The focus of this section is Projects, which is to say, Proposals or Quotes, too!
Projects are collections of work or materials or other efforts that you want to track separately. A project is always done for a client (organization). Time or expense charged by a resource in the system, or materials purchased, is always charged to a project. The easiest example case of a project is one that is done for a paying customer: time, expense and material are charged to the project the customer is billed per the agreement, etc. Simple. However, remember that a project is simply a place to accumulate time, expense or materials associated with a client. So that client could be our own organization, making the project an internal or overhead project. Similarly, internal projects can be structured to become annual budgets for your organization, complete with all the same tracking and metrics available for external projects.
Because ProFusion is built to be seamless from end to end, and because an opportunity in your sales pipeline might eventually become a real project, opportunities and proposals ARE project records. They are simply projects at different stages. A project goes from opportunity (possible work) to proposal (a project with defined scopes and tasks) to execution (actually doing the project work) during its lifecycle.
Projects are the core of the ProFusion℠ system. Projects can be used for external customers as they are traditionally thought of, and projects can be used for internal use as special efforts, or even as budget items. In all cases, projects are built up from standard components, and a large number of metrics are calculated and displayed for the project and its components. Projects are records under Organizations. A project done for an external organization is a traditional paying work situation. A project done for your own organization is internal or overhead, and again can be used in many different ways.
Projects have a set of related contacts based on roles for the client organization and if appropriate, the end user organization. Examples of these roles are client buyer, client project manager, or end user receiver. Contacts can be assigned to these roles so that any user can see who the responsible parties are. Users can also assign contacts to custom roles. Any contacts assigned can be emailed directly from the project record, and the email will be recorded in the system under the sender, the recipient(s), and the project itself.
Projects follow a workflow that includes a number of stages, used for status and for approval. Opportunities are simply projects in the earlier stages of the workflow, that have not been accepted or authorized by the client. The workflow can be adjusted if necessary by customization.
The predefined workflow is defined as follows:
- Real or Potential opportunity
- Freeze (lock) to prevent modification if needed
- Proposal sent to the customer
- If won then moves it to the finance approver
- If lost then number of reasons can be reported on
- Project in execution (Project performance can be reviewed periodically)
- Project completion and final closure
- Temporary project shelving
Project Proposal Generation
At any time, but particularly prior to submit for approval, and for the finance and management approvers, a PDF report and screen is available showing in detail how the project and pricing is constructed, including expected
(predicted) metrics. This makes it easy to review the project for validity and completeness.
ProFusion assembles all of the definition and content of a project into a PDF contract proposal. This proposal differs in content and format depending on the type of contract selected for the project. This contract document has the
user-selected company logo applied, includes the electronically signed and dated names of the project lead, the finance approver, and the management approver. These signatures do not appear and a watermark indicates that
the contract is not valid unless the approvals have been made. The contract templates include standard terms and can be modified to suit your needs. At any time, but particularly during review, the contract can be viewed and
checked for format, content, etc. Once approved the project lead sends this document to the client.
It is very important to monitor the project during the execution stage. ProFusion℠ helps in following tasks during project execution.
- Assign resources/ tasks
- Modify/ update existing project if required
- Email notifications
- Daily reminders
- Review and task screens
- Project status
- Statistics Calculations
- PDF reports
Metric’ is described as “Quality of measurement by which proficiency, progress, performance, productivity, process, project or product can be assessed”. Metrics assist in building standardization, developing company’s decision-making capability, and shell out information about what is working and what is not working in the company and assist the management to target in the proper directions.
The quotable value of the project is the sum of the value of the sub-projects, which are each the sum of the value of their tasks, expenses, and materials. ProFusion calculates, displays and reports a large number of metrics for projects and their sub-components. It provides “as bid”, “real time”, and “expected” figures for:
- Labor Value & Labor Cost
- Expense Value & Expense Cost
- Material Value
- Material Cost
- Material Shipping
- Material Markup
- Total Value and Total Cost
- Billable Value
- Invoiceable, Invoiced, and Received Funds