PRISM G2 v4 - 6 Release Notes

Release Notes PRISM G2 Version 4.
6
Ares Project Management LLC
Release Notes PRISM G2 Version 4.6 2
Copyright
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Contents
Copyright 2
Introduction 4
New Features and Enhancements 5
Administration Enhancements 5
Enterprise Enhancements 6
Project Enhancements 9
Cost Management Enhancements 10
Engineering Management Enhancements 13
Field Management Enhancements 14
Procurement Enhancements 19
Contracts Enhancements 20
Invoice Management Enhancements 21
Change Management Enhancements 22
Enterprise Change Management Enhancements 26
Report Writer Enhancements 30
Other / Miscellaneous Enhancements 32
Fixes and Updates 34
Index 35
Introduction
PRISM G2 4.6 is the current release of ARES Project Management LLC’s premier Project
Cost Management System. This release delivers incremental updates to existing func-
tionality and introduces new areas of functionality, extending the PRISM G2 solution.
This document categorizes and describes many of the features and enhancements intro-
duced after the release of PRISM G2 4.5.
New Features and Enhancements

Administration Enhancements
Users Data
The “Delegate User ID” and “On Leave” fields have been available on the Users - Data
form since PRISM G2 4.4. The purpose of these fields is to identify a substitute User ID if
the current User is not available.
The Delegate User ID functionality now also works with Advance Change Management,
in addition to Change Events.
In PRISM G2, User IDs are assigned to workflow Events, Action Items or as a Reviewer /
Approver on Change Orders. If the current User ID is “On Leave”, the “Delegate User ID”
is substituted when any User notifications occur.
Enterprise Enhancements
Cost Breakdown Structure (CBS) - Enterprise
A new hierarchical structure has been developed, similar to the Organizational Break-
down Structure (OBS) and Work Breakdown Structure (WBS), called the Cost Breakdown
Structure (CBS).
The structure of the CBS is defined at the Enterprise level.
A “library” of CBS IDs (and descriptions) can be defined at the Enterprise level and can
be copied to each Project and added to, modified or deleted as necessary.
Similar to the WBS and OBS the CBS codes can be masked to elements of the Record IDs
in each of the Master Tables in PRISM G2
Manage Data Warehouse
The Manage Data Warehouse form now includes a Currency ID option. Once a Currency
is selected, the Update Data Warehouse process will convert all project costs from the
Project Base Currency (the default) to the selected Currency. This will ensure all cost
data transferred to the Data Warehouse and ultimately published to the
PRISM Dashboard uses the same Currency.
The form also includes a new Project filter feature to quickly find projects to populate to
the Data Warehouse.
Enterprise Definitions - Change Management

Change Order Impact - Enterprise
A new “Impacts” checkbox has been added to the Enterprise and Project level “Change
Order Impact” forms: “Baseline Budget”.
This option will allow users to assign Impact IDs to a Change Order that can also impact
the Control Account Baseline Budget values.
Change Status - Enterprise
A new Status checkbox has been added to the Enterprise and Project level “Change
Order Status” grid forms: “Add to Baseline”.
This option will allow Users to apply a Status ID to a Change Order that will include the
Change values when calculating Baseline Budgets for Control Accounts.
Checking this column will allow the application of Changes to the Baseline Budget
through the use of Change Orders.
The most common use will be for adding new scope to the Project that should be
included in the Project Baseline or for Re-baselining the Project.
Project Enhancements
Cost Breakdown Structure (CBS) - Project
CBS IDs and descriptions are defined at the Project level. A library of CBS IDs and
Descriptions can be defined at the Enterprise level and the “copy” function used to copy
selected records to the Project level. These can be added to, deleted or modified to suit
the particular needs of the Project.
Cost Management Enhancements

Budget Details
A new checkbox has been added to the Budget Details – Data Pane: “Final”. When
checked, the record becomes “read-only”. The purpose of this field is twofold:
l Prevent Budget Detail IDs from being edited.

l Identify the original Budget Detail IDs that were used to calculate Control Account
Baseline Budgets using the “Budget Details Data” option.
If new Budget Detail IDs, that were not part of the original scope, are added, these
records can be linked to Change Orders in the Change Management Module (See
Change Management Enhancements).
Therefore, it’s now possible to differentiate between the original Budget Detail records
and new Budget Detail records used to calculate quantities, hours and costs for Change
Orders.
Calculate Cost Management Totals
The “Calculate Cost Management Totals” form has been updated to include a new cal-
culation option for calculating the “Baseline Budget”: “Use Change Management Data
Only”.
This new option will calculate Control Account Baseline Budget values using only
Change Orders that impact Baseline Budgets (See Change Management Enhancements).
Calculating the baseline budget from change management data is a feature that is only
available after being explicitly enabled in the cost settings dialog.
Import / Export Time Phased Data
The Import / Export Control Account TPD form has been updated to include Quantity,
Hours and Cost filters against a specification.
This provides the User more control over the data they wish to export and / or import.
Cost Management Settings
The Optional Features available under Cost Management Settings is used to enable or
disable the ability for the Baseline Budget to be affected by Change Orders.
Engineering Management Enhancements

Spread Engineering Account Time Phased Data
The Spread Engineering Account Time Phased Data feature now includes a new option,
“Spread Using Change Order Schedule Dates”.
The option takes into account any Engineering Change Orders' Approved, Control and
Current start and finish dates when spreading Engineering Account hours. This provides
for a more accurate time phased data.
Field Management Enhancements

Progress Accounts Data Pane
A new checkbox labeled “Display Totals” has been provided on the Progress Accounts
Data pane. It is not available to Detailed Progress Accounts (those related to a Master
Progress Account).
When checked, the Performance Data on the Master Progress Account is updated to add
summarized data from the Detail Progress Accounts linked to it. This allows the User to
view only quantity and hour data entered at the Master Account (i.e. box not checked) or
include data from the linked Detail Accounts (i.e. box is checked).
Progress Accounts Rules of Credit
The Progress Accounts – Rules of Credit sub-pane now offers the choice of entering
“Quantity Completed” or “Quantity Percent Complete” values, against a Rule ID.
If Quantity Completed is entered, then “Quantity Percent Complete” is calculated. If

“Quantity Percent Complete” is entered, then “Quantity Completed” is calculated. This
allows for more flexibility on how progress data is captured.
Import Actuals
When the Field Management Settings do not allow the manual entry of Hours the Hours
and Quantities can be imported from Excel.
The Import Field Management Actual Data process has been enhanced to include the
importing of Actual Quantities To Date.
The existing option to import Actual Hours To Date has been changed to a Period based
Import and has additional fields added to the import file..
In addition when the Field Management Settings allow the Manual Entry of Hours a new
Import is available to import the To Date Hours and Quantities.
Utilities
Combine Field Management Reporting Periods
Similar to the existing utility in the Cost Management module, this new utility in the
Field Management module combines Time Phased Data from past (closed) Periods. The
data is consolidated and the number of Periods is reduced.
This is convenient for long duration Projects where past Period data is no longer
required for reporting purposes.
Procurement Enhancements
Procurement Instructed Change Values
Instructed Change quantity, hours and cost data are now saved in the Purchase Orders -
Line Items Changes if the data is superseded by an Executed Change data.
When a purchase order change is converted from Instructed to Executed stages, the
status and change amounts are retained in the database. This information can be used
to report on the Instructed Change vs Executed Change amounts, or revert the amounts
when an Executed change is deleted or reverted to the Instructed stage.
These values are visible in the Executed Change Line Item Changes Subpane.
Utilities
Replace IDs
The Replace ID utility has been expanded to include the ability to replace existing Pro-
curement Instructed Change or Executed Change IDs with new values.
Contracts Enhancements
Contract Instructed Change Values
Instructed Change quantity, hours and cost data are now saved in the Contract - Line
Items Changes if the data is superseded by an Executed Change data.
When a contract change is converted from Instructed to Executed stages, the status and
change amounts are retained in the database. This information can be used to report on
the Instructed Change vs Executed Change amounts, or revert the amounts when an
Executed change is deleted or reverted to the Instructed stage.
These values are visible in the Executed Change Pay Item Changes Subpane.
Utilities
Replace IDs
The Replace ID utility has been expanded to include the ability to replace existing Con-
tract Instructed Change or Executed Change IDs with new values.
Invoice Management Enhancements

Invoice Items
A new field has been added to the Contracts and Purchase Order Invoice Items sub-
pane: “Quantity Received”.
The Quantity Received also appears on the “Select Records” pop-up form, if the Quant-
ity is larger than 0, when selecting Contract or Purchase Order Items to copy to the
Invoice.
This additional information will help the User determine what quantities have been
received prior to processing and approving the Invoice.
Change Management Enhancements

Change Orders
A new “Budget Details” sub-pane has been added to both the Enterprise and Project
Change Orders forms.
The purpose of this sub-pane is to view or link Budget Detail IDs to a Changer Order.
This sub-pane will provide reference data when using the “Copy From Budget Details”
feature in the “Change Orders – Control Accounts” sub-pane.
The “Add” button will provide a list of Budget Detail IDs that are not “locked” (See Cost
Management Enhancements) and have not already been linked to a Change Order.
Email Notifications
The “Change Orders – Approvals” sub-pane, used to notify Reviewers and Approvers via
email, now also generates an email to the Primary and Secondary Change Owners,
when a Change Order is approved and complete.
Change Board Meetings
New sub-panes have been added to the Change Board Meeting form: “Change
Requests” and “Change Orders”.
Using the Change Requests sub-pane, Users will be able to see the Change Requests
linked to a Meeting ID.
The Change Orders that were discussed during the meeting as part of the linked
Change Requests will show in a separate “read-only” sub-pane.
Change Order Impact
A new “Impacts” checkbox has been added to the Enterprise and Project level “Change
Order Impact” forms: “Baseline Budget”.
This option will allow users to assign Impact IDs to a Change Order that can also impact
the Control Account Baseline Budget values.
Change Order Status
A new Status checkbox has been added to the Enterprise and Project level “Change
Order Status” grid forms: “Add to Baseline”.
This option will allow Users to apply a Status ID to a Change Order that will include the
Change values when calculating Baseline Budgets for Control Accounts.
Checking this column will allow the application of Changes to the Baseline Budget
through the use of Change Orders.
The most common use will be for adding new scope to the Project that should be
included in the Project Baseline or for Re-baselining the Project.
Enterprise Change Management Enhancements

Enterprise Change Orders
The “Enterprise Change Orders – Control Accounts” sub-pane includes a new process:
“Copy From Budget Details”.
This allows for creating Control Accounts references from linked Budget Detail IDs (at
the project level). The process also calculates the quantities, hours and costs for the new
records from the linked Budget Details.
Enterprise Change Management - Archive / Restore
Archive and Restore functions have been added to the Enterprise Change Management
menu.
These are separate from the standard Enterprise functions. This is useful for Projects
where Changes are managed at the Enterprise level. Change Management data can now
be archived and restored without affecting other Enterprise data.
Enterprise Change Management Utilities
Utilities that exist at the Project level have been added to the Enterprise Change Man-
agement menu.
Copy Dates to Change Order
This utility is similar to the one with the same name at the Project level. It can used to
copy Approved, Control or Current Dates interchangeably, using the data populated in
the “Enterprise Change Orders – Time Phased Data Setup” sub-pane.
It can also be used to populate dates from other sources, such as Control Accounts,
Engineering Accounts, Progress Accounts or Schedule Activities. Note that these records
need to first be linked to the Enterprise Change Order.
Validate Data
This utility is similar to one with the same name at the Project level. It’s used to search
all the tables and ID fields in in the Enterprise Change Management module for IDs that
are not defined. The Preview button provides a listing of invalid records, which can be
exported to Microsoft Excel.
Replace IDs
This utility is similar to one with the same name at the Project level. It is used to replace
existing Enterprise Change Management IDs with new IDs.
The replacement process updates the IDs wherever they exist throughout the database
ensuring consistency. This process can be used as a fast and convenient way to renum-
ber your Change Order records.
Report Writer Enhancements

Report Writer Plugin
Report Writer is now an independent plugin that can get installed while upgrading the
PRISM G2 build. Upgrades to the Report Writer can be done independently from upgrad-
ing PRISM G2, as only the plugin will need to be upgraded. This makes the maintenance
of the report writer easier, as and when new versions become available.
The Plugin provides access to the new Graphical Interface as well as the original Tabular
Interface. The Report Writer is accessible from the Enterprise Level, where reports can
be developed for all modules, and from each Module where access is just to the reports
relevant to that module.
Graphical Interface
A new graphical interface for the Report Writer is available for designing custom
reports. The new interface provides all the functionality of the current tabular interface,
but with “drag and drop” features that make the design process easier.
Other / Miscellaneous Enhancements

l Language Packs have been updated for:
l French
l Spanish
l Japanese
l Slovak
l A list of all Plugins Installed can be displayed. These plugins can be viewed from
the Information Button.
l The Groups Subpane attached to every Main Table now includes the OBS, WBS
and CBS codes in addition to the Group Codes. The OBS and WBS have been
removed from the Data Panes where there is an associated Group Subpane. The
Subpane has been renamed Groups / Breakdown Structures.
l Spell Checking has been added to Notes and Comments Subpanes.
The Spell Checker is enabled per User through the PRISM G2 Button > User
Options
Fixes and Updates

l “Change Order – Contract/PO Changes” no longer displays change items with the
same ID but are actually from other Contracts/Purchase Orders.
l Database upgrade from between versions 3.8 and 4.4 - to current version now
map contract and purchase order changes correctly to the corresponding record.
l Linked Files and Documents can now be opened by read only users.
l Linked Files and Documents connected to an Action Item can be opened before
the Action Item is accepted or approved.
l “Change Order – Control Account – Copy From Budget Details” now copies values
to the corresponding Control Accounts assigned in the Budget Detail “References”.
l “Change Summary – View Details” - now correctly shows the “Summary” and
“Control Account” information.
Index
A
Administration Enhancements 5
B
Budget Details 10
C
Calculate Cost Management Totals 10
Change Board Meetings 23
Change Management Enhancements 22
Change Order Impact 24
Change Order Impact - Enterprise 7
Change Order Status 24
Change Orders 22
Change Status - Enterprise 8
Combine Field Management Reporting Periods 17
Contract Instructed Change Values 20
Contracts Enhancements 20
Copy Dates to Change Order 27
Cost Breakdown Structure (CBS) - Enterprise 6
Cost Breakdown Structure (CBS) - Project 9
Cost Management Enhancements 10
Cost Management Settings 11
E
Email Notifications 23
Engineering Management Enhancements 13
Enterprise Change Management - Archive / Restore 26
Enterprise Change Management Enhancements 26
Enterprise Change Management Utilities 26
Enterprise Change Orders 26
Enterprise Definitions - Change Management 7
Enterprise Enhancements 6
F
Field Management Enhancements 14
Fixes and Updates 34
G
Graphical Interface 31
Groups / Breakdown Structures 32
Groups Subpane 32
I
Import / Export Time Phased Data 11
Import Actuals 15
Introduction 4
Invoice Items 21
Invoice Management Enhancements 21
L
Language Packs 32
M
Manage Data Warehouse 7
N
New Features and Enhancements 5
O
Other / Miscellaneous Enhancements 32
P
Plugins 32
Procurement Enhancements 19
Procurement Instructed Change Values 19
Progress Accounts Data Pane 14
Progress Accounts Rules of Credit 14
Project Enhancements 9
R
Replace IDs 19-20, 28
Report Writer Enhancements 30
Report Writer Plugin 30
S
Spell Checking 33
Spread Engineering Account Time Phased Data 13
U
Users Data 5
Utilities 17, 19-20
V
Validate Data 28

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Release Notes PRISM G2 Version 4.

ARES Project Management LLC

New Features and Enhancements

The structure of the CBS is defined at the Enterprise level.

Enterprise Definitions - Change Management

Change Status - Enterprise

Cost Management Enhancements

l Prevent Budget Detail IDs from being edited.

Calculate Cost Management Totals

Import / Export Time Phased Data

Cost Management Settings

Engineering Management Enhancements

Field Management Enhancements

Progress Accounts Rules of Credit

If Quantity Completed is entered, then “Quantity Percent Complete” is calculated. If

Invoice Management Enhancements

Change Management Enhancements

Change Board Meetings

Change Order Impact

Change Order Status

Enterprise Change Management Enhancements

Enterprise Change Management - Archive / Restore

Enterprise Change Management Utilities

Copy Dates to Change Order

Report Writer Enhancements

Other / Miscellaneous Enhancements

l Spell Checking has been added to Notes and Comments Subpanes.

Fixes and Updates

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