ACTION
Populate all active Proposals
NOTE
This workflow pulls from Contact & Companies or Proposal
This workflow pulls into Tracking & Invoice
TIP
Recommend you build WBSs in a Proposal first and set it to won to create Project. This provides a clear audit trail and builds your Proposal database for cloning and analytics.
A lot of the steps in Project have the same flow as Proposal
How to create Project
Navigate to Proposal
Select ‘Proposal’ via the blue menu bar on the left of the screen
Set Proposal to won
Find the required Proposal and click the status and reallocate to won
A Project is now created, with the same proposal sequential number, the budget is auto populated in Project Dashboard tab and full WBS breakdown auto populated in Project Management Tab.
The Proposal Index status will be updated to won and Project Index will have a new entry with active status
OR Navigate to Project
Select ‘Project’ via the blue menu bar on the left of the screen
Create Project
Click the ‘Create Project’ button and Input details
Click ‘Create’
‘Company’ and ‘Contact’ pulls from the Companies database. If either is missing you can do a quick add by selecting ‘add company’ and ‘add contact’ under the drop down menu
‘Contract’ pulls from the Contracts database. If missing, go to Contracts and create new
Project will now be logged in Project Index as Active
On the Project Index you can search by title or reference or Filter based on preset filters Company, Office, Manager, Type and Status
A Project can be viewed by selecting the Project record or view on the 3 dots
A Project can be added (or removed) from the dashboard (main page) on the 3 dots
How to create Work Package Series, Work Packages and items for each Work Package
Navigate to ‘Work Breakdown’ from white horizontal submenu
Follow the same steps as ‘Build Work Breakdown Page’ for Proposal
How to add incoming Purchase Order (PO)
Navigate to Finance > Incoming PO section
Within a Project, navigate to ‘Finance’ from white horizontal submenu
From within Finance select ‘Incoming PO’
Create Incoming Purchase Order
Click ‘Create Incoming Purchase Order’ button
Provide details including PO Number, Value and Start and End Date
Select ‘Create’
Invoices cannot be raised unless PO is entered here
How to add Payment Schedule
Navigate to Finance > Payment Schedule
Within a Project, navigate to ‘Finance’ from white horizontal submenu
From within Finance select ‘Payment Schedule’
Create Payment Schedule
Define the ‘Invoice forecast’ for the duration of the project
If Milestones pulled from proposal, edit to allocated ‘planned date’
The ‘milestone’ column in invoice forecast will auto populate
The months displayed are auto populated from the duration of project taken from Work breakdown details tab - and can be edited there
How to assign Resources to Work Packages
Navigate to Resources
Within a Project, navigate to Resources from white horizontal submenu
Assign Resources
Select the appropriate section Team/Equipment/Software
Select the appropriate Work Package and then assign resources from the available dropdown
For team resources assign team member or members and click ‘Update’
For Equipment and Software Resources add assets available from the Contract Rate Table (linked to the contract)
Users personal timesheet will now have access to book against the Project for the specific Work Package and rate they were tagged to
Assets can now be allocated to the Projects through the Tracking
How to review Project Progress
Navigate to Work Breakdown
Within a Project, navigate to ‘Work Breakdown’ from white horizontal submenu
From within Work Breakdown select the Work Package you want to record progress
Review Project Budget
On the selected Work Package go to the ‘Budget’ tab on the right
View for every Cost Category a real-time snapshot of the project with comparison of Budget, Invoiced, WIP and balance along with current margin for this cost category
The graph below the table is dynamic and will be adjusted against cost entries over time
Record Project Progress
On the selected Work Package go to the ‘Progress’ tab on the right
Click ‘+’ button on the Progress Speedometer
Record percentage Progress over time to view the Project Progress graph
The data range on the graph is dynamic and will be adjusted against date entries
Review Project Deliverables
On the selected Work Package go to the ‘Deliverables’ tab on the right
Report on Project Progress on Deliverables for each Work Package by changing the Percentage Complete toggle
Any Deliverables marked as 100% complete the status will automatically be changed to Status ‘Done’
The status of Deliverables not marked as 100% complete will be tracked against Due Date and automatically Status changed to ’On Time’ or ‘Late’
Update Project Plan
On the selected Work Package go to the ‘Plan Data’ tab on the right
Adjust the Project Plan based on weekly % completion for the duration of the Project based on 3 different metrics being Early / Planned / Late Project Progress
For this functionality to work Start and End Date of the Project should be available on the Work Package selected
How to manage Variations
Navigate to Variations
Within a Project, navigate to ‘Work Breakdown’ from white horizontal submenu
From within Work Breakdown select ‘Variations’
Add a new Variation
From within a Project click ‘Create Variation’
Input Name and click ‘Create’
Create Revision of Existing Work Packages
Navigate to the 3-dots on the right of the Work Package and select “Create Revision”
Input changes on scope, input, deliverables and revisions cost items in the Work Package (as applicable) and update start and end date if changed
Select Update and repeat for all Work Packages (as applicable)
Create New Work Packages
You can also add a new Work Package related to the Variation by clicking ‘Add Work Package’
Input title prepared by, scope, input and deliverables (as applicable) and add start and end date if known
Select Add and repeat for all Work Packages (as applicable)
Variation numbering can be adjusted in Admin Console (Admin only)
To every Work Package under a Variation all cost items can be added such as Team Resources, Equipment Resources, Software Resources, Expenses, Purchase Costs and Markups
The effect a variation has on hours, cost items, margins and Total are shown in the summary section of the Project on the left of the screen
Within a Variation you toggle between showing all work packages or only those applied for an individual Variation
When a variation is created the status by default is ‘Draft’. While preparing, submitting and seeking internal / external approval the status may be updated
How to review Project Controls
Navigate to Project Controls
Within a Project, navigate to ‘Project Controls’ from white horizontal submenu
Review Schedule
From within Project Controls select ‘Schedule’
Select the report date against which you would like to review Project Progress
Review actual progress against planned progress using the Earned Value Method and identify variances
Colour coding of the indices and variances allows for easy identify of good performance (green) and poor performance (red)
A graphical view of actual vs. planned and forecast is available using schedule (% completion) and revenue (monetary value)
In the GANTT chart at the bottom of the screen, each work package and it’s progress status is displayed along the timeline of the project so individual work packages can be compared and identified which are ahead or behind plan
Review Data
From within Project Controls select ‘Data’
Select the report date against which you would like to review Project Data
All project data including metrics, indices and projected forecast are available herein
Toggle between individual metrics including resources, progress, forecast, cost, revenue and margin
The project data can be exported to MS Excel for detailed analysis and reporting as required
How to manage Project Files
Files from another sources related to the Project can uploaded and all files for the Project can be accessed via Proteus
New Folders can also be created as required