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1. What is this module about
The Project management module enables employees/users to manage all (big or small) projects. With project templates, various project types can be created with all relevant project phases. New projects can be simply created from a project template with a pre-defined set of project phases. Request, approve and allocate your project budget over the various project phases and register actual costs with work orders created from the project phases. Keep track of the projects time line via various reports and a Gantt chart.
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The following chapters describe the use of this module as a key user. Whether or not all functionalities mentioned below are available to you as a user, depends on your assigned authorizationssystem groups. Contact your application manager in case you miss functionalities relevant to you. You can always check your current authorizations which system groups are assigned to you via your profile in the top right corner. For more information about this, see: History, favorites, personal bin and groups |
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2.1 How to create a project
A new project can be created from the ‘Projects' navigation menu and the 'Project management dashboard’. There are two options to create a new project:
New project (a new empty project needs to be manually filled in)
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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2.2 Fields
When creating a new project, some fields are mandatory to fill in before the project can be submitted. The following fields are mandatory:
Project name
Main responsible
Start
End
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High over process overview
In this chapter, a high-over overview of the process is described. For a detailed description of every step in the process, see the chapter further below: Process step by step
The Project management module has several system groups related to it, allowing authorizing users for specific parts of, and tasks within this module. Below an overview of all relevant system groups and their role within the project workflow. Also other additional system groups without a task in the project workflows are mentioned.
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Users with the system group ‘Create projects' can create a project. The user can enter the important project details like, the project name, a short description, the main responsible and a estimated start and end date. Before submitting the project, the user can already add project team members, request a project budget and create project phases, but this is not mandatory.
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More information about the meaning of every Project field, see the chapter below: Project management - All fields
2.3 High over process overview
After the project is submitted, the budget approval step is After the project is submitted, the budget approval step is activated. The requested project budget can be approved or rejected by the budget approver. If the requested budget is rejected, then the project will move back to the project responsible(s) to make adjustments and re-submit the project with an adjusted project budget. If the project budget is approved, the project will move to the preparation status.
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Once all project phases have been completed, the project is finished and can be closed.A more detailed desciption of the project workflow, see the chapter below: Process step by step
3. Navigation menu & Startboard
For the Project management module, the following navigation menu options become available:
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The 'Projects' navigation menu immediately shows one screen a comprehensive overview with several insights (graphs), important functionalities like creating projects and has a search functionality.
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For the Project management module, the following startboard tab becomes available:
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This tab is available for the following system groups:
Create projects
View projects
View project startboard
This startboard tab has buttons similar to the navigation menu 'Projects'. Next to that, this tab has the following overviews:
Tasks: This overview shows all active project and project work order workflow tasks for the user.
Open projects I am responsible for: This overview shows all open projects where I am the main responsible or additional responsible for.
Open project phases I am responsible for: This overview shows all open project phases where I am filled in the 'Responsible' field.
Open project work orders I am responsible for: This overview shows all open project work orders where I am the 'Internal responsible'.
4. Process in details
4.1 Process step by step
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For the Project management module, the following startboard tab becomes available:
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This tab is available for the following system groups:
Create projects
View projects
View project startboard
This startboard tab has buttons similar to the navigation menu 'Projects'. Next to that, this tab has the following overviews:
Tasks: This overview shows all active project and project work order workflow tasks for the user.
Open projects I am responsible for: This overview shows all open projects where I am the main responsible or additional responsible for.
Open project phases I am responsible for: This overview shows all open project phases where I am filled in the 'Responsible' field.
Open project work orders I am responsible for: This overview shows all open project work orders where I am the 'Internal responsible'.
4. Process in details
4.1 Process step by step
For an overview of which system group is needed for which step, please see the graphical overview above in the High over process overview.
Create a project
A new project can be created from the ‘Projects' navigation menu and the 'Project management dashboard’. There are two options to create a new project:
New project (a new empty project needs to be manually filled in)
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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Submit project
When creating a new project, the project starts in the status ‘New’. The creator of the project is automatically set as the main responsible of the project. The main responsible (and possible additional project responsibles) have the task to enter the projects details and submit the project.
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The 'Gantt chart' tab shows all project phases with a start and end date in a calender calendar view. Via this view, it is easier to see if the project phases are still according to the plan.
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Via the tab ‘Related buildings' it is possible to link relevant buildings to the project. Projects where the building is linked to, will also become visible on the Building → 'Projects’ tab.
Linking buildings to the project is only informative and those not result in an additional functionalities
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Relevant documents regarding the project can be uploaded and linked to the project via the 'Documents' tab. Via this tab it is also possible to view all documents linked to the project phases. If the project is created from a pre defined project template, the project template documents are automatically taken over to the new project and will be visible via this tab.
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After the project has been started, the project is in status ‘In progress'. The project is officially in execution. The project budget can be used to execute the work, related to the project phases via work orders. The project phases responsible can create work orders from the project phases 'Work orders’ tab. Work orders can only be created from on the lowest level of project phases (within the hierachyhierarchy).
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When creating a work order from the project phase, the project phases name and the requestor is automatically taken over to the work order. The work order details, planned start and end date, the internal responsible and the contractor can be filled in. Add cost items with an estimated planned quantity and amount to register the work, which need to be executed by the contractor.
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Request project budget adjustment
Usually the intial initial project budget is requested before the project starts. If it turn out that the initial requested project budget is insufficient to complete the project, a project budget adjustment request can be done by the project responsible(s).
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A project can be cancelled during the whole process (workflow) until it is closed. Cancel the project via the 'Cancel' button.
4.2 Additional options and related modules
Via the 'Projects' navigation menu, the some quick insights are available.
Via the 'Reports' button, additional reports are available to see the cost vs realization and planned vs actual time.
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4.3 All fields
The following overview(s) contain a description of the fields used in this module.
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Field | Description | Field location |
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Project name | The name of the project. | General tab |
Description | An additional (detailed) description of the project. | General tab |
Main responsible | The user who is the main responsible of the project. This user can execute the relevant workflow tasks of the project, can request the project budget, can create project phases, can assign buildings, can create project work orders, etc. Next to the main responsible, other project responsibles can be added to the project via the ‘Team’ tab. These additional project repsonsibles have the same project rights as the main responsible. Additional project responsibles can be added via the ‘Team’ tab. | General tab |
Reference | Every new project automatically gets a unique project reference. This reference is not editable and can be used to search particular projects. | General tab |
Status | The status of the project. The status of the project is determined by the workflow and can be used to quickly see in which phase the project is currently in. | General tab |
Start | The start date of the project. | General tab |
End | The (estimated) end date of the project. | General tab |
Completed | The percentage of completion of the project. This field is not editable and is automatically calculated based on the percentage completed of the project's project phases. | General tab |
Approved on | The date and time when the requested project budget is approved. This field is also automatically filled in after the project budget is approved or if no budget approval is applicable. | General tab |
Requested project budget | The requested project budget needed to complete the project succesfullysuccessfully. The requested project budget can only be assigned to the project phases after it is approved. | Budget tab |
Approved project budget | The requested project budget is approved and can be assigned to the project phases. | Budget tab |
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Field | Description | Field location |
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Name | The name of the project phase. | General tab |
Description | An additional (detailed) description of the project phase. | General tab |
Part of | The project phase where this project project phase is part of. If a sub phase is created, the sub phase becomes part of the main project phase. This field is empty if it is a main project phase. | General tab |
Responsible | The user who is responsible for the project phase. The responsible user can edit the project phases details, assign budget, can create sub phase and can create project (phase) work orders. | General tab |
Project | The project where the project phase is part of. | General tab |
Reference | Every new project phase automatically gets a unique project phase reference. This reference is not editable and can be used to search project phases. | General tab |
Status | The status of the project phase. The status of a project phase can either be ‘Open’ or ‘Closed’. | General tab |
Start | The (estimated) start date of the project phase. If the project phase has sub phases, the start date of the main project phase is automatically determined by the sub phases earliest start date and is not editable. If the project phase does not have sub phases, the field is editable. | General tab |
End | The (estimated) end date of the project phase. If the project phase has sub phases, the end date of the main project phase is automatically determined by the sub phases latest end date and is not editable. If the project phase does not have sub phases, the field is editable. | General tab |
Completed | The percentage of completion of the project phase. If the project phase has sub phases, then the percentage completed is automatically calculated based on the percentage completed of the sub phases and is not editable. If the project phase does not have sub phases, the field is editable. | General tab |
Code | The code of the project phase. The code field can be used to give one or more project phases a reference code. This can be used to sort project phases based on the code and for consolidating project phases. | General tab |
Priority | The priority of the project phase. By default the project phase priority is Medium, but can be changed from Critial Critical to Very low to create a distiction distinction in priority to handle the project phases in the correct order. | General tab |
Budget | The budget assigned to the project phase. | General tab |
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Field | Description | Field location |
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Reference | Every new project work order automatically gets a unique work order reference. This reference is not editable and can be used to search work orders. | General tab |
Status | The status of the work order. The status of the work order is determined by the workflow and can be used to quickly see in which phase the work order is currently in. | General tab |
Created from | From which object is this work order created from. Project work orders can be created from project phases. The created from field provides information from which project phase the work order is created and is linked to. | General tab |
Request date | The date and time when the project work order is created. | General tab |
Requestor | The user who created the project work order. | General tab |
Subject | The project work orders subject. By default, the project phases subject is automatically taken over to the work order subject. | General tab |
Description | An additional (detailed) description of the project work order. | General tab |
Start | The start date of the project work order. | General tab |
End | The end date of the project work order. | General tab |
Internal responsible | The user who is internally responsible for the project work order. The responsible user can add cost items and forward the work order to the applicable contractor. If the contractor does not have a user account, the internal responsible will be responsible to handle the work order on behalf of the contractor. | General tab |
Contractor | The contractor to whom the work order is forwarded to. The contractor needs to carry out the work associated with the work order. If the contractor has a user account, the contractor can handle the work order themselves. | General tab |
Finish work by | This field indicates who is responsible to execute the task 'Work finished' to handle the work order. This can be the contactor contractor (if the contractor has a user acountaccount) or the internal responsible. The field is automatically determined and not edtiableeditable. | General tab |
Send work order via email | Per work order it can be decided if the work order is forwarded to the contractor via email. | General tab |
Remarks for contractor | Additional remarks for the contractor. These remarks are also included in the work order email to the contractor. | General tab |
Planned amount | The expected/planned work order amount (excl. VAT) | General tab |
Planned VAT | The expected/planned work order VAT amount | General tab |
Planned total | The expected/planned total work order amount (incl. VAT) | General tab |
Amount | The actual work order amount (excl. VAT) | General tab |
VAT | The actual work order VAT amount | General tab |
Total | The actual total work order amount (incl. VAT) | General tab |
ID | Every new work order item or cost item automatically gets a unique ID within the work order. This ID is not editable. | Cost include |
Description | A description of the work order item. The description gives information about the work that needs to be executed. | Cost include |
Planned quantity | The expected/planned quantity of the work order item. Can be entered before the work order is forwarded to the contractor. | Cost include |
Actual quantity | The actual quantity of the work order item. Can be entered by the contractor to register the actually used quantity. | Cost include |
Planned price | The expected/planned price of the work order item. Can be entered before the work order is forwarded to the contractor. | Cost include |
Actual price | The actual price of the work order item. Can be entered by the contractor to register the actual price. | Cost include |
Per | The planned and actual price is applicable per X units. For example the price per 1 piece or 10 kilograms. | Cost include |
Unit | The planned and actual price is applicable per X units. For example the price per 1 piece or 10 kilograms. | Cost include |
Cur. | The currency which applies to the price. The clients default currency is automatically taken over to the work order and all work order items. | Cost include |
VAT | The work order items applicable VAT percentage. | Cost include |
Planned amount | The expected/planned work order item amount (excl. VAT) | Cost include |
Actual amount | The actual work order item amount (excl. VAT) | Cost include |
Total | The actual total work order item amount (incl. VAT) | Cost include |
5. Automated emails
Both the Project workflow, as well as the work order workflow can automatically send emails, for example, if a workflow task needs to be executed.
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Email content | When is it sent | Send to |
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An email that the work order can be handled | When the work order is forwarded | The work orders contractor |
6. Related articles
The following articles are aimed towards application managers and implementation consultants:
For more detailed implementation information (including how to activate the module, which system groups are involved, data imports, see: Project management module activation and information
For more information on the content of this module, including detailed descriptions of some of the core components, see: Project management module in the 'Application Managers' section.
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