I’m a Project Manager

As a Project Manager you need to have access to the features related to project management.

The video below will take you through the Projects & Resource Management module.

My settings

First of all you will need to make sure that your personal settings are correct. Open My settings in the upper right corner.

Addresses and contacts

If you are looking for a contact for either a customer or a supplier, you can find them in the Resources tab.

The Jobs book

In the Jobs book you do most project management. From here you create new jobs, follow-up on the ones currently in process and on each job you can add Schedules, Price quotes, Purchase orders, Invoices and Files. This is the front page showing you the jobs.

 

Briefing

In the briefing tab you can either write a new briefing or import an existing one from a file. The briefing is a central document that is accessible for all users with access to the job, so make sure that it is accurate and up to date.

 

Description

In the Description tab it is possible to key in the details about the job in a fact sheet / checklist manner.

Note: the checklist content is copied from Settings/Dimensions/Job type 

Scheduling

In the Scheduling tab you setup the time plan related to this job. The time plan is built up by Phases and Tasks. To create a new schedule you can use the Copy from button to insert a time plan from another job, use a template or convert the Price quote to a suggested plan.

 

Price quote

The Price tab can be used to calculate the budget for this job. As with the schedule, the price quote is built up using Phases and Activities. On each price quote line you pick an activity defined by a role (like a project manager) and then the system will insert the correct hourly rate based on the price list attached to the job. Use the Copy From button to copy from another job, a template or convert the schedule to a price quote.

 

Purchase order

If you have expected purchases on the job you can add a Purchase order to:

A. have the expense added to the job before you receive the real invoice from your supplier

B. send out the Purchase order to your supplier to make sure that everybody agrees on the order details.

 

Expenditures

The Expenditures tab provides an overview of the finances related to the job. The figures have been divided into 4 groups: Scheduled hours (in money), Price quote, Expenditures and Invoiced amounts.

Note: if you want to see expenditure details, simply click on the Hours, Materials or Purchases tab. 

Invoice

Doing an invoice is more or less the same as doing a price quote. When you create a new invoice, you can use the Copy From button to copy another invoice, copy the content from the price quote or insert the expenditures. Remember, you decide what to invoice. Just add/remove lines from the grid and change the hours.

 

Documents

On each job you can upload any files related to the job. When you create the job, the system will automatically add a folder structure and create these folders on your local file server. You can then save your files directly on the file server or through WorkBook. In any case WorkBook will show the content of the job folder.

 

Conversation

The Conversation tab allows users to communicate through the system, as oppose to communicating through several emails. This ensures that all important information is kept within the system.

 

Resource Management / Scheduling views

In the Scheduling tab as seen below, you can explore the various scheduling views available, as resource management is done differently from client to client.

 

Time sheet

Filling in your time sheet.

Note: use the Quick time entry button in the Jobs book to quickly enter time on the job you are currently on.

 

Expense entry

If you have expenses related to a job or any other purchases to claim, you can use the expense entry to enter these.

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