ProFusion℠ capture all types of data. Here is the list of what is tracked:

  • Opportunities and Projects (Opportunities are Projects in an early workflow stage)
    o Name, client, description, project leader, co-editors
    o Target completion date
    o Project contacts including client project manager, buyer, end-user and more, each can be emailed or conversations recorded from project record
    o Rate Card (billing rates for each title in your organization customizable)
    o Contract Type- fixed price, T+M, NTE, etc.- defines how you are paid and how costs are calculated.
    o Payment Terms- how many days before their payment is required
    o Purchase order or other billing references to appear on invoices
    o Select Billable or Overhead project
    o Select Restricted Overhead- make projects visible only to select personnel (for private overhead projects)
    o Select if the project is actively scheduled
    o Labor, expense, and material markup percentages
    o Overall contingency percentage
    o Fixed Price Override (the ability to set an even price)
    o Credit card payment fee (appears on invoices where credit card payments are enabled)
    o Project workflow stage (for approval and throughout project lifecycle)
       § Opportunity
       § Approved by PM
       § Approved by Finance Reviewer
       § Approved by CEO
       § Proposal Tendered to Client
       § Order Received
       § Order Approved by Finance
       § Won but Hold
       § Executing
       § Finance and Quality Control Hold
       § Executive Review
       § Closed
       § Shelved (hide until X date)
       § Various loss codes
    o Approvers receive email notifications of projects waiting for them, and those appear on their Dashboard as well
    o CEO receives notification of project or opportunity loss or win
    o Project manager receives notifications that projects require their attention, including approved projects, rejected projects, unshelved projects
    o Only authorized personnel can review at each stage
  • Sub-projects (components of projects)
    o Name, description, sub-project leader
    o Target completion date
  • Tasks (labor components of sub-projects)
    o Name, description of work
    o Estimated Hours
    o Bill rate title to use (average or a specific title)
    o Percentage of completion
    o Resource assignment to tasks
  • Expenses (expense components of sub-projects)
    o Name, notes (description)
    o Estimated quantity and unit costs
    o Expense category (customizable)
  • Materials (purchased item components of sub-projects)
    o Name, notes
    o Estimated quantity, estimated shipping costs
    o Select quoted manufacturer/family/model (see Purchasing)
  • Milestones (when can we bill for payment, significant events in a project)
    o Typically used with a Fixed Price type project
    o Name of milestone and percentage of project total billable
    o Achieved (billable) or not
  • Scope and Clarification Clauses
    o These define for the proposal what we are going to do for the project (scope), and what we are not, or what we need to make clearer (clarifications)
  • Files
    o Store project specific files (backups, contracts, scope)
    o See Common Features
  • Consignments (these are materials belonging to others that we are given for use during a project)
    o Name, model, receiving personnel, date received and returned, location, who is in control of the item
  • Invoices for this Project (see Invoicing)
  • Messages associated to this Project (see Common Features)
  • RFIs- Requests for Information
    o Create and send questions to formally define and record scope
    o Question
    o Related contacts (can email directly)
    o Received answer
    o Status

Statistics helps to assess the reliability and usefulness of data available, and make proper decisions.

  • Estimated, actual, and extrapolated (predicted by progress)
    o Hours
    o Labor billable value and estimated actual cost
    o Expense cost, markup and value
    o Material cost, shipping costs, markup and value
    o Total project value and cost
    o Contingency
    o Base billable estimate
    o Billable value (including fixed price override)
  • Predicted and actual profit
  • Predicted and actual margin
  • Invoiceable amount, the amount actually invoiced
  • The average burden factor (the amount of overtime turned in on the project)
  • The same is available by sub-project
  • Hours, value, cost, and profit by task, expense, and material

Reports and Displays

  • PDF estimate breakdown report- provides all project information and details on estimates. Used to easily review a project estimate
  • Project review screen- allows project managers and resources to review and update all labor task percentage complete- these are used for extrapolated data
    • Print-ready customized proposal based on project type, complete with your logos, tag lines, terms and conditions, built out of the estimates you assembled in the project sections described above. This is electronically signed by the PM, the Finance and CEO approvers
  • Project trend screen showing graphically the progress and statistics of the projects
  • A PDF report of project performance statistics
  • Searchable/filterable project, opportunity, shelved, closed projects
  • A report of all of the open RFIs on the projects of the logged in user
  • A PDF report showing statistics including quick view status colorization for all active projects
  • Exportable and customizable list of projects by client or by project manager or by project stage

Sample Actions

  • Create a new opportunity level project for a client.
  • Build a project estimate by adding and configuring sub-projects, tasks, expenses, and materials.
  • Add scope and clarification information to a project to allow creation of a print-ready PDF proposal.
  • Add milestones to define how you need to be paid.
  • Submit your proposal to finance or CEO approvers for review and comment.
  • Assign employees to tasks- they will get daily emails to remind them of the work needed, the estimate, and the hours spent. Employees can actually just reply to that email to turn in hours on the assigned task.
  • Add the percentage complete on tasks to update extrapolated statistics.
  • Create and adjust your terms and conditions for each project.
  • Save and send a complete formatted proposal based on how you assemble the project.
  • Review project stats prior to final closure.