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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.
2. Creating a project
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 entered)
New project from template (Project details (name, description, etc.), project (sub) phases and documents are automatically taken over from the template)
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 respoinsible
Start
End
Before submitting the project it is also possible to enter the requested project budget via the 'Budget' tab. This is not mandatory, but might be important before submitting the project.
More information about the meaning of every Project field, see the chapter below: Project management - All fields
2.3 If end-user object: How to see my submitted project
NVT
2.4 How does the process continue
After the project budget is submitted, the project budget approval step is activated. The project budget approver (determined via settings) gets the task to approve or reject (with a mandatory reason) the requested project budget. If the requested project is rejected, then the project will go back to the project responsibles to adjust teh requested budget in order to get is apporved.
If project budget approval is disabled or the requested budget is 0, the project will automatically go to the preparation step. More information about this step can be found in the chapter below, see: Process step by step
3. Navigation menu & Startboard
When a module is activated, the relevant navigation menu options become available to users with the correct authorizations (based on the system groups). Next, a module-specific key user startboard tab becomes available for that particular module and is visible depending on the user's authorizations. This tab gives users insights and day-to-day work overviews relevant to the specific module.
For more general information on the navigation menu and startboard, see: Navigation menu and Startboard
For the Project management module, the following navigation menu options become available:
Navigation menu option | Available to system groups | Description |
|---|---|---|
Projects |
|
|
The 'Projects' navigation menu immediately shows one screen with several insights (graphs), important functionalities like creating projects and has a search functionality.
For the Project management module, the following startboard tab becomes available:
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 includes:
Tasks: This overview shows all active projects 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 All fields
Project:
Field | Description |
|---|---|
Project name | The name of the project. Can be used to search projects. |
Description | An additional (detailed) description of the project. |
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. |
Reference | Every new project automatically gets a unique project reference. This reference is not editable and can be used to search projects. |
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. |
Start | The start date of the project. |
End | The (estimated) end date of the project. |
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. |
Approved on | The date and time when the requested project budget is approved. |
Project phase:
Field | Description |
|---|---|
Name | The name of the project phase. |
Description | An additional (detailed) description of the project phase. |
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. |
Responsible | The user who is responsible for the project phase. The responsible user can edit the project phase details, assign budget and can create sub phases. |
Project | The project where the project phase is part of. |
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. |
Status | The status of the project phase. The status of a project phase can either be ‘Open’ or ‘Closed’. |
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 not has sub phases, the field is editable. |
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 not has sub phases, the field is editable. |
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 not has sub phases, the field is editable. |
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 prject phases based on the code and for consoldidating project phases. |
Priority | The priority of the project phase. By default the project phase priority is Medium, but can be changed from Critial to Very low to create a distiction in priority to handle the project phases. |
Budget | The budget assigned to the project phase. |
4.2 Process step by step
Submit project
Review project budget
Start project
Request project budget adjustment
Retract
Close
Cancel
4.3 Additional options and related modules (incl. report)
5. Automated emails
The Project workflow can automatically send emails, when the requested project budget needs to be approved for example. More information about workflow emails, how to enable/manage them and which emails can be automatically sent from the project workflow, see: Project management - Automatic emails sent in the workflow
6. Related articles
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.