Help | Projects

About

Projects module is designed to display in a smart and comprehensive way the revenues and expenses centers (projects). It allows to define projects and further associate with them the expenses and revenues inserted in the Timesheet and Invoices modules. The revenues and expenses are also matched with the implementation timelines, this feature allowing calculation in real time for KPIs like Gross Profit, EBITDA and Net Profit. These KPIs are displayed at project, entity and company level. More than that, the application allows to forecast the upcoming revenues and expenses associated with different activities. The usage of this forecasting feature can be extended to define the short and medium term strategy and could be a useful communication tool between sales and operational departments.

Projects

Projects iterface displays the list of projects with the following data:

  • Project status;

  • Project name;

  • Project ID;

  • Project type;

  • Project stage;

  • Client;

  • Account Manager;

  • Project Manager;

  • Project members;

  • Project gross profit.

The filters allow displaying the projects by:

  • Company;

  • Client;

  • Project manager;

  • Project status;

  • Project stage;

  • Project type.

Projects > Add projects

Project ID

Based on the data inserted each project will have a unique code formed by:

  • Year (year when the projects starts or any representative year);

  • Company ID (each entity has a 2 letters unique ID);

  • Type (project types can be set by the specific of each company, default is L – lead and P – Implementation);

  • Country (country relevant for the project or other relevant country);

  • Number (this is generated by the application, can be changed);

  • Stage (project stages can be set by the specific of each company, default is I – internal and C – commercial).

Activities

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

Project details

Status: Active or Closed (on the closed project expenses cannot be added).

Start date and close date.

Project name.

Client (The client needs to be inserted in the Invoices module. If the client has not been inserted yet there is the possibility to add it from Project Module interface and later to add the rest of data in Invoices module, client section).

Subprojects

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

Team

The team represents the project team. The members shall be already existent in the application data base.

Projects > Projects stages

There are two standard stages:

  • Lead (for forecasting projects);

  • Implementation (for implementation projects);

  • Other relevant stages can be added.

Colors can be added for each stage.

Projects > Projects types

There are two standard projects types:

  • Commercial (for commercial projects);

  • Internal (for internal projects).

Other relevant types can be added.

Projects > Automatic timesheet

Timesheet settings displays the team members and the options to set up the automatic timesheet.

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).

Automatic timesheet can be customized:

  • For all the project;

  • For a particular time frame from the project;

  • For many time frames within the project.

Projects > Activities

For each project the list of inserted activities can be accessed.

Activities can be filtered by:

  • Employee;

  • Subproject;

  • Activity;

  • Time frame;

  • Status.

Projects > 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.

Projects > Profit & Loss

In Profit & Loss table are displayed revenues and expenses at company level:

Revenues (without VAT​)

  • Other revenues are defined in Invoices module (these are manually inserted in Project module at project level > Profit & Loss;

  • Revenues types are defined in Invoices module (these are inserted exclusively in Invoices module > Revenues).

Expenses (without VAT)

  • Expenses types are defined in Invoices module (these are inserted exclusively in the Invoices module > Expenses);

  • Manpower – these expenses come exclusively from Timesheet module;

  • Other expenses 1 – defined in Invoices module (these are manually inserted in Project module at project level > Profit & Loss);

  • Other expenses 2 – defined in Invoices module (these are manually inserted in Project module at project level > Profit & Loss);

  • Other expenses 3 – defined in Invoices module (these are manually inserted in Project module at project level > Profit & Loss).

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.

The filters allows:

  • displaying the P&L for an Entity (if multiple entities were defined);

  • Selecting the time frame for information display;

  • Selecting a particular project.

Projects > Profit & Loss - Project level

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

Projects > Profit & Loss - Forecast

At project level, in P&L window, forecast can be inserted (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 to manually insert 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 functionality represents a value instrument for:

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

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

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

Projects > Profit & Loss - Actuals

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 that in time 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.

Projects > Cash Flow

In Cash Flow table are displayed revenues and expenses at company level:

Revenues (with VAT)

  • Revenues types are defined in Invoices module (these are inserted exclusively in Invoices module > Revenues);

  • Other revenues are defined in Invoices module (these are manually inserted in Project module at project level > Cash Flow.

Expenses (without VAT)

  • Expenses types are defined in Invoices module (these are inserted exclusively in the Invoices module > Expenses);

  • Manpower – these expenses come exclusively from Timesheet module;

  • Other expenses 1 – defined in Invoices module (these are manually inserted in Project module at project level > Cash Flow);

  • Other expenses 2 – defined in Invoices module (these are manually inserted in Project module at project level > Cash Flow);

  • Other expenses 3 – defined in Invoices module (these are manually inserted in Project module at project level > Cash Flow).

Available at the end

 

Displays the cumulated available amount for each month.

The filters allows:

  • Displaying the Cash Flow for an Entity (if multiple entities were defined);

  • Selecting the time frame for information display;

  • Selecting a particular project.

Projects > Cash Flow - Project level

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

Projects > Cash Flow - Forecast

At project level, in Cash Flow window, can be manually inserted the forecast (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 manually insert 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).

Projects > Cash Flow - Actuals

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 that in time 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.