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.

The following topics are covered under Project.

New Project

Modifying Project Details
Copying Project Details
Viewing Project List
Managing Tasks
Creating Tasks
Creating a Child Task
Creating Activity
Configuration
Attachments
Budget
Communication
Communication History
Show List
Baseline
Review Schedules
Requirements
Issues
Risk
Summary
Feedback

Project List

Project Feedback Form

Document Repository

Activity List

Project Invoice

Project Review Feedback

Product Backlog

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.

CUSTOM ATTRIBUTES

The following custom attributes have been added to the Project configuration.

Figure: Project Custom Attributes 1

Figure: Project Custom Attributes 2

Figure: Project Custom Attributes 3

For more information, refer to the table below.

Field	Properties
Autofill	Click Autofill to add a field where there is an option to automatically fill the form fields or input fields with previously provided data or suggestions. Type in the required values for the following properties:
Check Box	Click Check Box to create a check box field. Type in the required values for the following properties:
Date	Click Date to add a date field. Type in the required values for the following properties:
Drop-down	Click Drop-down to create a drop-down field. Use this field to add an attribute for which the user needs to select from multiple available options. Type in the required values for the following properties:
E-mail	Click E-mail to add a field for entering e-mail ids. Type in the required values for the following properties:
File	Click File to add a field where files can be added. Type in the required values for the following properties:
Form Templates	This section displays all the saved Form Templates. Drag and drop a Form Template to add a group of fields to the Form.
Formula	Click Formula to add a field where a formula can be provided. For example, Average Cost.
Group	Click Group to create a group under the tab. Use this to group related fields.
Group Templates	This section displays all the saved Group Templates. Drag and drop a Group Template to add a group of fields to the Form.
Label	Click Label to add a field to label field. Type in the required values for the following properties:
Multivalued dropdown	Click Multivalued dropdown to add a field where multiple options can be provided.
Number	Click Number to add a number field. For example, Maximum Approvals Required.
Price	Click Price to add a field where prices can be added. For example, Project Cost.
Radio Button	Click Radio button to make a single selection from a set of mutually exclusive options.
Search	Click Search to add a field where user can be searched. Type in the required values for the following properties:
Text/ Text Area	Click Text to create a text box field. Click Text Area to create a text box field that allows more characters compared to text box field. For example, for User Name, use Text and for User Comments, use Text Area.
User Search	Click User Search to add a field where user can be searched.
Website	Click Website to add a field where website urls can be added.

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

For more information, refer to the table description below.

Field	Properties
Type	Specify from the drop-down menu if the type is secured or committed.
Cost	Enter the cost specified for the Project.
Effort Hours	Choose the effort hours planned for the Project.
PO Number	Enter the PO number for the Project.
PO Item Number	Specify the PO Item number.
PO Received	Enter the PO received details.
PO Approved	Specify if the PO is approved.

Figure: Committed Budget

For more information, refer to the table description below.

Field	Properties
Type	Specify from the drop-down menu if the type is secured or committed.
Cost	Enter the cost specified for the Project.
Effort Hours	Choose the effort hours planned for the Project.

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

Field	Properties
Resource	Select the resource to which the communication is sent.
Subject	Mention the subject line for the communication.
Body	Enter the body of the mail to be sent.
Attachment	Provide the necessary attachments.

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

Field	Properties
Baseline Name	Provide a name for the Baseline.
Remarks	Mention the remarks required.

PROJECT SCHEDULES

Project Schedules are organized to track the progress of the Project. They help in estimating timelines and understanding Project requirements and dependencies.

Figure: Review Schedule

Field	Properties
Subject	Provide a subject line for the review schedule.
Agenda	Specify the agenda for the review schedule.
Remarks	Enter any remarks if any.
Attendees	Enter the required attendees for the review schedule.
Select Attendees	The selected attendees will reflect in this field.
Review Date	Schedule the review date for the Project with the starting and ending time.
Occurs every month	Check the box if it needs to occur every month.
Send Email to Attendees	Check the box if any email to the attendees.

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

Field	Properties
Requirement	Provide the requirements of the Project in a brief manner.
Description	Enter a brief description of the requirement.
Status	Specify the status if the requirements if they are pending, achieved or removed.
Owner	Type in the owner of the project.
Priority	Choose the priority levels.
Assigned to	Specify the person to whom the requirement is assigned.
Estimated to (hours)	Enter the estimated hours for completing the requirement.
Type	Choose the requirement from the dropdown if it is functional, technical, security or UI/UX

ISSUES

Issues denote critical aspects of the Project that affect its completion. This feature can also be used to add issues to the Project. For more information, refer to the table description below.

Figure: Project Issues

Field	Properties
Issue	Provide an overview of the issue, existing/new faced by the project.
Effect on Project	Give a detailed description of the effects of those issues on the project.
Status	Choose from the dropdown menu if they are active or closed.
Date Identified	Specify the date on which the issue was identified.
Impact	Choose the impact levels from the drop-down menu.
Due Date	Provide a due date on which the issue will be tentatively fixed.
Owner	Choose the owner to be assigned for the issue.
Estimated cost	Provide an estimated cost for resolving the issue.
Actions	Provide a detailed information on the actions undertaken to mitigate the risk.
Remarks	Provide any remarks additionally.

RISK

Risk implies the existing risks faced by the Project. They can also be used to add new risks to the existing Project. For more information, refer to the table below.

Figure: Project Risk

Field	Properties
Risk	Provide an overview of the risks, existing/new faced by the project.
Effect on Project	Give a detailed description of the effects of those risks on the project.
Status	Choose from the dropdown menu if they are active or closed.
Date Identified	Specify the date on which the risk was identified.
Probability	Specify the probability of its occurrence from the drop-down menu.
Impact	Choose the impact levels from the drop-down menu.
Severity	The severity is auto calculated based on the inputs in probability and impact.
Owner	Choose the owner to be assigned for the risk.
Triggers	Give a detailed account of the Triggers for the risk.
Actions	Provide a detailed information on the actions undertaken to mitigate the risk.

SUMMARY

A concise overview of the Project highlighting its achievement, key learnings, takeaways, best practices, organizational benefits including monetary etc. A project summary is a brief, high-level description of a project. It is also known as a project overview or project synopsis. It provides a succinct summary of the main features, purposes, and goals of the project.

Figure: Project Summary

Field	Properties
Executive Summary	An executive summary for a project management report or proposal serves as a concise overview of the project, its objectives, key stakeholders, and the anticipated outcomes.
Key Learnings	Key Learnings in Project Summary provides a brief but informative overview of the essential lessons and insights gained during the execution of a project.
Best Practice	Best Practice outlines the successful strategies, methods, and approaches employed during a project that can serve as a model for future projects.
Skill requirements	Skill requirements help ensure that the right team members are selected, and appropriate resources are allocated.
Dependency	Dependencies are tasks, activities, or conditions that must be met or resolved before other project activities can proceed.
Other Remarks	Any other remarks that could be useful for the future.
Organizational Benefits	Organizational benefits realized upon the successful completion of the project need to be clearly outlined. Highlighting these benefits helps stakeholders understand the project's strategic value and its positive impact on the organization.
Monetary Benefits	The monetary benefits or financial impacts that will result from the successful completion of the project need to be clearly outlined.

The following custom fields can be configured from the Project Summary

Figure: Project Summary Custom Attributes

Field	Properties
Autofill	Click Autofill to add a field where there is an option to automatically fill the form fields or input fields with previously provided data or suggestions. Type in the required values for the following properties:
Check Box	Click Check Box to create a check box field. Type in the required values for the following properties:
Date	Click Date to add a date field. Type in the required values for the following properties:
Drop-down	Click Drop-down to create a drop-down field. Use this field to add an attribute for which the user needs to select from multiple available options. Type in the required values for the following properties:
E-mail	Click E-mail to add a field for entering e-mail ids. Type in the required values for the following properties:
File	Click File to add a field where files can be added. Type in the required values for the following properties:
Form Templates	This section displays all the saved Form Templates. Drag and drop a Form Template to add a group of fields to the Form.
Formula	Click Formula to add a field where a formula can be provided. For example, Average Cost.
Group	Click Group to create a group under the tab. Use this to group related fields.
Group Templates	This section displays all the saved Group Templates. Drag and drop a Group Template to add a group of fields to the Form.
Label	Click Label to add a field to label field. Type in the required values for the following properties:
Multivalued dropdown	Click Multivalued dropdown to add a field where multiple options can be provided.
Number	Click Number to add a number field. For example, Maximum Approvals Required.
Price	Click Price to add a field where prices can be added. For example, Project Cost.
Radio Button	Click Radio button to make a single selection from a set of mutually exclusive options.
Search	Click Search to add a field where user can be searched. Type in the required values for the following properties:
Text/ Text Area	Click Text to create a text box field. Click Text Area to create a text box field that allows more characters compared to text box field. For example, for User Name, use Text and for User Comments, use Text Area.
User Search	Click User Search to add a field where user can be searched.
Website	Click Website to add a field where website urls can be added.

FEEDBACK

The option to provide feedback regarding the Project with it benefits, learnings, the positive and negative aspects is provided in this option. The input, viewpoints, and data offered by people or stakeholders participating in or impacted by a project are referred to as project feedback. The purpose of this feedback is normally to assess the project's quality, outcomes, and progress.

Figure: Project Feedback

Field	Properties
Positives	Provide positive feedback in a project evaluation or feedback session is essential for recognizing and reinforcing the strengths and achievements of the team and individuals involved.
Negatives	Specify constructive feedback and addressing areas of improvement in a project evaluation is crucial for continuous growth and improvement.
Learnings	Provide information on lessons learned or key takeaways from the project. Learning from both successes and challenges is essential for continuous improvement in project management.
Remarks	Any other remarks to be specified.

The following custom fields can be configured from the Project Feedback

Figure: Project Feedback Custom Attributes

Field	Properties
Autofill	Click Autofill to add a field where there is an option to automatically fill the form fields or input fields with previously provided data or suggestions. Type in the required values for the following properties:
Check Box	Click Check Box to create a check box field. Type in the required values for the following properties:
Date	Click Date to add a date field. Type in the required values for the following properties:
Drop-down	Click Drop-down to create a drop-down field. Use this field to add an attribute for which the user needs to select from multiple available options. Type in the required values for the following properties:
E-mail	Click E-mail to add a field for entering e-mail ids. Type in the required values for the following properties:
File	Click File to add a field where files can be added. Type in the required values for the following properties:
Form Templates	This section displays all the saved Form Templates. Drag and drop a Form Template to add a group of fields to the Form.
Formula	Click Formula to add a field where a formula can be provided. For example, Average Cost.
Group	Click Group to create a group under the tab. Use this to group related fields.
Group Templates	This section displays all the saved Group Templates. Drag and drop a Group Template to add a group of fields to the Form.
Label	Click Label to add a field to label field. Type in the required values for the following properties:
Multivalued dropdown	Click Multivalued dropdown to add a field where multiple options can be provided.
Number	Click Number to add a number field. For example, Maximum Approvals Required.
Price	Click Price to add a field where prices can be added. For example, Project Cost.
Radio Button	Click Radio button to make a single selection from a set of mutually exclusive options.
Search	Click Search to add a field where user can be searched. Type in the required values for the following properties:
Text/ Text Area	Click Text to create a text box field. Click Text Area to create a text box field that allows more characters compared to text box field. For example, for User Name, use Text and for User Comments, use Text Area.
User Search	Click User Search to add a field where user can be searched.
Website	Click Website to add a field where website urls can be added.

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

Figure: Project Review Feedback

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: Product Backlog

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