How to Manage Project Plan.

The "Project Plan" feature allows users to seamlessly transition from a quote to a project.

By clicking the "Create Project Plan" button, a replica of the quote is generated on a new tab called "Manage Project".

This page displays all quote items and tasks, including budgets, hours, and costs on each line. Users can track actual costs against budgeted amounts, raise purchase orders (PO's) for individual items or tasks, and manage project related information efficiently.

Problem/Need addressed:

The feature addresses the need to track complex projects on a task level and monitor costs against quoted items.

How it works:

1. Create a quote. 

2. Click the "Create Project Plan" button to convert the quote to a project.

3. On the "Manage Project" screen users can add times against specific tasks/cost codes. Under allow times toggle on the items/tasks you wish to only appear when staff are adding in timesheets. 

You can search for a specific task using the search filter by clicking the search icon. If you're at the bottom of the page, you can use the arrow to scroll back up.

4. Create purchase orders by clicking the three dots next to each item. Click on "Purchase" will take you to the create new PR page where you will follow the purchase request process.

Clicking on "Receipt" will take you to the below page where you can upload any card/cash transactions to track against your cost codes. The receipt details will also appear in the jobs  financial page.

Monitor actual costs, timesheet hours and budget deviations.The real hours will be shown in red on timesheet entries when they exceed the allocated hours.

Settings/Configurations:

• No specific settings or configurations are required.

Use Cases:

• The feature is beneficial for industries such as mining and construction, where tracking complex projects on a task level is crucial. Users across various roles can benefit from detailed budget tracking.

Potential Issues:

• Timesheets entries not reflecting accurately. 
• Purchase orders not linking to the correct cost codes.
• Unexpected behaviour in disabling items.
•  

Troubleshooting Steps:

• Verify staff members are correctly adding time via app, kiosk or admin.
• Ensure correct selection of cost codes when creating purchase orders.
• Check if any system glitches when disabling items.

Best Practise/Tips:

• Regularly review actual costs against budgeted amounts.
• Utilise different methods for adding timesheets based on convenience.
• Clearly define status updates for tasks/cost code. To update a status click on the pencil icon and select the status from the drop down list or manually enter in a status.

  

FAQ's:

How to add time against a cost code/task?

• Via the staff app, workshop kiosk, or admin timesheet entry.

How to add purchases to a cost code/timesheet entry?

• Click on the three dots on the "Manage Project" tab  then select "Purchase".

How to change the status of a cost code/task?

• Click on the pencil icon on the right side, choose from "In Progress, "Complete", or "Not Started", or type a custom value.