Project Details

Project List

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You need project app rights to access the sections described in this documentation.

You can access the project list here (opens new window). This is the landing page where the project team can see a list of all projects that are currently running on the first tab, the second tab lists all the recurring projects.

From this page you can view project details, including milestones and tasks.

Action button from the project list page will allow you to do the following:

• Create new project
• Access project details
• Print project report
• Edit project details
• Duplicate a project
• Delete a project
• Archive a project

Create new Project

Click on the "create new project" button at the top of the page, you will be routed to a new page where you will be required to enter the following information to create a new project:

Field
Select Project Type
Select The Project Manager
Enter Project Title
Client associated with the project
Project Start Date
Project end date
Project description
Scope of work
Deliverables for the project

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When you create a new project, you have to assign a project manager.

Edit Project

To edit an existing project, start at the project list page (opens new window), look for the project you want to edit. Click on the action column for that project and click - edit. You will be taken to an edit page, where you will be able to edit the details you need to edit for the project.

Print Project Report

To view project details, start at the project list page (opens new window), look for the project you want to view. Click on the action column for that project and click - project report. You will be navigated to the project report page to view the PDF report, which will look like this:

The project report includes all the information entered for a specific project, from the description to the milestones and tasks in one convenient PDF document that you can print, or share with others.

Project Details

To view project details, start at the project list page (opens new window), look for the project you want to view. Click on the action column for that project and click - view project. You will be navigated to the project detail page for that project, which will look like this:

Within the project detailed page, there are five (5) project tabs. Each tab contains a set of data that is relevant to the project. These tabs are:

• Project Milestones - where you can define the different milestones for the project in a chronological order.
• Project board - where you can add specific project tasks, associated with milestones
• Project meetings - where you can record all meetings associated with the project
• Project documents - where you can save all project docs
• Project notes - keep track of all notes associated with the project

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If you are a manager and you have access to the project app, your project details page will look like this

Within the project detailed page, there are five (7) project tabs. Each tab contains a set of data that is relevant to the project. These tabs are:

• Project Resources - where you as a manager can add a resource for a specific project
• Project Milestones - where you can define the different milestones for the project in a chronological order.
• Project Board - where you can add specific project tasks, associated with milestones
• Project Meetings - where you can record all meetings associated with the project
• Project Documents - where you can save all project docs
• Project Notes - keep track of all notes associated with the project
• Project Expenses - where a manager can add project expenses

Project Budget

As a project manager, the first order of business will be to set up your project budget, that can be done in two steps:

1. Set up project resources
2. Set up project accounts

Project Resources

Project resources represent the individuals that will be working on the project. Before assigning project resources, the individuals must be added to Digital Practice as team members and assigned "Project App Access".

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Ensure that the cost rate for your resources have been set up. They can only be set up by the Human Resources team (from inside the HRMS app). If you do not see a resource cost on this page - please contact HR to set-up payroll.

To add a resource click on the "add resource" button at the top of the page:

Select the resource from the list and then enter the: (1) Normal Hourly Rate, (2) Overtime Hourly Rate, (3) Weekend Hourly Rate and (4) Holiday Hourly Rate. When employee book hours to the project, the rates you enter here will be used to calculate the value that should be billed to clients.

After entering the resources, you will be able to see their hours on the list. As employees book hours to projects, you will also be able to see the booked, approved and billed hours.

Create Billing invoice

When your project has available billed and approved hours, you will see a "Bill XXhrs" button that will allow you to create an invoice for the client with just one click. When you click on that button, a new invoice is created.

You will still need to ensure that the details on the invoice are correct and send the invoice to the client.

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You will need Finance App access to view the invoice created here.

Project Accounts

In this section you can manage the accounts created for the project, you can also create new accounts. Accounts allow you to segregate cost centres for the project, in order to better manage and control project cost. There will be default accounts created, you can add new accounts or delete accounts you do not need.

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When creating project expenses, you will need to assign these expenses to available project accounts.

1. Edit Project Accounts You can edit accounts details before booking expenses to that account. You can change: (a) The name of the account, (b) The cost for the account and (c) expected revenue from the account.

2. Deactivate Project Accounts You can deactivate project accounts to stop expense bookings against the account.

3. Delete Project Account You can delete a project account, before booking expenses towards that account.

4. Account Value As people book expenses against accounts, you will be able to see the value of the account and can also tell if the account is over-budget.

Project Financials

As a project manager, you can also check the project financial dashboard. To view the dashboard, from the project detail click on the "Financials" button.

Create Project Milestone

You can create a new project milestone by navigating to the end of the project milestone list, on the project milestone tab of detailed project page:

The following information must be provided to create a new milestone:

Fields Required
Title of milestone
Milestone due date
Milestone description

This information will be displayed back to you on the project detailed page. You will be able to: (1) edit the milestone (2) delete the milestone (3) move the milestone status to completed

To edit the milestone, click on the three dots at the top right of the milestone box, a dropdown menu will appear with option .

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When a milestone is initially created, it will be greyed out. When you move it to completed, it will be blue.

It is advisable to use this milestone status functionality to let the team know what milestone they are currently busy with. Milestones are proxies for project stages.

Project Task

You can also add tasks directly to project milestones from this page. Click on the "Add new task to this milestone" button to add a task. This button is only visible on milestones that are still in progress, before they are marked as completed.

Enter all the required information and save the form.

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Note that you will need to assign available hours to tasks at this stage. This is part of the project planning. The hours that you assign will be added to the project budget hours and your project team will be able to book time to these tasks.

WARNING

Before you add a task, you will need to first assign project resources. Read more about project resources in the "Project Resources" section above.

Project Board

The project board is the place where all the tasks the project team members are currently busy with are shown. Tasks are divided in to three columns:

• TODO tasks
• In progress tasks
• Completed tasks

You can also move the tasks forward between the columns, for example - you can move a task which is in the "to-do" column to the "in progress" column by clicking on the button "move to in progress". You can also delete a task.

On the project board, within the task detail you can see:

• The Title of the task
• The project milestone associated with the task
• The person responsible for the task
• The due date of the task

There are two action buttons: (1) Move the task status and (2) delete a task.

WARNING

Anyone who has access to the project has the ability to create, move and delete tasks, only grant access to the right people.

Create Project Task

You can create a project task in two ways:

1. At the top right corner of the project board, there is a button "add new project task".

Click on the button, the information required to create a new task is:

Fields to Create Task
Select the milestone
Select the responsible person
Title of the task
Short description of task
Due date of the task

2. Within the milestone, there is a button "+ ADD NEW TASK TO THIS MILESTONE".

Click on the button, the information required to create a new task is the same as mentioned above.

NOTE: On this page, you can choose to assign the task to Client.

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The tasks created here will also appear on the individual personal pages and calendar of the responsible person.

Edit Project Task

Project and all other tasks cannot be edited, however details, documents and logs can be added to tasks. To add logs to tasks, click on the task name and you will be routed to the task detailed page.

From the task detailed page you can:

1. Add a document to the task
2. Add an update to the task

Project Expenses

Project expenses are just like any other expense, except they will be assigned to a project account. Before you can create a project expense -- the project manager will need to create project accounts to book to.

To add a project expense, click on the "Add Expense" button at the top of the page:

Enter the required information and save the form.

Once you create an expense, the project manager will need to approve the expense, only approved expenses will be booked against the project.