1. Project management in general
‪Project management is the process of planning, organizing, and overseeing tasks and resources to achieve specific goals within a set timeframe and budget. It involves coordinating various aspects such as people, time, money, and materials to ensure a project is completed successfully. Think of it as the guiding force that keeps a project on track from start to finish.
2. What is this module about
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.
3. Why use this module
This 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 and budget vs realization via various overviews and reports.
3.1 Choices to be made within the module
The most relevant choices that can be made when using this module are the following:
Is budget approval applicable? A project budget can be specified within the project by the project responsible. If there are users responsible to review the requested project budget, this option can be enabled. Users in the specified budget approval system group will get the task in the workflow to review the budget and either approve or reject the requested budget.
4. How to activate this module
As for every new module, use the ‘Module activation’ option on the administrator startboard (only available for level 2 and 3 admins). For more general information about these 'Module activation' options, see Module activation
4.1 Prerequisites before enabling this module
The project management module does not require any other modules to be activated before. However, if you want to be able to link a specific building to a project, the corresponding module will need to be activated first.
For more information about this module see:
4.2 Module activation
For this specific module activation, multiple settings and options apply:
Settings to be determined
Project budget approval: The project responsible can request a project budget they think is necesarry to complete the project. It is possible to determine if this requested project budget needs to be reviewed and approved by a pre defined user or group of users.
Project budget approval group: If project budget approval is enabled, the system group can be specified. Users in this group will get the workflow task to review the project budget.
4.2.1 Workflow emails
The emails that are automatically sent via the workflow (e.g., the email to the project budget approver if the project budget needs to be reviewed) are also generated and shown in the include on the module activation after the module activation is started. If the customer does not want to use one or more workflow emails, the emails can directly be deleted from the overview. For more information on workflow emails: Workflow emails
For a detailed description of the emails sent via the workflow, see: Project management module in the 'Application Managers' section.
4.3 Data imports
This module does not have default data imports available.
4.4 System groups
When a module is activated, system groups become available that can be assigned to user profiles. These system groups will give users access to (a subset of) navigation menu options, startboard tabs, and tasks in the relevant workflow(s).
For more general information on user profiles, system groups, users, and the user profile dashboard, see: User management
For the Project management module, the following system groups become available:
Reference | Name | Description | License needed |
|---|---|---|---|
FMB-G153 | Create projects | Group gives access to create new projects from scratch or create new projects based on a project template. | Full user |
FMB-G154 | View projects | Group gives access to view projects. This group can either be assigned in general or in the context of a specific project for project participants. | Limited user |
FMB-G158 | Project (part) responsible | Group gives edit rights to a project or project phase. This group is given via the 'Main responsible' field in the context of a project or via the 'Responsible' field in the context of a project phase. Additional project responsibles can be added via the projects 'Team' tab and will also get this group assigned in the context of the project. It is also possible to assign this system group to a users overall, giving them this role in every project at once. | Full user |
FMB-G159 | Project budget approver | This group, and all client specific groups created under this group, can be used to execute the project budget approval task in the project workflow. | Full user |
FMB-G157 | Manage project templates | This group gives access to manage complete project templates and individual project phase templates. New projects and project phases can be generated based on these templates. | Full user |
FMB-G156 | Access to navigation menu projects | If users only have access to specific projects via the projects 'Team' tab they do not automatically have access to the navigation menu 'Projects'. This group can be assigned to give the users access to the navigation menu 'Projects'. | Limited user |
FMB-G163 | View projects startboard | This group only provides access to the startboard tab 'Project management dashboard'. This group can be given to users who do not need a navigation menu, but are responsible for projects or project phases. | Limited user |
Via the 'User profile management' option on the administrator startboard, these system groups can be assigned to existing user profiles or add them to newly created user profiles.
4.4.1 Relevant system groups from other modules
For some modules, other (master data) modules might be of importance, in order to be able to fully use this module.
For Project management, the master data module ‘Buildings and areas’ can be relevant therefore the following system group could also need to be assigned to users (If not already done in the past), to be able to create and edit the relevant master data objects.
Reference | Name | Description | License needed |
|---|---|---|---|
GOB-G007 | Edit buildings and areas | Group gives create and edit rights on buildings and areas | Full user |
When generating the user profiles, it is advised to include this group or have a dedicated profile (and users) for this module.
4.5 Navigation menu and startboard options
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
More information about the navigation menu and startboard options applicable for Project management see: Project management - Navigation menu & Startboard
5. Additional reports
For the project management module, there are no additional reports added in the ‘Reports’ navigation menu option.
Additional reports can be found via the ‘Reports' button on the 'Projects' navigation menu option and the 'Project management dashboard’ tab:
6. Additional settings and options after enabling
For some modules, additional settings can be configured after the initial module activation via the 'Module settings' option on the administrator startboard. A module is always activated with the most used settings pre-defined. After the module is activated, the module may have more advanced settings available, which can be managed via the Module settings as well.
To navigate to all Projects settings, go to Module settings → tab Projects. Hover over the available settings to get more information:
7. Additional information
No additional information currently.
8. User manual
For the user manual with a more step-by-step explanation of the process itself, see: Project management module for (end)users
9. Q&A
Waiting for questions to be answered.