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Project Management
The Project Management module is designed to support the planning and executing of projects, scheduling of
resources, planning of materials to be consumed, and other costs incurred.
You can link from this module to other modules - Resource Management, Purchase Control, Sales Order, Service
Order, and Contract Management.
You can also update projects with actual activity, booking time, costs, and material usage to the project with
automatic generation of accounting transactions as well as set up automated invoice plans that can trigger
invoices based on various events on the project.
Keep in control of a project with reporting functionality that includes drill down into project detail to analyze
project performance.
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Project Entry
A project can consist of one or more sub projects. Each sub project can consist of one or more activities. There are several types of
activities in the system. Each activity has its own properties and allows you to link the activity to resources, sales orders, purchase
orders, service orders, service contracts, or work orders.
Activities include the following:
• Cost Activities. These activities are used for planning and booking costs directly on the project such as accommodation and
travel expenses. They can be linked to purchase orders.
• Time Activities. These activities are used for planning and booking time directly on a project. These can be linked to
specific resources set up in the Resource Management module.
• Material Activities. These activities are used for planning and directly booking products bought and sold on the project and
can be linked to sales or purchase orders. All of these activities update a project directly with the costs and revenues
associated with them.
• Milestone Activities. These activities are used for planning milestone activities in the project. Invoicing plans can be linked
to the completion of milestones in the project.
• Text Annotation. Additional text can be added to the project for planning and information purposes.
In addition, there are other activity types called Linked Activities. These behave slightly differently from the first group of activities
and provide more flexibility for the updating of the project with costs and revenues. They allow you to link project activities to:
• Sales Orders (Linked Sales Order Activity)
• Purchase Orders (Linked Purchase Order Activity)
• Service Orders (Linked Service Order Activity)
• Service Contracts (Linked Service Contract Activity)
• Work Orders (Linked Work Order Activity)
In addition, more than one project can be linked to a main project for consolidated reporting on multiple projects.
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6 Enter the Name/object of the project. This standard name is used when searching for projects in the system.
7 Confirm the customer code of the Invoice Customer by pressing [Enter], or enter a new customer code if it differs from the
ordering customer.
8 Enter Delivery Customer text. Details on customer data entry can be found in Chapter 3 - Customers and Accounts
Receivable.
9 Accept the contact person in the Customer Reference field or type a new one. The default name is taken from the
customer master file.
10 Enter the customer’s Purchase Order Number for printing on project related documents, and enter a contact person from
the organization in the Our Reference field.
11 Enter any Project Description information. This can be printed on project documents, if required.
12 Enter the Project Manager for the project. This can be used as selection criteria when printing out project reports and
documents. The User Group can be used to restrict user access to this project. Also, enter the Salesman responsible for this
project.
13 Enter the category in the Project Category field. Different Project Categories can be predefined for reporting purposes.
14 Notice the Estimated start and end Dates are default values taken from the project template. You can also enter them here.
Actual start and end Dates are automatically updated by the system.
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16 Enter a Site Code which is valid for this project. A customer can be set up with multiple sites.
After project leader information is defined, a menu appears. Some of the settings for the project are determined by the selected
customer; some default from the project or module parameters. Choices include (but are not limited to):
• Sub Projects
• Project Activities
Define Sub Projects
Select Sub Projects from the Main Menu window.
1 Notice the sub projects are pulled into the project from the
template. Select a SUBPROJECT number.
When the Sub Projects menu appears, choose Sub Project
Head.
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9
If it has been identified that a purchase order is linked to this activity, a Menu window appears. Select Purchase Order to
link to a direct purchase order in the Purchase Control module.
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1 Choose whether or
not the order values
should update the
activity in the
project in the 1
Update estimate 2
with... field.
3 Enter the estimated Revenue from this activity, or set the activity to be updated with the linked order value.
4 Enter the estimated Cost for this activity, or set the activity to be updated with the linked order value.
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Note: The remarks field is updated in the sales or purchase order header.
7 Enter the estimated Cost. It can be updated from the order cost.
Select the Enter/Adjust Linked Service Order option on the Menu window to enter a service order.
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Copy a Project
When entering a project, it is possible to copy sub projects and activities from existing projects into the new project.
To copy a project, expand the Project Management folder, expand the Project File/Enquiries folder, and select Project File.
Enter the Project No. When the Menu window appears, choose Sub Projects and then enter [+] to go to the Copy options tab.
5 Select if the project's user-defined database should be copied in the Copy Use Defined Database field.
6 Select if all or part of the sub projects should be copied in the Manual Selection field.
7 If manual selection is
chosen, select Yes or No in
the Copy Status field for 7 8
those subprojects to copy.
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View a Project
At any time, details of the project can be viewed with a project enquiry.
To view a project, expand the Project Management folder, expand the Project File/Enquiries folder, and select Enquire
Projects.
1
The screen is divided into
three sections: Actual,
Invoiced, and Estimate.
The Actual and Invoiced
sections are automatically
updated by the system as
costs are booked and
invoices issued.
The Estimate section is
2
automatically updated as
the planning of activities
was entered. The values
for estimated costs and
revenues are tracked at
the activity level and
rolled up into each sub
project and then to the
project level.
2 Select Project
Costs/Revenue to drill
down into the project.
The project estimates display,
split into categories of cost,
time, material, and linked
activities. It is possible to drill
down into any one of the
categories and interrogate the
project down to the activity
level. You can either select the
activity in the next Menu
window, or select the Full
View option to enquire all
categories.
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2 At any time, it is
possible to lock the
estimate. To get a
base-line budget, 2
lock each estimate
by selecting the
estimate and
entering [L] to lock
it. A new estimate
is created where all
of the project's
adjustments will go
to.
Any changes to the project now update the estimate 01. The estimate 00 remains unchanged for version control and tracking
purposes.
Project Update
This section describes various routines used after the project is entered and started.
Book Project Time
To book project time, expand the Project Management folder, expand the Transaction Entry folder, and select Resource Time
Reports.
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7 Update Mode. While running the account rule, define the rule in which the system will allocate the costs to a specific
activity in the project. The following rules can be applied:
0- The General Ledger transaction is reviewed. If it does not contain a sub project and activity code, it is ignored.
1- The General Ledger transaction must contain a sub project, and the activity entered in the next field is used for pulling the
transaction into the project.
2- If no sub project is specified in the transaction, the first sub project in the project is used, plus the activity entered in the next
field, when pulling this transaction into the project.
8 Enter the Activity Code to be used, in conjunction with the settings above.
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Project Invoicing
It is possible to set up three different types of invoicing plans for projects. The invoicing plans can be set at the project level or
within the same project; different plans can be set for each sub project. The plans include: 1) Ongoing, 2) Fixed Price, and
3) Repeat Invoicing.
To use project invoicing plans, expand the Project Management folder, expand the Project File/Enquiries folder, and select
Project File. When the Menu window appears, choose Invoicing Plan.
Enter a Project No.
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For each type of invoice plan, different Invoice Events can be set up to trigger before invoice printing. Invoice events include:
• Non Active Event. This is used when it is not yet known what the invoice trigger will be for part of the project.
• Date. The date on which an invoice should be triggered.
• Project Started. When the project starts, an invoice is triggered.
• Sub Project Started. When a specific sub project starts, an invoice is triggered.
• Activity Started. When a specific activity starts, an invoice is triggered.
• Project Ended. When the project ends, an invoice is triggered.
• Sub Project Ended. When a specific sub project ends, an invoice is triggered.
• Activity Ended. When a specific activity ends, an invoice is triggered.
• Hours on a Project. When the number of hours is registered on a project, an invoice is triggered.
• Hours on a Sub Project. When the number of hours is recorded on a specific project, an invoice is triggered.
• Hours on an Activity. When the number of hours is recorded on a specific activity, an invoice is triggered.
• Interval. This is used for a series of repeating invoices within a project. Not valid for fixed price invoicing.
• Final Settlement. Valid for fixed price projects where there is ongoing debiting.
Use Ongoing Invoicing
Invoices are produced according to the actual activity on the project. The timing - when the invoices are issued - depends on the
Invoice Events specified.
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1 Based on your
selection of projects in
this screen, the system
interrogates invoice
plans to identify if any
invoice events are met.
If so, a proposal is
created for that
project, according to
the invoice plan.
Selection can be made
on the basis of project
number, invoice
customer, project
1
manager, etc.
Once the proposal is
reviewed and accepted, the
invoice can be printed.
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2
3 Revenues and the value
of the Recognised Costs
are also displayed.
Notice that for the
recognition calculation, the 3
system automatically 4
displays the current value
of the Costs booked to the project and therefore, the proposed value of Revenue to recognize.
4 Update the project.
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6 Enter User-Defined information in the Project Module Parameters, you can set up 10 different User Defined fields used for
whatever requirements they have. They could be used, for example, to categorize projects into different groups or tracking
the phase of a project in more detail through a specific process flow.
7 Enter the invoice Sort Code for this project template. Invoice sorting orders and codes are entered in the Invoice Sort Code
routine.
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11 Enter the WIP method to be Note: The project template can also contain details of Sub Projects and Activities.
used for this project.
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