Help | Projects

Dashboard

The dashboard displays relevant data regarding the company projects.

You can use the filters section allows to display relevant data on different entities and projects. Custom timeframe is also available.

Projects overview

This section shows to you the list of the projects that are in certain status related to life cycle:

  • Open projects;

  • Near finish projects (project that have month until closure);

  • Closed projects.

If you access any of this section a list of the projects that have these characteristics will be displayed.

 

Projects health

This section shows to you the lists of the projects that are in certain status related to risks:

  • Projects in good standing;

  • Projects that need attention (gross profit below 30%);

  • Projects at risk (gross profit below 15%).

If you access any of this section a list of the projects that have these characteristics will be displayed.

Cash Flow

This section displays to you the graphical variation of the cash flow at month level: revenues, expenses and available at the end. You have the option to display just one or two of these values.

Profit & Loss

This section displays to you the graphical variation of the P&L at month level: revenues and expenses. You have the option to display just one or two of these values.

EBITDA

This section displays to you the graphical variation of the other P&L indicators like Gross Profit, EBITDA and Net Profit. You have the option to display just one or two of these values.

Projects

 

In the projects section you can find the list of the entire projects created by you in the application.

 

Projects are displayed with the following information:

  • Project status;

  • Project name;

  • Client;

  • Project Manager;

  • Project members;

  • Project Gross Profit;

  • Project Gross Profit (%). 

You can filter them by:

  • Status;

  • Entity;

  • Client;

  • Project manager.

Add new project

You can fill all project information in a 4 steps simple wizard:

 

Step 1 - Project details

  • Project name;

  • Entity;

  • Client;

  • Start date & end date.

Step 2 - Subprojects

For each project you can add subprojects. The activities can be associated to subprojects. Standard subproject is “Default”.

Step 3 - Project activities

There are five types of standard activities (Initiation, Planning, Execution, Monitoring and controlling and Closing) but you can customize yours for each project.

Step 4 - Project members

You can add the Project Manager and the project members. But, first off all you have to add the into the Human resources > Organization.

Automatic timesheet settings

You can setup the automatic timesheet by click on the action drop-down available on each project form the list. 

Automatic timesheet can be set individually for each project team member:

  • Member;

  • Period (all project or a customized time frame);

  • Percentage (represents the percentage from the daily hours);

  • Subproject (relevant subproject);

  • Activity (relevant activity).

Projects activities

For each project you can access the list of all activities completed by the members.

You can filther them by:

  • Employee;

  • Subproject;

  • Activity;

  • Time frame;

  • Status.

Default Entity project

Each entity, when is created, automatically generates a default entity project. On this project are automatically counted all the manpower expenses that were not yet allocated to other projects (Example: Entity has 10 employees, 8 of them allocate theirs hours on the existing projects and 2 of them not. The costs of the 2 employees that didn’t allocate their expenses on active projects are automatically allocated to the entity default project).

The entity default project code is automatically generated on the basis of the Entity existent data:

  • Year (year when the entity was created);

  • ID (Entity ID);

  • Type (P – Implementation);

  • Country (Entity country);

  • Number (this is generated by the application);

  • Stage (I – Internal).

On the entity default project other expenses can be registered, expenses that are not relevant for the ongoing active projects but in the same time is not necessary to create a project for them.

Profit & Loss on Entities

In Profit & Loss table you can find the revenues and expenses from all entities:

Revenues (without VAT​)

  • Other revenues are defined in Settings > Revenues & Expenses (these are manually inserted in at project level);

  • Revenues types are defined in Settings > Revenues & Expenses (these are inserted exclusively from Projects > Revenues & Expenses).

Expenses (without VAT)

  • Expenses types are defined in Settings > Revenues & Expenses (these are inserted exclusively from Projects > Revenues & Expenses).

  • Manpower – these expenses come exclusively from team activities;

  • Other expenses 1 – defined in Settings > Revenues & Expenses (these are manually inserted in at project level);

  • Other expenses 2 – defined in Settings > Revenues & Expenses (these are manually inserted in at project level);

  • Other expenses 3 – defined in Settings > Revenues & Expenses (these are manually inserted in at project level);

Gross profit

 

Displays the gross profit on monthly basis and cumulated.

EBITDA

 

Displays EBITDA on monthly basis and cumulated.

Net profit

 

Displays net profit on monthly basis and cumulated.

You can filter them by:

  • Entity (if multiple entities were defined);

  • Projects;

  • Time frame.

Profit & Loss on Projects

At project level, P&L is displayed for all the implementation time frame.

Forecasting on Profit & Loss

At project level, in P&L window, you can insert forecasting (revenues and expenses forecast for all the project timeframe).

All the revenues and expenses fields allow inserting forecast for the months in the future. For current month and months from the past the expenses are the actuals (real expenses) and come directly from Invoices module and Timesheet module.

The application allows you to insert manually in project P&L revenues and expenses in Other Revenues and Other Expenses fields (defined in Invoices module). These fields shall be used for revenues and expenses that are not invoices or timesheets (Example: a bank credit that is inserted as revenue and the rates that are inserted as expenses).

The forecasts on all the projects allows can show an overall image of the company P&L for the future months.

Forecasting will help you for:

  • Sales commitment  (if the project is not started yet);

  • iImplementation commitment (the project shall remain in profitability KPIs);

  • Visibility on revenues and expenses at entity and company level.

Actuals on Profit & Loss

At project level all the expenses from the current month and from the past represents actuals (real expenses done at project level and consolidated to entity and company level).

These revenues and expenses cannot be modified in P&L because their source is Invoices module and Timesheet module. Modifications can be made only for Other Revenues and Other Expenses fields (is recommended that these fields to be used for other expenses that are not invoices or timesheets).

Once a new month is started the forecast fields are update with actuals numbers (real) collected from invoices and timesheets. Other Revenues and Other Expenses fields are not updated.

This way of working allow you to obtain a pertinent picture or the real revenues and expenses. These information can be the premises for:

  • Actions to efficient usage of the resources;

  • Actions to optimize the offers (too expensive, too cheap);

  • Measures to renounce to some particular unproductive business lines;

  • Responsible managers evaluation;

  • Synergies between sales/presales and implementation departments.

Cash Flow on Entities

In Cash Flow you can find revenues and expenses from all entities:

Revenues (with VAT)

  • Other revenues are defined in Settings > Revenues & Expenses (these are manually inserted in at project level);

  • Revenues types are defined in Settings > Revenues & Expenses (these are inserted exclusively from Projects > Revenues & Expenses).

Expenses (without VAT)

  • Expenses types are defined in Settings > Revenues & Expenses (these are inserted exclusively from Projects > Revenues & Expenses).

  • Manpower – these expenses come exclusively from team activities;

  • Other expenses 1 – defined in Settings > Revenues & Expenses (these are manually inserted in at project level);

  • Other expenses 2 – defined in Settings > Revenues & Expenses (these are manually inserted in at project level);

  • Other expenses 3 – defined in Settings > Revenues & Expenses (these are manually inserted in at project level);

Available at the end

 

Displays the cumulated available amount for each month.

You can filter them by:

  • Entity (if multiple entities were defined);

  • Projects;

  • Time frame.

Cash Flow on Projects

At project level the Cash Flow is displayed for all the project timeframe.

Forecasting on Cash Flow

At project level, in Cash Flow window, you can insert forecasting (forecasted revenues and expenses for all the project implementation timeframe).

All the revenues and expenses fields allow to insert forecast. For the current and past months the revenues and expenses displayed are the actual ones that comes directly from Invoices and Timesheet modules.

The application allows to insert manualy directly in project Cash Flow revenues and expenses in other revenues and other expenses fields (these fields are defined in Invoices module). These fields shall be used for other revenues and expenses that are not invoices or timesheets (Example: a bank credit that can be inserted as a revenue and rates that can be inserted as expenses).

Actuals on Cash Flow

At project level all the current and past months revenues and expenses represents actuals (real revenue and expenses for each project and consolidated at entity and company level).

These revenues and expenses cannot be modified because their source is Invoices and Timesheet modules. Modifications can be made only at Other Revenues and Other Expenses fields’ level (it is recommended that this fields to contain revenues and expenses that are not invoices or timesheets.

Once entered in a new month the forecast fields are updated with amounts coming from Invoices and Timesheet modules. Other Revenues and Other Expenses fields are not updated.

This way of working allows you to obtain a pertinent image of the real revenues and expenses. Forecasting cash flow represents one of the basic activities to ensure the health of a company.

Revenues

You can find the list of revenues and some totals:

  • Total net amount;

  • Total VAT;

  • Total gross amount.

For each revenue from the list, you can visualize information like:

  • Status;

  • Net paid;

  • VAT paid;

  • Gross paid;

  • Gross paid converted in the customized currency.

This allows you to use of the application for multinational companies that are using different currencies for different entities.

You can filter them by:

  • Status;

  • Company;

  • Date;

  • Client;

  • Project.

Add Revenue

For each revenue you can add information like:

  • Status;

  • Entity;

  • Client;

  • Invoice number;

  • Issue date;

  • Payment due date;

  • Invoice type;

  • Currency;

  • Net amount;

  • VAT;

  • Project;

  • Documents (files).

There are some particularities meant to allocate and visualize the incomes:

  • Invoices issue date sets the month in which this revenue is displayed in project P&L;

  • Invoices payment date sets the month in which this revenue is displayed in project Cash Flow;

  • There is the option to insert partial payments that are automatically or manually split;

  • An invoice can be allocated to several projects.

Expenses

You can find the list of expenses and some totals:

  • Total net amount;

  • VAT;

  • Total gross amount.

For each revenue from the list, you can visualize information like:

  • Status;

  • Net paid;

  • VAT paid;

  • Gross paid;

  • Gross paid converted in the customized currency.

 

This allows you to use of the application for multinational companies that are using different currencies for different entities.

You can filter them by:

  • Status;

  • Company;

  • Date;

  • Client;

  • Project.

Add Expenses

For each revenue you can add information like:

  • Status;

  • Entity;

  • Supplier;

  • Invoice number;

  • Issues date;

  • Invoice due date;

  • Invoice type;

  • Currency;

  • Net amount;

  • VAT;

  • Capitalization (a capitalization flag can be added to expense invoices);

  • Project;

  • Documents (add files).

There are some particularities meant to make easy the allocation and visualization of the invoices:

  • Issue date sets the month when the invoice amount is displayed on the project Profit & Loss;

  • Payment date sets the month when the invoice amount is displayed on the project Cash Flow;

  • Partial payments can be added. These will be automatically or manually split;

  • An invoice can be split on many projects.