The Project Module is a core SolutionsInc module. It is optional and can be activated from the module setup page.
This module has several purposes:
- Follow leads and opportunities
- And/or manage projects defined as a hierarchy of tasks
- And/or track time consumed by users on these tasks.
Projects could be used for internal projects, done for your organisation or for projects to link different SolutionsInc objects (like commercial proposals, customers orders, customers invoices, …).
Important notice regarding definitions
The term Tasks is often confused with terms like “Events”, “Action”, and “Journal”.
Before you read this documentation, it is important to know the meanings of each term, which have been defined and normalized by the norm RFC2445.
If you are not familiar with these, please read this summary page: Events-Todo-Journal.
What this module can do:
- Allows you to define a status for opportunities and a probability if the project is a commercial lead.
- Manages projects as a hierarchy of tasks.
- Allows you to define internal projects (done for your organization) or external projects (done by your organization for a client).
- Allows you to allocate internal or external users to tasks.
- Allows you to share projects across users, providing each assigned user with the proper view of tasks and projects.
- Allows you to track time spent on tasks per working slot and user.
- Can generate invoices based on time spent.
- Allows you to assign any object (invoice, order, proposal, intervention, manufacturing order, etc.) or document or URL to projects and tasks.
- Provides a full view of the project with planned and spent time, Gantt view, and all documents.
- Supports custom fields for projects and tasks.
- Provides document templates for project and task reports.
What this module can’t do
- Does not support automated planning based on user availability.
- Does not calculate any critical path.
Set-up options
Projects > Parameters
Use projects to follow leads/opportunities
If selected, you could associate the project with a third party and follow the status of the proposal. This is required to manage external projects.
Use projects to follow tasks and time
You need to select this option if you want to enter the detailed tasks of the projects and eventually track time spent (this is not mandatory even if the option is selected). If not selected, the module will only allow you to follow business opportunities (i.e., sales project status).
Projects > Projects numbering module
Projects are numbered automatically using a simple model. You can change this model and define your own number template using the universal engine.
Projects > Tasks numbering module
Tasks are automatically assigned numbers using a straightforward model. You have the option to modify this model and create your own numbering template using the universal engine. It’s important to note that the task numbering model operates independently from the project numbering model.
Projects > Project reports document model
You have the option to choose a template for the overview of linked objects, as well as a report template for project tasks. Additionally, it’s possible to create documents based on OpenDocuments templates, and a simple template is available for use.
Projects > Task reports document model
It is possible to generate documents using OpenDocuments templates, and a basic one is provided.
Projects > Other Parameters
You can utilize auto-completion fields to select a project instead of using a list box. This feature is especially beneficial when tracking a large volume of opportunities as projects.
When dealing with third-party documents, you can choose a project that is linked to a different third party. By default, only documents from the third party attached to the project can be linked. However, if there’s a subcontractor involved who will provide relevant documents for the project, you may need to have the option activated to allow linking those documents as well.
Complementary attributes (project)
Use this tab to define extra fields that will be available in the project card.
Complementary attributes (task)
Use this tab to define extra fields that will be available in the task card.
Dictionaries
The module includes the “Opportunity Status for Project/Lead” dictionary, which is specifically designed for tracking leads and opportunities. This dictionary includes probabilities for converting these opportunities into signed contracts.
To customize the list of values for qualifying your opportunities, navigate to the Setup menu and select Dictionaries. Here, you can add, edit, or remove entries to better reflect the statuses relevant to your projects.
Additionally, the module utilizes the “Contact/Address Types” dictionary. This dictionary is populated by default to facilitate the association of contacts or users who are allocated to a project or a task, ensuring that all relevant personnel are correctly linked to their respective responsibilities within the system.
Permissions
- Based on the permissions you’ve outlined, here’s an overview of the capabilities regarding project and task management within the system:
- User Permissions and Capabilities
- Read Projects and Tasks:
- Access to view shared projects and projects you are a contact for.
- Ability to enter time consumed on assigned tasks through a timesheet feature.
- Create/Modify Projects:
- Ability to create and modify shared projects and projects you are a contact for.
- Delete Projects:
- Permission to delete shared projects and projects you are a contact for.
- Export Projects:
- Option to export information related to projects for reporting or external use.
- Read All Projects and Tasks:
- Access to view all projects and tasks, including private projects you are not a contact for.
- Create/Modify All Projects and Tasks:
- Ability to create and modify all projects and tasks, including private projects you are not a contact for.
- Delete All Projects and Tasks:
- Permission to delete all projects and tasks, including private projects you are not a contact for.
This permissions model provides a structured approach to project and task management, allowing users to work efficiently with shared and private projects based on their roles. The granularity of permissions ensures that users can manage their own responsibilities while also having the ability to oversee a broader range of projects if needed.
If you need further customization or specific configurations, consider adjusting the permissions accordingly to better suit your workflow or organizational policies.
Usage
Project Management Module in SolutionsInc
The project management module is accessible through the Projects icon in the top menu of SolutionsInc. The left menu displays two sets of options:
- My Projects and Tasks:
- This section allows you to access the projects and tasks to which you have been assigned. You can manage your responsibilities, log time on assigned tasks, and monitor the progress of these projects.
- Shared Projects and Tasks:
- This section provides visibility into projects and tasks that are shared and readable by you, even if you are not directly assigned to them. This may include projects that are accessible to other users or teams within your organisation.
- Note: Access to this view may be restricted depending on your permissions. Depending on your role and the settings configured by your administrator, you may have limited access to certain shared projects.
The dual menu structure facilitates efficient navigation between tasks and projects assigned to you and those available to your wider team or organisation. This design ensures that users can focus on their immediate responsibilities while remaining informed about related activities across the organisation. Always be aware of your permission levels to understand the extent of the projects you can access and manage.
Entities and Business rules
Project entity
This is the root object added by the module.
Properties
| Property | Description | Note / Values |
|---|---|---|
| Reference | Generated automatically by a template. It is unique. | See Set-up Options to customize the template. |
| Label | The full name of the project. | |
| Visibility | This property define the users permissions. | Project Contacts, the project is only available to users associated.Everybody, the project is shared (public). |
| Status | Current status of the project, updated by the project workflow. | DraftOpenClosed |
| Start date | Starting date for the project | Could be any valid date in past or future. Note that no control is made between start and end date. |
| End date | Ending date for the project | Could be any valid date in past or future. Note that no control is made between start and end date. |
| Opportunity status | Value selected from the “Opportunity status for project/lead” dictionary. | Only displayed when “Use projects to follow leads/opportunities” option is set-up. |
| Opportunity probability | The percentage associated to the Opportunity status, could be updated manually. | Only displayed when “Use projects to follow leads/opportunities” option is set-up. |
| Opportunity amount | Amount of the opportunity in default currency. | Only displayed when “Use projects to follow leads/opportunities” option is set-up. |
| Budget | Amount of the budget required for the project in default currency (if any). | |
| Description | A text to describe your project. | |
| Public Notes | A text area (html) to store public notes on the project. | |
| Private Notes | A text area (html) to store private notes on the project. |
Links
| Entity linked | Description | Notes |
|---|---|---|
| Users | You could allocate multiple users to a project, specifying a role. Two roles are defined by default, but you could extend it if needed. | There is no limitation to number of users linked, even with the same role. |
| Contacts | You could allocate multiple contacts – from different third parties – to a project, specifying a role. Two roles are defined by default, but you could extend it if needed | There is no limitation to number of contacts linked, even with the same role. Contact and User roles could be different if needed. |
| Documents | You could upload multiple document files and link them to a project. | Document could also be generated using templates, see Set-up Options to activate the templates. |
| URL | You could attach multiple URL links to a project. | |
| Commercial proposal | You could attach multiple proposals to a project. | You could create the proposal from the project overview tab. |
| Customer order | You could attach multiple customer orders to a project. | You could create the order from the project overview tab. |
| Customer invoice | You could attach multiple customer invoices to a project. | You could create the invoice from the project overview tab. |
| Customer template invoice | You could attach multiple template customer invoices to a project. | You could create the invoice from the project overview tab. |
| Supplier order | You could attach multiple supplier orders to a project. | You could create the order from the project overview tab. |
| Supplier invoice | You could attach multiple supplier invoices to a project. | You could create the invoice from the project overview tab. |
| Contract | You could attach multiple contracts to a project. | You could create the contract from the project overview tab. |
| Expense report | You could attach multiple expense report to a project. | You could create the invoice from the project overview tab. |
| Event | You could attach multiple events to a project. | You could create the event from the project overview tab. The Agenda module should be activated. |
| Task | You could attach multiple tasks to a project. See below the tasks properties. | The option to manage tasks in a project should be properly activated, see Set-up Options |
Task entity
This is the child entity of the project entity. It is possible to create a hierarchy of tasks, the project being the root of the tree.
Properties
| Property | Description | Note / Values |
|---|---|---|
| Reference | Generated automatically by a template. It is unique. | See Set-up Options to customize the template. |
| Label | The full name of the task. | |
| Child of project/task | By default the current project but could be changed to an other project task to create a tasks hierarchy. | |
| Assigned to | The user responsible of the task. | By default the task creator. |
| Start date | Starting date for the task | Could be any valid date in past or future. Note that no control is made between start and end date neither with project dates. |
| End date | Ending date for the task | Could be any valid date in past or future. Note that no control is made between start and end date neither with project dates. |
| Planned workload | Planned workload to complete the task in hours and minutes. | |
| Declared progress | A percentage to be updated manually. | Could also be updated when capturing time spend on task. |
| Description | A text to describe your task. | |
| Public Notes | A text area (html) to store public notes on the task. | |
| Private Notes | A text area (html) to store private notes on the task. |
Links
| Entity linked | Description | Notes |
|---|---|---|
| Users | You could allocate multiple users to a task, specifying a role. Two roles are defined by default, but you could extend it if needed. | There is no limitation to number of users linked, even with the same role. |
| Contacts | You could allocate multiple contacts – from different third parties – to a task, specifying a role. Two roles are defined by default, but you could extend it if needed | There is no limitation to number of contacts linked, even with the same role. Contact and User roles could be different if needed. |
| Documents | You could upload multiple document files and link them to a project. | Document could also be generated using ODT templates, see Set-up Options to activate the templates. |
| URL | You could attach multiple URL links to a project. | |
| Time spent | You could attach multiple time spent slot to a task. | See the entity attributes below for more details. |
| Task | You could attach multiple tasks to a task by using it as a parent task. |
Time spent record
These records allows to capture the time spent by a user on a task at a given time.
The time spent could be entered from different points:
- using the tab dedicated in the task form
- using the “New time spent” option in the module left menu.
In both cases you could enter time spend by day, but the menu option allows also to enter time spend by week. In this case you could only enter one time slot by day.
Properties
| Property | Description | Note / Values |
|---|---|---|
| Start Date and Time | Define when the time has been spent. | Time is not available when you enter the data by weeks. |
| Duration | Hours and minutes spent on the task. | This is mandatory to create a record |
| Note | A small text to comment what was done or how time was spent. | Note is not available when you enter the data by weeks. |
| Done by | The user who has spent time on the task. | The user should be assigned to the task to enter a time spent record |
Links
| Entity linked | Description | Notes |
|---|---|---|
| Users | One and only one user is linked to a time spent record | The user should be linked to the task, to create the record. |
| Task | One and only one task is linked to a time spent record |
Project visibility and user actions
This module allow to share projects and task across users. Each user could interact based on :
- Permissions allowed
- Project visibility
- Assignment to project
The following table summarizes actions available based on these factors.
| User | Project | ||||
|---|---|---|---|---|---|
| Visibility on project contact only | Visibility for everybody | ||||
| Status | User is not a contact of project | User is a contact of project | User is not a contact of project | User is a contact of project | |
| Permission | Read | Project hidden | read project & tasksadd time spent on owned tasks | Project hidden | read project & tasksadd time spent on tasks |
| Create/Modify | modify close projectcreate modify tasks | modify close projectcreate modify tasks | |||
| Delete | delete projects & tasks | delete projects & tasks | |||
| Read all projects (even if not contact or public) | read projects & tasksadd time spent on owned tasks | ||||
| Create/Modify all projects (even if not contact or public) | modify close projectcreate modify tasks | ||||
| Delete all projects (even if not contact or public) | delete projects and tasks | ||||
Project Workflow
Project status follows this workflow sequence : Draft, Open, Closed.
Create a project
Creating a new project is done through the “New Project” option in the “Projects” main menu. Public projects, along with all their tasks, can be viewed and edited by anyone who has read permissions for the project. In contrast, private projects and their associated tasks can only be accessed and modified by users designated as contacts or actors for the project, as well as the project creator. It is important to note that if all contacts are removed, at least one user, the creator, must remain authorised to access the project.
Create a task
Creation of a task is done from button “Create Task” on the tab “Task” of a project or from menu “Projects -> New task”.
- A task can be created if you have permission to create/edit projects and if you are contact of a project (or if projet is a public project).
- A task is on the root of a project or under another task of the project.
