1. What is this module about

The Project management module enables employees/users to manage all (big or small) projects. Via project templates, various project types can be created with all relevant project phases. New projects can be created from a project template with pre-defined 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 project timeline via various reports and a Gantt chart.

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.

It is also possible to create individual project phase templates. These individual project phase templates can be used to generate project phases in every project.

Important documents (e.g. safety instructions) can be also uploaded and linked to the templates. These documents will also be taken over to the generated project and project phases.

On a project template it is possible to enable or disable project budget approval. Via this way, the project budget approval can deviate from the general client settings for project budget approval.

Users with the system group 'Manage project templates' (FMB-G157) can create and manage project- and project phase templates. Project- and project phase templates can be created from:

• The navigation menu 'Projects'

• The 'Project management dashboard'

Open

Open

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)

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.

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

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.

The project templates automatically take over the general project budget approval settings, but it is possible to deviate from these general settings. For specific project templates, the project budget approval can be disabled or can be done by a different budget approval system group. A level 3 admin can create custom system groups under the system group '4. Project budget approver’, which then can be selected as project budget approval system groups.

If a new project is created from a project template, the project budget approval settings from the template are taken over to the new project. If a project is created from scratch, the general project budget approval settings are taken over to the new project.

Request and review project budget

Via the projects 'Budget' tab, a project budget can be requested by the projects responsible(s). If project budget approval is enabled, the requested project budget needs to be approved by a user from the pre-defined project budget approval system group after the project is submitted.

After the project is submitted, the relevant project budget approval system group will get the task to review the project budget and either approve or reject the requested budget.

If a project is in the execution phase, it is possible that the initially requested project budget is insufficient to complete the project. In this case, a project budget adjustment can be requested.

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.

If a new project is created from a pre-defined template, then the project phases from the template are automatically taken over to the new project. Additional project phase can be added manually or can also be generated from the available project phase templates.

The approved project budget can be assigned to the various main project phases. The total budget assigned to the main project phases can not exceed the approved project budget. The budget assigned to the main project phases can be assigned to the sub phases. The total budget assigned to the sub project phases can not exceed the main project phases assigned budget.

Members of the project team (project responsible and project participants) can be added as the project phases responsible. The user responsible for the project phase can:

• Enter project phase details like the name, description, start date, end date, etc.

• Assign the budget

• Create sub phases

• Create project work orders

• Add documents and notes

The sub phases created from the main sub phase the user is responsible for, can also be managed by this user.

For example:

• Main project phase → Responsible: User 1

  • Sub phase 1 → Responsible: User 2

  • Sub phase 2 → Responsible: User 3

    • Sub phase 2.1 → Responsible: User 2

  • Sub phase 3 → Responsible: User 3

User 1 can manage the main project phase, sub phase 1, sub phase 2, sub phase 2.1 and sub phase 3.

User 2 can manage sub phase 1 and sub phase 2.1.

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.

When creating a project work order, the cost items can be added, an internal responsible can be assigned and the contractor can be selected.

The project work orders actual costs are considered the realization of the budget. In the project phase overview of the project it is directly insightful what the assigned budget was, the realization (from the project work orders) and the budget left per project phase.

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.

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.

Create and submit the project
A user can create a new project from scratch or based on a project template. The user creating the project is automatically set as the main responsible (via the corresponding field on the project). The user can enter the project details (name, description, start date, end date, etc.), request a project budget, add project participants, and create the project phases. Once the project is filled in completely, the project can be submitted.

Project budget review
If the requested project budget is > 0 and budget approval is enabled, the project budget approvers need to review the requested budget. If the budget is 0 or budget approval is disabled, this step in the workflow is skipped.

The budget approvers can either approve or reject the requested budget. In case of a rejection, the budget approver needs to enter a mandatory reason why the requested budget is rejected. If the requested budget is rejected, the project will go back to the project responsible to adjust the requested budget and resubmit the project.

Budget allocation and project phase assigning
Once the project budget has been approved, the project budget can be allocated to all main (or parent) project phases. The budget allocated to all main project phases can not exceed the projects budget. The budget allocated to the main project phases can then be allocated to all sub phases (if applicable). The sub phases budget can never exceed the main project phases budget.

Project partcicipants can be assigned to each of the project phases and become responsible for that project phase. Project phase responsibles can manage the project phases they are responsible for and can create additional sub phases and allocate the budget over these sub phases.

After allocating the project budget and assigning the first or important project phases to the responsible users, the project can be started.

Request budget adjustment
If the project budget is insufficient, a budget adjustment can be requested by the project responsible. The project responsible can see the already approved budget and can enter a new budget and confirm the budget adjustment request. The budget approver needs to review this budget adjustment and can approve or reject the budget adjustment.

Retract
If the project is started by accident or the project needs to be adjusted, the started project can be retracted.

Handle and close the project
The project is in execution. All project participants need to handle the project phases they are responsible for and can create work orders to assign the project phase related work to the relevant users or suppliers.

The project can be closed as soon as the project is finished and all project phases are completed.

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%.

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.

Create a project work order
A new project work order can be created from a project phase. The project phases name is automatically taken over to the new project work order. The user can add generic items with planned quantities and prices.

Project work orders can only be created from the lowest level of projet phases.

Submit or directly forward project work order
After the project work order has been completely filled in, the work order can either be submitted or directly forwarded to the contractor.

• If the contractor is not yet determined when creating the work order, the work order can be submitted. The contractor can be linked to the work order manually or via a tendering process during the next step.

• If the desired contractor is already known, the work order can be directly forwarded to the contractor.

Optional: Start tendering process
A tendering process can be started if a contractor needs to be selected from a list of potential contractors. The tendering process can either be a new process in Workplace Management or completely outside of the application. The contractor with the best quotation can be selected and assigned to the work order.

Work order in progress
The project work order is in progress, and the contractor needs to handle the work specified in the work order. If the contractor has a user account, the contractor can directly handle the work order in the application. If the contractor does not have a user account, then the internal responsible need to handle the work order on behalf of the contractor. The actual quantity and prices used during the handling of the project work order can be registered.

Optional: Retract or reschedule

If a project work order is in progress but needs to be rescheduled to another date, the internal responsible can reschedule the work order and forward it to the contractor again. If the project work order needs to be assigned to another internal responsible, the project work order can be retracted and is again assigned to the whole service group, ready to be picked up and assigned to a contractor.

End work and review

After the work order has been handled, the internal responsible can review the work executed. The review can also be done automatically (via a setting). If the internal responsible rejects the work, the work order will return to the contractor with additional information about the rejection. The contractor needs to handle the work in the order again.

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.

1.7 Other relevant options

Gantt chart

Via the projects 'Gantt chart’ tab, the project phases are visible in a calendar view.

Linking buildings

Buildings related to the project can be linked via the 'Related buildings' tab on the project.

2. Automatic emails sent in the workflow(s)

Workflows can automatically send emails after a certain task is executed or a workflow has been in a status for a certain amount of time. The default emails need to be activated per workflow. For more information on how to enable the default workflow emails, see Workflow emails.

For the project module, an overview of the default workflow emails can be found in the user manual: Project workflow emails

3. General project module settings

To navigate to all the general project model settings, go to Modules settings → tab Projects. Hover over the available settings to get more information about a specific setting:

4. Additional information on this module

More information on the Project management module can be found via the following related articles:

• For an user manual, see: Project management module for users

• For more detailed implementation information (including how to enable the module, which system groups are involved, data imports and more information on the startboard and navigation menu options) see: Project management module activation and information