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The next parts explain some of the core concepts of this module. For a complete overview of using this module see: Project management module for users
1.1 Project and project phase templates
Project templates allow users to quickly create a new project based on a project template with relevant project phases pre defined. For example, if a renovation project always or usually consists of 10 main project phases and each of the main project phases have 4 sub phases, it will be a hassle to create every project’s main and sub phase over and over again for each new project. A project template can be created for this “type“ of project. When a new renovation project needs to be created, a renovation project template (with all project phases pre defined) can be used to create the new project, where all project (sub) phases from the project template are taken over to the new project.
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New project (a new empty project needs to be manually entered)
New project from template (Project details (name, description, etc.), project (sub) phases and documents are automatically taken over from the template)
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1.2 Project participants
Next to the projects main responsible (registered on the ‘General’ tab of the project), additional project participants can be added via the projects 'Team' tab. There are two types of project participants which can be added:
Project responsibles: Add additional project responsibles who are able to execute project workflow tasks, request project budget, add project participants, manage all project phases etc.
Project participants: Add project participants who can be linked to project phases making them responsible for those project phases. The project participants can only edit project phases they are responsible for.
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1.3 Project budget
On project level, the project budget can be registered. The project budget is a cost estimation associated with successfully completing the project. It includes all expenses necessary to achieve the project objectives, such as labor, materials, equipment, services, and any other resources.
Enable project budget approval
Project If the options has not been enabled from the start (via the module activation), project budget approval can be enabled via ‘Module settings' → ‘Projects’. The project budget approval system group can be selected. By default the system group '4. Project budget approver’ is available and can be assigned to the relevant user.
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The previous approved project budget stays applicable until the requested project budget adjustment is approved.
1.4 Project phases
A project usually consists of one or more project phases. Each phase has its tasks and goals to complete in order to successfully complete the whole project. Common examples of project phases are initiation, planning, execution, monitoring/controlling and closure.
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User 3 can manage sub phase 2, sub phase 2.1 and sub phase 3.
1.5 Project work orders
The actual execution of the work that needs to be done to complete all project phases and the project as a whole, is done via project work orders. Project work orders can be created from the lowest hierarchical level of the project phases.
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All project work orders are also visible on the projects 'Work orders' tab to have a quick view of all work orders involved in the entire project.
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1.6 Workflow processes
1.6.1 Project workflow process
The following part describes the workflow for a project from a high-over point of view. For a detailed description, see the user manual Project management module for users.
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The project can be closed as soon as the project is finished and all project phases are completed.
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1.6.2 Project phase workflow process
The project phases also have a workflow, but this workflow is only used to distinguish between open vs closed phases. The percentage completed of a project phase can be entered manually. Closing the project phase can be done via a button, which automatically sets the project phase to 100%.
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1.6.3 Project work order workflow process
The following part describes the workflow of a project work order from a high-over point of view. For a detailed description, see the user manual Project management module for (end)users.
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Optional: Financial administration
If the executed work is approved, the financial administration surrounding this work order can be executed as a task in the workflow (depending on the general work order settings). The contractor might send an invoice that must be registered and paid.
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1.7 Other relevant options
Gantt chart
Via the projects 'Gantt chart’ tab, the project phases are visible in a calendar view.
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