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WXY Ajera Documentation

Overview

This document is a guide for how WXY Studio employees and Project Managers are expected to use Ajera.

Ajera Tasks

Project Managers (PMs) are expected to use Ajera for:

Action When Includes
Project Setup At project launch Create project, link documents, add contacts, forecast staffing, add subs
Time Tracking Weekly Submit timesheets, approve others’ time on your projects
Invoicing Monthly Prepare and approve invoices
Staff Scheduling as needed Schedule staff time to your project
Expense Reimbursement as needed Submit reimbursable expense documentation

Details and instructions for these tasks are available below.

Terms

General Acronyms
PCC Project Command Center (where you control most aspects of your project)
TS Time Sheet
Project Billing Types
Marketing Projects in proposal phase – any hours logged here will bill for $0
Fixed Fee Total project fee established in the contract, typically billed by percent completion on phase/task
Time & Expense Not-to-exceed fee stated in the contract, billed by hours worked
Do not use other options not listed here
Project Status Options
Marketing in proposal phase, not yet won
Preliminary project won, work has not yet begun
Active the project is underway, staff can log hours to it
Hold do not use this status
Work Hold the project is paused, staff cannot log hours to it in TS
Billing Hold do not use this status (allows employees to log hours in TS, but no invoices to be issued)
Closed the project is done, all invoices have been paid
Budget Terms
Contract The total fee stated in the contact
Billed The amount of hours/money that has been billed to the client in issued invoices
WIP (Work-in-progress), the amount of hours/money that has been logged in TS’s but not yet invoiced
Spent The total amount of hours/money spent (Billed + WIP)

Key Contacts

Logging In

You can login to Ajera here: https://ajera.com/

Ajera only really works on Microsoft Edge. 🤮

Your username is your WXY work email.
Your password is of your own design...

Header Navigation

Some essentials and WXY custom dashboards are available on the header naviation.

Ajera Header

Some other essentials are only available when you expand the Main Menu. Don't ask me why...

Main Menu

Opening the Project Command Center, or the Schedule launches a new window.
Caught off gaurd, Edge will ask you if you feel comfortable allowing such an oddity; you do.

Open File

If it doesn't pop up in front, you can usually find those new windows in your Windows taskbar.

App Bar

Project Setup

Frequency: Once, at project launch
Responsibility: Project Manager

The following tasks should be done by the PM at project launch.

Project Setup Punchlist

  • Create Project
  • Assign Rate Table
  • Upload/Link Documents
  • Add Project Contacts
  • Setup the Manage Tab
    • Forecast Staffing
    • Add Project Phases or Tasks
  • Add sub-contractors

Task Details

Create Project

If your project had a proposal in Ajera:

  • Use the same proposal project.
  • Update the project Status from Marketing to Active in the PCC
    • Project Info tab > General tab > Status dropdown = Active
  • Update the project ID
    • Copy the project's marketing ID (M0000) to the Notes tab:
      The former marketing project ID for this project was "M0000"
    • Assign the project ID to the next available sequential Project ID number. You can find the last project number used in the Ajera web interface, at the top of the PM Projects dashboard.

If your project did not have a proposal in Ajera:

  • Create a new project from the PCC. Set the Status to Active, and assign it the next available project ID number as described above (pictured below).

Project Status

Project Notes

Use the next number as your new project's ID. Project Notes

Assign Rate Table

The settings in the Billing tab will determine how your invoices are formated, and how much each title will bill the client per hour of their labor.

  • In the PCC, under Project Info > Billing:
    • Set the Billing Type to Fixed Fee or Time and Expense, depending on the contract
      see the Terms section above if you don't know what these mean
    • Set the Rate Table
      • By default, use the Direct Cost rate table
      • Certain projects or clients use special rate tables, for example projects with NYC DOT
        If you are unsure, ask the Finance department

The basic documentation for the project should be uploaded to Ajera under Project Info>Attachments

Documents to upload include:

  • Contract + any attachments
  • Contract amendments
  • Notice to Proceed (NTP)

Add Project Contacts

Under Project Info>Contacts add contact information for:

  • Billing Contact: this is who finance will send invoices to
  • Main Point of Contact: the PM on the client side

First, check if your contact is already in Ajera and select them if they are. If they are not, add them as a new contact.