Projects
The Project Management module enables the Project Managers to define customers, create projects, task lists, and task activities for an organization. It is a flexible tool that supports handling of complete project management tasks. You can also configure project estimation details, time sheet configuration details, and mail configuration details.
Creating a New Project
The New Project feature enables project managers to create a new project and specify the details of the project such as project name, customer name, start and end date, billable type, and so on. You can also define estimation, time sheet, and mail notification configuration details for a project.
To create a new project, perform the following steps.
- Navigate to Project > User > Projects > New Project.
Figure: Project page
2. The Project Template needs to be selected before proceeding.
Figure: Project Template.
For further information on the Project Template, refer the field description table below.
Field | Description |
|---|---|
General | Choose the template to create a new Project without a Template. |
Import Microsoft Project | Specify the option when the Project must be imported from Microsoft Project. |
Import Excel Project | Specify the option when the Project must be Imported from Excel. |
Copy from Existing Project | Choose the option if an existing Template has to be chosen for creating the Project. |
3. When the General Template is chosen, the Project Details page is displayed.
Figure: Project Details
4. On the Project Details page, enter the required details.
For more information about the fields and icons on the Project Details page, refer the table below.
Field | Description |
|---|---|
Project Name | Enter a unique name of the project. |
Project Code | Enter a unique Code for the project. |
Customer | Specify a Customer name from the lists the configured customer names that are added using Common Masters feature. Select a customer name under which you want to create a project. |
Department | Choose the Department for which the Project is being created. |
Status | Lists the Project Stage options as: · Not Started: Indicates that the project is not yet started. · In Progress: Indicates that the project activities have been started and in progress. · Deferred: Indicates that the project is on hold. · Cancelled: Indicates that the project is cancelled permanently. · Released: Indicates that the project is in release cycle. · Closed: Indicates that the project is completed.
Select any one of the options from the list box based on the stage of the project. |
Planned | Specify the planned date for the project. You can also click the Calendar icon to select an appropriate date. |
Actual – Need to check | Specify the Actual date for the project. You can also click the Calendar icon to select an appropriate date. |
Classification | Choose from the drop down menu if the Project is Billable or Non Billable. |
Project Manager | Enter the name of the Project Manager concerned for the Project. |
Location | Choose the Location from the drop down menu. |
Cost | Specify the cost of the Project and the currency. |
Man Hours | Enter the required Man Hours estimated for the Project. |
Process Model | Choose the Process Model from the drop down Example: Agile or Waterfall |
Description | Give a brief description of the Project. |
Active | Enable the Active checkbox. |
Modifying Project Details
The Project List feature allows the Project Manager to Modify the Project details. To Modify Project Details, perform the following steps.
- Navigate to Project > User > Projects > Project List.
Figure: Project List page - The existing list of configured projects are displayed.
- Click the Project Name link to view the details of the Project.
Figure: Project Details page
- Click the icon
to Edit/Modify the Project Details.
The project details are updated, and the following message is displayed: Successfully updated the project details.
Copying Project Details from Existing Projects
The Copy from Existing Project feature enables the project managers to copy project details from an existing project. You can use this option when you feel you have to make similar data entries for a project or when you are creating multiple projects for the same customer.
To copy project details from an existing project, perform the following steps.
- Navigate to Project > User > Project > New Project.
- Choose the General Template from the Template list.
- The Project Details list is displayed as given below.
Figure: Copy icon on Project Details page
4. Choose the highlighted icon to copy the details of an existing Project.
Figure: Copy Project
5. Double click the Project Name and the details will be added on to the Project Details page.
Viewing Project List
The Project List feature enables you to view the all the projects that are created for various customers.
To view the Project List, perform the following actions.
- Navigate to Project > User > Projects > Projects List.
- On the Project List page, enter the search criteria to filter the project list, if required.
Note: By default, the projects with In Progress stage and Active status are displayed on this page.
Figure: Project List Page
For more information about the fields and icons on the Projects List page, refer the field description table below.
Field | Description |
Delete | The check box which can be enabled to delete the project. |
Project Code | The unique code for each Project. |
Project Name | The name of the Project specified while creating the Project |
Customer | The Customer for whom the Project has been created. |
Start Date | The Start Date of the Project specified while creating the Project |
End Date | The End Date of the Project specified. |
Project Classification | The classification based on whether the Project is Billable or Non Billable. |
Project Manager | The Project Manager assigned to the specific Project |
Status | The stage at which the Project is currently. |
|
|
Filter Icon | The Filter Icon can be used to filter the Project list on the basis of the specified criterion. Example: Customer, Department, Status.
|
Configure Columns | Choose the option to remove columns from the List view. |
Add New | Specify the option to create a new Project. |
Delete | Choose the option to delete the selected Project. |
Export to Excel | Choose the option to Export the Project details to Excel. |
Export All | Specify the option to Export all the listed Projects to excel. |
Field | Description |
Delete | The check box which can be enabled to delete the project. |
Project Code | The unique code for each Project. |
Project Name | The name of the Project specified while creating the Project |
Customer | The Customer for whom the Project has been created. |
Start Date | The Start Date of the Project specified while creating the Project |
End Date | The End Date of the Project specified. |
Project Classification | The classification based on whether the Project is Billable or Non Billable. |
Project Manager | The Project Manager assigned to the specific Project |
Status | The stage at which the Project is currently. |
Filter Icon | The Filter Icon can be used to filter the Project list on the basis of the specified criterion. Example: Customer, Department, Status.
|
Configure Columns | Choose the option to remove columns from the List view. |
Add New | Specify the option to create a new Project. |
Delete | Choose the option to delete the selected Project. |
Export to Excel | Choose the option to Export the Project details to Excel. |
Export All | Specify the option to Export all the listed Projects to excel. |
Managing Tasks
The New Task feature enables project managers to create tasks for the projects. Using this feature you can add, modify, and delete tasks for a project.
You can perform the following tasks using New Task feature:
- Creating a New Task
- Creating Child Task
- Rename
- Deactivate
- Edit Task
- Edit Activities
- Add Activity
Figure: Project Task Creation
Creating a New Task
To create a new task, perform the following steps.
- Navigate to Project > User > Projects > Project List.
- Select the Project
- On the left pane under Task List, Enter the task name.
- Right click on the Task to get more options.
Figure: Task pane
The following actions can be performed using the Task List.
Field | Description |
|---|---|
Create Task | The user can create a Task using the control |
Create Child Task | The user can create a Child Task under specific Tasks. |
Rename | The Task can be Renamed using this feature. |
Deactivate | The Task can be deactivated using this control. |
Edit Task | This feature helps to Edit Task. |
Edit Activities | Activities can be Edited using this control. |
Add Activity | A new Activity can be added to a Task/Sub Task. |
Creating a Child Task
A child task is created as a Sub Task to the existing Task. To configure the child task, perform the following steps.
- Navigate to Project > User > Projects > Project List.
- Select the Project.
- Under the Task list, right click on a Task.
- Click Create Child Task
- A Child Task gets created under the main Task.
Creating an Activity
A child task is created as a Sub Task to the existing Task. To configure the child task, perform the following steps.
- Navigate to Project > User > Projects > Project List.
- Select the Project.
- Under the Task list, right click on a Task.
- Click Add Activity
- A new Activity gets created under the main Task and the following window is displayed.
- Fill in all the required fields and SUBMIT.
- The Activity gets created under the Task.
Figure: Add Activity
For more information on the Add Activity fields, refer the table below.
Field | Description |
|---|---|
Description | Enter a brief description of the Activity planned. |
Priority | Specify the Priority from the drop down menu. |
Is Billable | Enable the checkbox if Billable. |
Owner | Specify the Owner of the Activity. |
Status | Choose the Status from the drop down menu. |
Planned | Select the planned dates. |
| Select the Actual dates. |
Assignee | Search the Assignee and it get added to the field below. |
Man Hours Planned | The field gets auto populated based on input. |
Actual Hours | Enter the Actual hours. |
Planned Activity Cost | Specify the Planned Activity Cost |
Planned Resource Cost | Enter the Planned Resource Cost |
Planned Total | The Total value gets auto populated. |
Actual Activity Cost | Specify the Actual Activity Cost |
Actual Resource Cost | Enter the Actual Resource Cost |
Actual Total | The Total value gets auto populated. |
Attachment | Add an attachment as required. |
The following additional functions can be performed on the Project page using the icons below. For more information, refer the field description table below.
Field | Description |
|---|---|
Milestone List | Choose the icon to display the Milestone List. |
Gantt Chart | Select the icon to display the Gantt Chart. |
Project Overview | Specify the icon to see the Project Overview. |
Time Sheet Overview | Choose the icon for the Time sheet overview. |
Import Project Excel | Select the icon for Importing the Project to Excel. |
Filter By | Select the icon to Filter the activities. |
Sort By | Select the icon to sort the activities. |
List View | Choose the icon for the List view of activities. |
Table View | Select the icon for Table view of activities. |
Edit | Select the icon to Edit the activities. |
Actions | Choose the icon to select the actions required. |
On the ACTIONS tab, the following icons are available
CONFIGURATIONS
The Project Configuration action gives an overview of the Service Window of the Project and the resource configuration. For more details on Project Configuration, refer the table below.
Figure: Project Configuration
Field | Description |
Estimation Configuration | |
No of hours per day | Specify the number of hours for each day. |
Exclude Weekends | Enable the checkbox for weekends according to the location. |
Exclude Holidays | Enable the check box to exclude Holidays. |
Enable Time Interval | Enable the check box for Time Interval. |
Holiday Calendar | Specify the location for the Holiday Calendar |
Time Sheet Configuration | |
Time sheet effort to be overridden | Enable the checkbox if the Time sheet has to be overridden |
Actuals calculated by | Choose if the Actuals are calculated on the basis of Time sheet or entered manually. |
Log Time sheet level | Choose from the dropdown the basis of which time sheet is logged. |
Time sheet Approver | Choose the Approver from the dropdown menu. |
PM Time sheet Approver | Choose the Approver for the Project Manager. |
Mail Notification | |
Daily Reminder to Project Resources | Enable checkbox for Daily Reminder to Project Resources |
Behind Schedule Reminder to Project Manager | Enable checkbox for Behind Schedule Reminder to Project Manager |
Weekly Reminder to Project Manager | Enable checkbox for Weekly Reminder to Project Manager |
Additional Information | |
Cost Centre | Choose the Cost Centre from the dropdown menu. |
Rate Card | Choose the Rate Card from the drop down menu. |
Is SOP Project | Enable the checkbox if SOP Project. |
ATTACHMENTS
Projects with attached documentation can be uploaded using this feature. Here the documents can be attached with a basic description of the documents.
Figure: Project Attachments
BUDGET
The Project Budget can be configured using this feature. Here the Type can be selected as Secured or Committed. For a Committed Project, the cost and the manhours can be added to it. For a Secured Project, the Purchase Order details along with cost and effort have to be logged.
Figure: Secured Budget
Figure: Committed Budget
COMMUNICATION
This option enables communication directly to the resources configured for the Project. The message can be added to the communication body along with the subject. There is a provision to add attachments also to the communication.
Figure: Project Communication
COMMUNICATION HISTORY
This feature gives an overview of the communication initiated for the project with timelines. This helps the user get a better understanding of the discussions related to the project.
SHOWLIST
This feature helps to navigate to the Project List Page. For further information refer Project List page.
BASELINE
The Project Baseline refers to a reference point or starting point that helps measure and compare progress, performance, or changes over time. This feature helps to view the existing Project Baseline or create a new Baseline.
Figure: Project Baseline
REVIEW SCHEDULES
Review Schedules are organized to track the progress of the Project. They help in estimating timelines and understanding Project requirements and dependencies.
Figure: Review Schedule
REQUIREMENTS
This feature helps to understand Project requirements and add new requirements to the existing Project. They can be prioritized for completion within the Project timelines.
Figure: Project Requirements
ISSUES
Issues denote critical aspects of the Project that affect its completion. This feature can also be used to add issues to the Project.
Figure: Project Issues
RISK
Risk implies the existing risks faced by the Project. They can also be used to add new risks to the existing Project.
Figure: Project Risk
SUMMARY
A concise overview of the Project highlighting its achievement, key learnings, takeaways, best practices, organizational benefits including monetary etc.
Figure: Project Summary
FEEDBACK
The option to provide feedback regarding the Project with it benefits, learnings, the positive and negative aspects is provided in this option.
Figure: Project Feedback
Project Feedback Form
The Project Feedback Form provides an option to choose the Project and provide feedback regarding its positive and negative aspects, along with its key takeaways and learnings.
Configure Project Feedback Form
- Navigate to Project > User > Projects > Project Feedback Form.
- Choose the Project from the dropdown menu.
Figure: Project Feedback Form
Activity List
The Activity List provides an overview of the activities assigned to the particular user. It gives a birds eye view of the activities assigned along with their Project, the Planned and Actual dates and Activity Status in percentages.
Configure Activity List
- Navigate to Project > User > Projects > Activity List.
- The list of Activities assigned can be viewed.
- On the ACTIONS panel, there is an option to Export to Excel.
Figure: Activity List
Document Repository
Electronic files and documents are saved, arranged, and managed centrally in a document repository, commonly referred to as a document management system (DMS) or document storage system. It offers a controlled environment that is safe for document storage, access, and sharing within an organization.
It can be searched based on Customer/Project or specific Dates.
Configure Document Repository
- Navigate to Project > User> Projects > Document Repository.
- Enter the below mentioned details to filter the search.
Figure: Document Repository Filter
3. The subsequent page displays the Project details.
Project Invoice
A project invoice is a document that lists the costs and financial information related to a particular project. It acts as a demand letter to a client or customer for payment for the products or services delivered as part of the project.
Configure Project Invoice
- Navigate to Project > User > Projects > Project Invoice.
- Enter the Project specific details as per the screen below.
Figure: Filter for Project Invoice
3. The subsequent pages will display the configured resources with their costing.
Figure: Project Invoice
Project Review Feedback
Feedback from project reviews is a useful technique for evaluating a project's performance and results. It offers a chance to acquire information, pinpoint areas for improvement, and come to wise conclusions regarding next projects.
A list of the feedback provided for Project Review is displayed.
Configure Project Review Feedback
- Navigate to Project > User > Projects > Project Review Feedback.
- The subsequent page displays the list of Project Reviews
Product Backlog
A product backlog is a prioritized list of features, requirements, and improvements that specify the work that has to be done on a product. It functions as a living document that encapsulates stakeholder requests, customer needs, and suggestions for product enhancements.
Configure Product Backlog
- Navigate to Project > User > Projects > Product Backlog.
- Enter the required fields as shown below.
Figure: Project Review Feedback