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. Understanding the Manage Project Plan Tab
Field Definitions
Budgeted Hours
Pulled from the number of hours quoted on the job.Actual Hours
Calculated from the total hours submitted via timesheets.Budgeted Cost
Based on cost rates from your quote multiplied by the quantity.POs Raised
Total value of all purchase orders created for the job.Committed Costs
The difference between purchase orders raised and bills received.Actual Cost
Includes labour (based on staff pay rates), receipts, and supplier bills.Quoted Amount
Reflects the total quoted value for the job.Invoice Amount
Displays the amount invoiced against cost codes.Budget Used
Shows how much of the budget has been used, calculated as:
(Actual Cost / Budgeted Cost) × 100
Interactive Features
Edit Status
Click the pencil icon to manually update the status of each cost code.Allow Times
Toggle on/off to control whether staff can submit timesheets to each cost code.Location
Assign a location to each cost code to track where work is performed.Defaults to the location set in the Job Details.
You can change the location by selecting from your list in Settings > Locations.
If a location has an External ID, it will appear in the Pay Run Export Report.
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.
You can also export the manage project plan into a CSV which will display all visible columns from the Project Plan
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:
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 or locations updates for tasks/cost code. To update a status or location click on the pencil icon and select the status from the drop down list or manually enter in a status. Location will pre-populate to the location in the job or manually select one from the drop down.
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.