Cobra has a project level codes function that allows viewing, sorting and reporting at the project level. Most users are familiar with assigning codes at the control account and work package level, but the ability to code at the project level allows the user to group projects together with coding very similar to that which is accomplished with traditional coding within a project.
Project level coding is not associated with a single Cobra user, but is instead available to all users. As a result, the function of adding project codes is typically assigned to the system administrator or their assignee. That said, there is really no reason not to allow users the ability to request project codes as needed…or wanted.
Project level coding facilitates reporting against multiple projects without the need to create a master project. While reporting against multiple projects exists apart from project level codes, the project level codes create the ability to easily filter to specific projects within a group, such as a product line, work location or a summary level contract with multiple Cobra projects underneath.
Another function that project level codes unlock, is the ability to view certain projects in the Projects view of the Cobra Explorer that have a specific project level code. For those organizations with a large number of projects (hundreds in some cases), this filtering is greatly appreciated.
While the creation of project codes in the Application Preferences is reserved for the System Administrator, the assignment of these codes to a project is available to the individual user once they have been created. The following will cover both those actions required of the Sys Admin and the individual user.
Creating Project Level Codes
In order to create a Project level code file that is assigned the Code (Required) or Code (Optional) setting, a code file will need to be added to Cobra to validate that the code assignments will be consistent for all users.
Create a new code file in Cobra that has the selections desired. In this example, project locations are to be assigned optionally to projects. Access to the code file itself by users is not required in order to assign project level codes.
Once the code file that contains the desired codes has been created in Cobra, the Sys Admin will access “Preferences” under the File menu. Then select the “Application” option.
Once the screen opens, click on the “Project Codes” tab as shown below.
In this example, a project level code is added, indicating the assignment of this code is optional. Both the Code (optional) and Code (required) selections necessitate creating a code file that is used to validate code assignments to projects, as noted above.
Once the code has been setup under “Preferences”, this code will be available to all projects, regardless of applicability to all projects. Under Project Properties on the Code Assignments tab, the Location code can be assigned using the associated ellipse. Users can assign one of the available codes to any, all or no projects as shown below.
The screen shot below is taken from the Cobra Explorer Projects tab. Note that Project level codes can easily be added to the view by right-clicking on any column and selecting from the many options.
The “Projects” view can be changed to any Project level code as shown below. In this example, the “Location” project level code has been selected. Under each code the associated projects can be viewed once the project level code has been expanded.
Once the code(s) have been assigned, certain reports can be run by those codes. In this example, the Project Cost Set report has been selected. Under “File”, a single project is selected along with a checkmark indicating other projects will also be included in the report.
On the Project Selection page, select the “Add” button.
Select those projects that have the appropriate project level code assigned.
Other projects will now appear on the selection screen in addition to the project selected on the initial report screen.
In this example, the Project level code is chosen first, then the individual projects and finally control account. Obviously, the user can select the detail desired.
The default Cost Set selections are assigned below.
The report below results from the above settings.
Another option utilizing Project level codes follows. In this case, the code will be used to filter out projects that would otherwise be visible. This can be useful where a significant number of projects are visible in Cobra, requiring unwanted scrolling in order to locate a user’s projects.
Another project code has been setup in the Preferences called Space Systems. Because the Code Optional selection has been sued, a new code file in Cobra is required to validate the codes available. The code file in this example has only one selection, but could have several.
The resultant “Projects” view would have each code rolled up, hiding the associated projects, which is an improvement over seeing each individual project. The user could then expand the project level code that relates to that users projects.
Once the new code file has been created and associated with the Project code in Preferences, it can now be assigned to projects as shown below. In the following screen shot below, Space Systems has been selected in place of the default Projects view. Now the user would only view those projects with the Space Systems code assigned.
Summary
As in most settings in Cobra, the purpose is to create necessary reporting capabilities. In this case, it is assumed that including multiple projects in a single report is useful. As stated earlier, this is available without the need to create a Master Project.
In addition to reporting, the ability to filter out projects not desired in the Projects view in the Cobra Explorer is a nice capability.
It is recommended that there be a process developed within an organization where project level codes can be created. While there is a limit to the number of project level codes that can be created in Cobra (9 in Cobra 8.5), it remains a useful tool in many cases. You, of course, can determine if this will be useful in your operation.