Project Management Documentation
A new project can be created with the following link: Main Menu>>Projects and selecting the menu item Projects and New Project
The following entry screen appears:
The required entry fields are indicated with a red dot. Enter the name of the project, a project number, customer and start and finish time.
Different resources can be allocated to the projects. These resources can be persons and machine/equipment resources.
Note: Resources are configurable with the following link:
Main Menu>>Services>>Planning>>Resources
Select New Resource:
Resources can be persons and/or Machines. Skill levels, Product Categories, Regions can be defined for resources ( person ) and can be used to define selection criteria when operators or technicians require a specific skill, trained for a specific category of machines, or can only work in a specific region.
Once the resources are defined, they can be attributed to a specific project:
For this project we selected an excavator as one of the resources to be used. The start and end date of the project has to be entered. Input data can be edited by selecting the Edit Button in the left corner of the screen. The status of projects can be updated via the status selection field:
The status can be In progress, Completed, Canceled
For each project different milestones can be created. Milestones are defining important stages in the project. Milestones can be created under the project via the ADD Milestone function:
For each milestone planned and actual start and finish dates can be entered.
Each Milestone can have the following status:
For each milestone important documents can be uploaded
and relevant documentation can illustrate the status of the milestone. These documents can be in the form of pictures, PDF or worksheet files and can be categorized and uploaded from your computer.
This feature allows adding comments related to the milestone. These comments can be addressed to other users of the system and will appear in the message center.
The messages will appear in the message center and a notification will appear on the envelop sign on the top of the screen of the assigned person
To view all messages go to Main Menu>>Messaging
Tasks lists can be added to a project with the following link Projects>>Task lists
Selecting the Task Lists option will show the following screen:
Task lists are used to record specific tasks under the same heading and these tasks can be categorized under a specific project milestone. Tasks can be repetitive for certain activities in a project and for that purpose task list templates can be pre-configured to speed-up the entries.
These templates listing a combination of certain tasks can be configured so that they can be used during the creation of tasks in a task list. All the task under the task list are displayed and can be reviewed by selecting the tasks rows.
Specific tasks will either come from the Task list template or can be added manually by clicking the Task menu option in the project menu
For every task a resource available in the project can be assigned and different status indicators, start and stop times can be configured:
The fields indicated with RED dots are compulsory fields.
Estimated start date and close date, planned hours can be entered and the closing date can be updated. The system will calculate the open days of the task. Every task can be assigned to a resource. Assignee resource can trigger a notification or email to be sent to assignee.
Progress % can be updated during the duration of the task and will show in the Gantt Chart
Under every task, documents, messages, and Emails can be created and stored.
Task list templates can be created via the Settings menu in the project menu.
For each task lists a list of repetitive tasks can be configured
These templates can be used to speed-up the entrees of identical task lists in a project.
In case the starting time of one task depends on the finishing time of a previous task, dependencies can be configured.
The delay days field can be used to indicate the time between the finishing date of the previous task and the starting date of the next one. If no delay is considered the entry can be 0. These dependencies will also show in the project Gantt Chart
Estimated and actual cost item tracking codes can be created for each project and also for the milestones within that project.
Cost tracking codes can be created by selecting New Tracking Category in the estimated cost tracing code field. This will lead you to an entry screen:
The fields indicated with a RED dot are mandatory fields. The type field indicates where you would like to show this tracking code during the recording of payable invoices, which can be a primary or secondary field in the invoicing screen. It is also possible to create sub-tracking codes referring to a parent tracking code.
Example: We created a project main estimated tracking code for Minking, Kalay-002 project.
A sub tracking category can be created as follows:
Go to the main estimated cost tracking category of the project which can be accessed via the Settings Menu of the accounting module and select the parent tracking category:
You will be able to add Sub Tracking Categories and tracking Entrees from the following entry screen. In case the currency of the expenses or income are in a different currency as the default currency, the right currency in the currency field need to be selected
Tracking entrees are created by using the Add button. This will show the following entry screen:
The Tracking category shown reflects the parent category of the tracking entree. Cost items can be entered directly by using the description field and entering the cost amount of the item.
ATTENTION: Use negative amounts for cost, positive amounts for income
Cost items can also be entered using the product field. Products can be created for fuel consumption cost, labour, or any other costs which can be defined in the product table.
Example: In the following example a service product for a Site supervisor monthly charge was created in the system. Selecting this product item and entering the number of months will automatically add the standard cost of this item as a negative amount
All sub tracking categories will list the tracking code entrees related to this tracking category and the tracking balance of all entrees is shown:
The Project will list all tracking categories and the balance is shown in the project:
3.2.1 Creating of parent and sub category tracking categories
In the costing tab of the project a parent tracking category for actual cost can be created:
The entry of subcategories is following the same flow as for estimated costs.
These tracking code or accounts can be used in all related costing transactions, when transactions are posted so that cost is allocated to the correct tracking category.
The balance of the tracking codes will be summarized in the project cost header.
Rental items can be allocated to a specific project by selecting the project in the entry screen of the rental order
The rental order will be displayed under the project:
and all associated costs to this rental order will be transferred to the project:
Service jobs can be allocated to a specific project by selecting the project in the service order
The service order will then be placed under the related project:
When the tracking code of the project is entered in the service order costing sheet, the related cost will be transferred to the project:
Work time can be added to the project by clicking Work Time Add under the project
In the the entry screen the resource can be selected and allocated to the project and actual Hours and Billable hours can be entered.
The project reports can be accessed via the Reports Menu in the Project module:
The project Gantt Chart displays the different Projects, Milestones, Task Lists, Task, Dependencies in a timeline. A drag and drop feature is available
With the search fields specific projects or tasks can be shown depending on the criteria selected. You can select one project or several projects or specific milestones or task lists.
Under the search criteria fields you have some buttons to move up or down tasks in the hierarchy or sequence. The chart can also be zoomed in and out depending on the details to be seenOn the left side the Projects, Milestones, Task lists and Tasks are listed.
The vertical lines can be moved sideways to show more details:
Dependencies between tasks can be created as indicated below;
When dependencies are entered the starting date of one task will depend on the finish time of another task. Moving the primary task will automatically change the depending starting time of the other task.
7.2 Project Profit Report
The project profit report can be accessed from the Reports section in the Project module:
