Project

Introduction

Introduction

The Projects application allows you to manage projects precisely at each phase. A project can have different states: new, ongoing, completed or cancelled. A project manager and a project team can be associated with it and the different tasks that each will have to carry out at each phase to successfully complete the project can be defined. A tool for planning, documentation (project wiki) and grouping projects together in a folder makes it easier to organize, while a dashboard provides a summary display of essential project information. In order to carry out a project it may be necessary to use resources. A system for managing resources and reserving them for projects is available. In addition, the user can configure project categories and resource types to speed up information gathering.

  • Keywords :

    • Project Phases: A project phase can be considered as a sub-project.

    • Folder: A folder is a grouping of projects.

    • Wiki: The wiki is a menu that gathers all the informational documents useful for carrying out projects, whether generic or specific.

    • Business project type: Billable project.

  • Folder: This menu displays project folders and allows you to create folders to group projects.

  • Projects: This menu displays all projects and allows you to create new ones.

  • Project Phases: This menu displays all project phases and allows you to create new ones.

  • Tasks: This menu displays all tasks and allows you to create new ones.

  • Tickets: This menu allows you to track and manage customer tickets and create new ones.

  • Wiki: This menu allows you to create documentation sources related to projects.

  • Resource Reservation: This menu allows you to reserve resources on projects and tasks. It is only available if the "Resource Management" configuration is enabled.

  • Version: This menu allows you to create milestones for the realization of a project.

  • Announcement: This menu allows you to create informative announcements related to a project and intended for its members.

  • Model :

    • Task Template: This menu allows you to create task templates.

    • Project Template: This menu allows you to create project templates.

  • History: History of tasks: This menu displays the history of tasks, i.e. tasks in the "Closed" and "Cancelled" states.

  • Reports: My projects: Displays reports from the Projects module.

  • Configuration: Categories: This menu allows you to create project categories that can then be authorized on a project / Resource type: This menu allows you to configure resource types. It is available only if the Resource Management configuration is enabled.

The projects

Allows to manage projects precisely, phase by phase, task by task.

Create a project

Projects > Projects > Projects

The information to be filled in at the beginning is linked to the project: start date, due date…​ etc. You can also indicate an expected duration of the project (duration field), as well as a percentage of progress. A project may have different statuses: New, in progress, completed, cancelled. To change a draft report, click on the buttons on the right.

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You can also create a new project from the "Business" application, and on the project form check the "Project" box. Indeed, a project can be both a project and a business. It is also possible to create a project via the "Project Phases" menu by filling in "Project" in the "Project Type" field.
The "Folder" submenu displays the project folders and allows you to create folders to group projects.

Configuration In application configurations, thanks to the "Resource Management" option, you can create resources that can then be reserved on projects.

Generate a numerical sequence for projects

In order for each project to have a numerical reference, you must activate the option "Generate a sequence for projects"', within the application configurations of the "Projects" module. You must also configure the digital sequence itself (Application Config > General Data > Sequences).

Involve members in a project

You must add the project members. You can do this manually by selecting each person. You can also select a team, and by clicking on the "Import all members" button all members of this team will be imported as members of the project. If you check the "Synchronize" box, the project members will be automatically updated if you add or remove a person from the team.

Create a project phase

Projects > Project Phases

A project can consist of phases, which are sub-projects. You can directly create a project phase via the "Project Phases" menu. The fields and options to be filled in are the same as those presented in the chapter "Creating a project". It will only be necessary to inform the parent project in addition because one phase will be dependent on another project.

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Concerning the team, you can check the box "Inherit members of the parent project" in order to directly assign the project team to the project phase.
It is also possible to create a project phase via the "Projects" menu by filling in "Project Phase" in the "Project Type" field.

Create a project folder

Projects > Dossier

All you have to do is give a name to the folder, and select the projects/cases that will be part of this folder.

Post an ad

If you wish to publish important information about a project, you can do so via an announcement

You can create an ad directly from a project in the "Ad" tab or from the corresponding menu entry by linking it to an existing project.

Create information resources

Projects > Wiki

This feature allows you to create documentation sources, called "Wiki", related to projects.

Enter a title, a description and if necessary attach parts and select the project to which the documentation relates. Once saved, this documentation can be found in the "Wiki" tab of the project concerned.

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The tasks

Create a roadmap

A roadmap allows you to manage a project and define versions.

Create a task

In the "Project" field, click on the "Magnifying glass" button to select the project/case you have just created. The task will then be linked to the project. You can describe the task, enter a percentage of progress and its context: team, person in charge of the task, start date, end date and deadline. In the box on the right you can indicate the status of the task (new, current, closed, cancelled). You can also create a task from the Teamwork module at the corresponding menu entry.

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In kanban view, you can simply drag the task into the column corresponding to the desired state. You can also create new tasks directly from the "Task Tree" table, by clicking on the "New" button.

Sign a task

Signing a task is of interest mainly when it is a billable task.

In the Financial Information tab you will find a signature box. You can download a file with the signature. If you use the mobile application, it is possible to sign the task in a tactile way, the signature will then be found, in the system, on the card of the concerned task.

Configuration In the application configurations of the "Projects" module, activate the "Enable task signature" option.

Scheduling project tasks (Gantt view)

To access the Gantt planning of a project, you must click on "Tools" in the taskbar and then "Gantt" from the project.

You can change the start and end dates of a task directly from the diagram. By placing the mouse cursor at the end of a task, it turns into a double arrow and you can extend or shorten the duration of the task by moving it on the schedule. If you put your cursor at the very bottom of a task, the tip of an arrow appears, and you can modify the progress of the task with it.

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You can create new tasks from the Gantt by clicking +, or delete existing tasks by clicking x.
From the project list view you can also access the Gantt diagram by project or user, using the "Tools" menu in the taskbar.

The resources

Plan times

There are several ways to plan times: from a project, a task, or in bulk. From a project, in the "Members" tab, the "Schedule times" button allows you to schedule times, for one or more members, from a schedule view. The "Add several lines" button allows you to schedule several lines but only for one member, and the "New line" button allows you to schedule a line for a member. From the task sheet you also have access to the buttons "Add several lines" and "New line".

Enter times spent

You can enter the time spent on a project from within the project directly or from tasks. From a project you can enter time lines passed individually ("New line") or in bulk ("Add several lines"). From a task click on the "Enter time spent" button. In both cases enter the time spent in hours, select an activity. If this time line spent is billable, check the box "Include in provisional turnover.

Reserve resources

Configuration It is necessary to activate the "Resource Management" option in the Application Configurations beforehand.

Projects > Resource reservation

To reserve resources for a project you can go to the "Resource Reservation" menu. It is also possible to reserve resources for a project via the project sheet in question using the "Tools" button, menu "Reserve a resource". When you book a resource, you must indicate for which project and task you are booking the resource, as well as the dates of the booking. If you check the "Update period in relation to task" box, the resource reservation dates will automatically be changed as soon as you change the task dates.

You can do the same thing from a task as well, or from the resource itself.

Configuration In the "Projects" module’s Configuration > Resource Types menu you can add resource types that will then be selectable when you create new resources.