Project Performance - featured

6 – Projects (Progress & Invoicing Plan Monitoring)

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Projects (Progress & Invoicing Plan Monitoring)

Project Progress Monitoring can be performed through useful Dashboard, Status Report and Gantt Chart. Progress achieved trigger Invoicing of WorkPackages.

Monitoring Dashboard

You can review charts and analyze results of Projects, get Project Reporting in a specific timescale, but also you can take important information about Project and Work Packages completion and get advised on costs measurement of workload and accounting.

  1. Go to Application Menu Icon > Projects> Projects.
  2. Enter the Project you wish from the list of Projects.
  3. In the Dashboard tab, you get a Project Overview. Check Remaining Time, Task Count and Workload, see the percentage of Project completion, how many Deliverables are added and remaining and how many Schedules (Work Packages) are still pending.

Task Count refers to # of Tasks of this Project that are completed and approved, Tasks Workload (in hours) is the # of actual Task(s) duration divided by the scheduled Project duration and Completed percentage is the aforementioned field of the Project that is managed by the Project Manager.Projects (Performance Monitoring) - 1

  1. Also take a look at the Burndown Chart and Milestones Chart below.Projects (Performance Monitoring) - 2Projects (Performance Monitoring) - 3Projects (Performance Monitoring) - 4

In the Burndown Chart it is displayed the Scheduled duration (in hours) that the Project will last with the blue line and how these hours should be minimized as the days are passing by. With the red line, we see the Tasks that have been set and how smoothly they have reduced the remaining workload in hours.

  1. Finally, you can check the pie-chart that gives the number of hours spent by Division (Hours per Division). Also, a pie-chart that gives the amount of Income earned by Division (Income per Division).

Hours per Division are calculated based on the Approved Hours of People working in your Project and are members of different Divisions. Whether these Hours were chargeable or not, Income is populated inside the Project’s Income tab.

 

Projects (Performance Monitoring) - 5

Project Status Monitoring

  1. Go to Application Menu Icon > Projects> Projects.
  2. Enter the Project you wish from the list of Projects.
  3. Then, select Project Status tab.
  4. You may select a Mode (Day, Week, Month) for the Dates you wish. Press Fetch Report to get results.
  5. You may select or de-select the information you wish to show to the Report by pressing.
  6. In the Report displayed, you may check Hours spent in each Service and the Value (actual Income gained in this Project) added in the Project from these Hours/Uses. You may Print the report by following your browser default printing procedure. To return back in the Project, press Close.Project Performance - Project Status

Invoicing Model Monitoring

In Invoicing Model of the Project, you may have linked Invoicing for some or all Work-Packages, as explained in Invoicing Model Setup. When it’s time, you may trigger Invoicing in a specific Work-Package (phase of the Project) from Invoicing Model tab of the Project. 

  1. Go to Application Menu Icon > Projects> Projects.
  2. Enter the Project you wish from the list of Projects.
  3. Then, select Invoicing Model tab.

Project Performance - Invoicing

  1. In the table that is provided you may check the information you have added in Invoicing Model Setup regarding percentages of completion for this Work-Package, so as to enable Invoicing button. When Estimated or Calculated Completion % is higher than the “Invoice at %” number, the Invoicing button is enabled (green).Project Performance - Invoicing 2
  1. If clicked, button will be changed to and a new Task will have been added to the Divisional Department, which is responsible for Invoicing.

Practically, this group’s members of Organizational Chart will be notified to invoice on a Project. This group was set in the Business Setup, in Division creation.

  1. Team Leader(s) in the group of Organizational Group which is responsible for Invoicing, will receive a new Task in their Calendar, which will refer to Invoicing. This Group has been set in Division creation in Business Setup. Project’s selected Division defines the Group’s Division which will Invoice on this Project.

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  1. Team Leader(s) of the notified Group, will enter the Task by pressing on it. They may also find the Task in the related Unit, Tasks. They can get informed on who has requested the Invoicing (Project Manager), read the Description and navigate to the Work-Package (Process), which is related with this Invoicing.

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  1. When Work-Package is invoiced, Task can be set as complete from top right.
  2. Person triggered Invoicing (Project Manager) will be notified upon this Task’s completion.
  3. Finally, in Invoicing Model tab of Project, Invoicing Status for this Work-Package will be changed to Checked.Project Performance - Invoicing 5

Set Progress of a WorkPackage or the whole Project

  1. Go to Application Menu Icon > Projects> Projects.
  2. Enter the Project you wish from the list of Projects.
  3. From Project’s inside:
    • Either, go to Gantt Chart tab and then select the Project and press Set Progress to change the Progress % for the whole Project.Project Performance - Project Progress
    • Or, select the WorkPackage and press Set Progress to change the Progress % for the respective WorkPackage.Project Performance - Project Progress 2
  4. A pop-up window opens which refers to the Project Progress % or Workpackage Progress %, respectively.
    • For the Project Progress, fill in the Completion %, the Project budget at completion and press Save.Project Performance - Progress 3
    • For the WorkPackage Progress, fill in the Completion % and press Save.Project Performance - Progress 4

Alternatively,

In order to change Project completion %, you may:

  1. Go to Summary tab, so as to change Project Progress.
  2. Navigate to Execution information and press the icon next to Completion % (+) .
  3. A pop-up window opens which refers to the Project Progress %.
  4. Fill in the Completion %, the Project budget at completion and press Save.Project Performance - Progress 5

In order to change Workpackage completion %, you may:

  1. Go to Invoicing Model tab, so as to change an Invoicable Workpackage Progress.
  2. Click on the (+) icon under the Estimated Completion %.
  3. A pop-up window opens which refers to the Project Progress %.
  4. Fill in the Completion % and press Save.Project Performance - Progress 6

You may adjust multiple Projects’ Progress % completion in Projects Progress Management, too.

Projects Progress Monitoring

You may adjust a specific Work-Package/Project Progress % completion, as explained extensively in Set Progress in a Project or Work-Package. You may adjust a specific Project/WorkPackage Progress % completion either from Project’s Gantt Chart, or from Project’s Summary/Invoicing Model tab. (Read above section)

If you wish to manage % completion in multiple Projects and progress % completion in Work-Packages of different Projects:

  1. To set Projects Progress, you should go to Application Menu Icon > Projects> Progress Management, or Application Menu Icon > Projects> Projects and then click on the Actions button on top, to select Project Progress Management.Project Performance - Project Progress 7
  2. To add a new one, press to add new information:
    • Fill-in the Project you wish to adjust its completion %. In case, you would like to specify a Work-Package of this Project, you may select it, too.
    • Set the Date that the adjustment is made.
    • Fill-in the Completion %. If only Project is selected, this will adjust Project’s Execution information, especially % Project completion. If A Work-Package is selected this will adjust the Progress % completion for this Work-Package.
    • Finally, if applied, add the Project budget at completion. (This field applies when you have not selected a Work-Package and you are about to set Progress in the whole Project).
    • Click on Save or Save and New to save the new Progress information, on Save and New to save this and start creating another one. Choosing Save and Notify, this will be saved and you could send Note-Notification upon its creation not only to users, but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.Project Performance - Progress 8
  3. To view/edit an already added, press one to enter it.
    • In the Summary tab, you will see information added and in case this refers to Project % completion, you can access the Earned Value, too.
    • Click on the pencil button to edit this entity.
    • Adjust details, such as the Project, Work-Package of this Project, Date, Completion % and Budget at completion.
    • Click on Save to save the changes. Choosing Save and Notify, information will be saved and you could send Note-Notification upon its edit not only to users, but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.
      • Click on the Actions button to perform the following:
      • Delete specific entity. A confirmation box will appear.
      • Print current entity details. A new tab will open to your browser, where you should follow the relevant printing procedure. Print can also performed by pressing Printer button.
      • Notify, to send Notes-Notification to specific Comidor groups or Comidor users or external recipients via email (provided that you have already connected your email in the system) regarding this
    • Click on Tags tab to add a new Tag on that entity that it may be private, group, internal or public. From this point, you can also manage old tags that have been added on that Progress entity. Putting Tags in Progress entities may help you in grouping them, filtering and finally find them easier.
  4. Multi-check entities from the list, so as to:
    • Delete – A confirmation box will appear.Project Performance - Progress 9
  5. Check an entity from the list, so as to:
    • Change % Completion quickly in the pop-up that will appear.