify any of the following criteria. If no criteria are specified, the report will be run for all values.

  • Property – Click the Select link to run the report for a particular property.
  • Region – Select a value to run the report for a particular region. If a property is selected, the Region drop-down menu is replaced by the Space/Floor drop-down menu.
  • Project – Click the Select link to run the report for a specific project.
  • Project Status – Select one or more values to run the report for projects that currently have a particular status value. Either SHIFT-Select multiple contiguous values, or CTRL-Select multiple individual values.
  • Show Cancelled Projects – Select Yes to include cancelled projects in the report.
  • Type – Select a value to run the report for projects of a particular type. If a type is selected, the subType drop-down menu appears.
  • Project Driver – Select a value to indicate the business reason for the project (for example, cost savings, increased revenue, or competitive advantage).
  • Project Manager – Click the Select link to run the report for projects that are being managed by a particular user.
  • Budget Year – Specify a value to run the report for projects associated with a particular budget year. This value defaults to the current budget year. To run the report for all budget years, delete the default value.
  • Status – Select a value to run the report for Active, Inactive or All projects.
  • Report Type – Select a report type: Excel (Microsoft Excel .xls file), HTML (displayed in a browser window) or CSV (comma separated variables).

Report Output

The generated report contains one row for each type of project. The results include:

  • Project Type – the project type (for example, capital project or new construction)
  • Total Properties – the total number of properties that have projects of this type
  • Total Projects – the total number of projects of this type
  • Total Budget Original – the total originally budgeted costs for all projects
  • Total Budget Approved – the total amount of the original budget that was approved
  • Total Projects Closed – the number of projects that have been closed
  • Total Actual Closed – the total actual costs from closed project work orders
  • Total Projects Open – the number of projects that are still open
  • Total Budget Open – the total budgeted costs for all open projects
  • % Projects Closed – the percentage of projects that are closed
  • % Projects Open – the percentage of projects that are closed

Project Billing Reports

To run Project Billing reports, click the Project Billing Reports link in the top right corner of the page.

ClosedProject Invoice Backup

The Project Invoice Backup report which provides detailed information about labor material and other project costs for work orders that have yet to be billed.

Note:

This report is often run before billing is run to ensure that all billable project work orders have the appropriate costs associated with them. If you run this report in Update mode, you update the billing status and invoice date for each work request.

Report Criteria

To refine your results, specify any of the following criteria. If no criteria are specified, the report will be run for all values.

  • Property – Click the Select link to run the report for a particular property.
  • Region – Select a value to run the report for a particular region. If a property is selected, the Region drop-down menu is replaced by the Space/Floor drop-down menu.
  • Project – Click the Select link to run the report for a specific project.
  • WO Detail Date Range – Enter two date values to run the report for projects with work orders that fall within the specified date range.
  • Billable – Select Yes to run the report for work orders that will be billed to a third party, No to run the report for work orders that are not billed to a third party, or All to run the report for both billable and non-billable work orders.
  • Run In Update Mode – Run this report in update mode only after billing has been run. Running in update mode marks the work requests as having been billed for and locks the requests so that no further costs can be added.
  • Invoice Date – Enter a value to indicate the date you want included on invoices generated from these work requests.
  • Status – Select a value to run the report for Active, Inactive or All projects.
  • Report Type – Select a report type: Excel (Microsoft Excel .xls file), HTML (displayed in a browser window) or CSV (comma separated variables).

Report Output

The generated report contains one section for each property. The results include:

  • Property – the property where the project work is being performed
  • Project – the name of the project
  • Date Range – the date range specified when the report was run

For each work order at the specified property, the following information is included:

  • Invoice Date – the date on which an invoice was sent for the request
  • ID – the unique identifier of the work request
  • Activity – the labor activity associated with this cost
  • Description – any description entered for the cost entry
  • Quantity – the number of items added to the request
  • Unit Cost – the cost per item
  • Total – the Unit cost multiplied by the Quantity
  • Project Summary andTotal Costs – the total of labor, materials, and other costs entered on this work request

ClosedProject Invoice History

Project Invoice History report provides invoice details for project work orders that have already been invoiced. It is often used to validate billing on past work orders and to compare against the Project Invoice Backup report.

Report Criteria

To refine your results, specify any of the following criteria. If no criteria are specified, the report will be run for all values.

  • Property – Click the Select link to run the report for a particular property.
  • Region – Select a value to run the report for a particular region. If a property is selected, the Region drop-down menu is replaced by the Space/Floor drop-down menu.
  • Project – Click the Select link to run the report for a specific project.
  • WO Detail Date Range – Enter two date values to run the report for projects with work orders that fall within the specified date range.
  • Billable – Select Yes to run the report for work orders that will be billed to a third party, No to run the report for work orders that are not billed to a third party, or All to run the report for both billable and non-billable work orders.
  • Status – Select a value to run the report for Active, Inactive or All projects.
  • Report Type – Select a report type: Excel (Microsoft Excel .xls file), HTML (displayed in a browser window) or CSV (comma separated variables).

Report Output

The generated report contains one section for each property. The results include:

  • Property – the property where the project work is being performed
  • Project – the name of the project
  • Date Range – the date range specified when the report was run

For each invoice at the specified property, the following information is included for each expense:

  • Invoice Date – the date on which an invoice was sent for the request
  • Date – the date on which the expense occurred
  • ID – the unique identifier of the work request
  • Activity – the labor activity associated with this cost
  • Description – any description entered for the cost entry
  • Quantity – the number of items added to the request
  • Unit Cost – the cost per item
  • Total – the Unit cost multiplied by the Quantity
  • Project Summary andTotal Costs – the total of labor, materials, and other costs entered on this work request

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