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Below you will find how to qualify your different types of projects: Time & Material, Fixed Price, Recruitment, and Product Sales.
Qualify a Time & Material Project
Qualify the Project Information Tab
Projects > Project card > Information tab
The Type of project => Make sure the project created is correctly defined with the desired type.
The Project Reference => By default, the tool proposes a reference set by the Administrator of your interface (Administrator interface > Legal Agencies > Relevant Agency > "Project Configuration" tab). You can manually edit the suggested reference if necessary.
The Delivery Location => By default, the tool uses the business address from the company card of the contact.
Note:
The Start and End dates are defined via the Project Deliveries tab. The signed Deliveries' start and end dates are used.
IMPORTANT
When you choose the project type between "Time & Material" or "Fixed Price", you will not be able to switch to another mode afterwards.
Qualify the Project Deliveries Tab
Projects > Project card > Deliveries tab
The Deliveries tab allows you to formalize the data sold to the client (assigned resources, intervention period with the number of billed days and associated rates, anticipated expenses and investments, etc.).
Assign one or more resources to the project (See Assign one or more resources to an existing project)
Define the details of the planned Delivery by clicking on each resource line to check and/or complete the start and end dates of the Delivery, the sold days, the daily sale rate, etc.
IMPORTANT
If no ADC appears on the Delivery card, it means you have not filled in the contractual data on the resource card, "Administrative" tab. We strongly recommend you fill in this data as it significantly impacts the profitability calculations of your projects, resources, managers, agencies, etc.
For each Delivery, you can associate a Delivery Title. If the "Timesheets, Expenses & Absences" module is enabled on your interface, the Resources assigned to the Project can log time against the Project Reference + Delivery Title. The tool thus allows you to create several Delivery cards with different titles for Resources to log time against.
You will thus obtain your revenue excluding VAT, your costs excluding VAT, your margin excluding VAT, and your profitability:
Revenue excluding VAT = daily sale rate x number of sold days + additional revenue from each Delivery card
Costs excluding VAT = Delivery ADC x number of sold and free days + additional investments from each Delivery card
Margin excluding VAT = Revenue excluding VAT - Costs excluding VAT
Profitability (%) = Margin excluding VAT / Revenue excluding VAT x 100
IMPORTANT
Signed Deliveries appear in blue on the workload plans in the "Activity Reports" module. Also, if you have enabled the "Timesheets, Expenses & Absences" module on your interface, resources involved in the project can log their time against the signed intervention periods. If several Deliveries are defined in the same project in the same month for the same resource, it is recommended to associate different Delivery titles so the resource knows where to log time!
Useful Links
Here are some useful links to further qualify your projects
⠀
Qualify a Fixed Price Project
Qualify the Project Information Tab
Projects > Project card > Information tab
The Type of project => Make sure the project created is correctly defined with the desired type.
The Project Reference => By default, the tool proposes a reference set by the Administrator of your interface (Administrator interface > Legal Agencies > Relevant Agency > "Project Configuration" tab). You can manually edit the suggested reference if necessary.
The project start and end dates => It's important to qualify them now because when you assign resources to the project, the tool will by default use the project intervention periods. This can save you time in qualifying the project if the dates are identical.
The Delivery Location => By default, the tool uses the business address from the company card of the contact.
Qualify the Project Deliveries Tab
Projects > Project card > Deliveries tab
The Deliveries tab allows you to formalize the revenue and costs sold/budgeted to the client (intervention periods with the number of billed days and associated rates, anticipated expenses and investments, etc.).
You can formalize the project's planned revenue and costs in two ways:
By qualifying the deliveries of resources assigned to the project
Assign one or more resources to the project (See Assign one or more resources to an existing project)
Qualify the created Deliveries by clicking on each Delivery line (start and end dates of the Delivery, budgeted daily sale rate, planned billed days, etc.). You will thus obtain the project's revenue and margin with a breakdown by resource.
For each Delivery, you can associate a Delivery Title. If the "Timesheets, Expenses & Absences" module is enabled on your interface, the Resources assigned to the Project can log time against the Project Reference + Delivery Title. The tool thus allows you to create several Delivery cards with different titles for Resources to log time against.
IMPORTANT
If no ADC appears on the Delivery card, it means you have not filled in the contractual data on the resource card, "Administrative" tab. We strongly recommend you fill in this data as it impacts the profitability calculations of your projects, resources, managers, agencies, etc.
By qualifying Additional Revenue and Investments:
If you want to enter revenue and investments that you do not want to associate directly with the Resources assigned to the Projects, click the icon (located below the Financial Summary). This will bring up an entry table where you can define Additional Revenue and Investments! For each line, you can associate a date, a title, revenue, and an investment. If you check the checkbox to the left of the date, the entered data will be included in the Production for the indicated dates. They will thus be automatically integrated into the Production Revenue/Costs of the Consumption and Billing tabs of the Project and Reporting.
Once you have qualified the various Deliveries of the project + any additional revenue/investments, you will obtain these different indicators on the Financial Summary:
Revenue excluding VAT = (daily sale rate x number of billed days + additional revenue from each Delivery card) + (project additional revenue)
Costs excluding VAT = (Delivery ADC x number of billed days + additional investments from each Delivery card) + (project additional investments)
Margin excluding VAT = Revenue excluding VAT – Costs excluding VAT
Profitability (%) = Margin excluding VAT / Revenue excluding VAT x 100
Note:
You can also designate one or more project managers to give extended rights to the relevant resources without sharing the project's financial data (revenue, margin, profitability, etc.). A project manager can, from their intranet:
- update created batches (title, planned duration, remaining work, and change assignments) as well as create and modify created milestones.
- view the details of resource consumption for the project
- add actions on the project's Actions tab
IMPORTANT
Signed Deliveries appear in blue on the workload plans in the "Activity Reports" module. Also, if you have enabled the "Timesheets, Expenses & Absences" module on your interface, resources involved in the project can log their time against the signed intervention periods and possibly the assigned batches. If several Deliveries are defined in the same project in the same month for the same resource, it is recommended to associate different Delivery titles so the resource knows where to log time!
Delivery Groupings (recommended)
If needed, you can create groupings to assign several resources to the same activity.
For each grouping you can:
set a start and end date for each activity
enter a daily sale rate for the grouping, associated with a number of sold days, and distribute it across the different assigned deliveries, either manually or proportionally
track time consumption for each batch clearly from the Consumption tab by clicking on the Groupings tab
Batches/Milestones
To use batches and milestones, first go to the project and check the "enable batches/milestones tab" box to make the tab appear.
This tab is designed to help you manage the progress of your project by allowing you to define:
batches on which resources assigned to the project can log time. Once you have created batches, resources assigned to the project will be "required" to log time against the formalized batches. They will no longer be able to log time generally against the project! Batches are useful for tracking time consumption on parts of the project.
Enter the title and planned duration. The "Assignment" field allows you to designate a resource for the batch. If you leave the "Assignment" field as indifferent, all project resources can log time against the batch. However, when a resource is designated, only that resource can log time against the batch!
For each batch, if you wish, you can qualify a distribution of the signed revenue (defined via the "Deliveries" tab with the qualification of Delivery cards and any additional revenue).
milestones to define the major steps of the project with progress percentages. However, these are not linked to consumption reported by resources. Resources cannot log time against them!
IMPORTANT
If a project manager has been defined in the "Deliveries" tab, they can update created batches (title, planned duration, remaining work, and change assignments) as well as create and modify created milestones.
Useful Links
Here are some useful links to further qualify your projects:
Qualify a Recruitment Project
Qualify the Project Information Tab
Enter the project reference, the delivery date, the sale rate (i.e., the amount of the commission or the received package), and any investments you wish to associate with your recruitment projects.
Click the "Save" button or press the "Enter" key on your keyboard
Useful Links
Here are some useful links to further qualify your projects:
⠀
Qualify a Product Sales Project
Qualify the Project Information Tab
Enter the project reference and add all useful documents as attachments
Click the "Save" button or press the "Enter" key on your keyboard
Qualify the Project Deliveries Tab
If it is a unit product sale
Qualify the sale date (1), the unit sale rate (2), and the quantity sold (3)
Optionally, indicate a title for this sales Delivery (4)
If it is a product sale with subscription
Qualify the subscription dates then save (1), the tool will suggest a quantity to invoice based on the entered period and the type of sold product subscription. If it is a "monthly sale" product over a 12-month period, the tool will suggest quantity 12 (2)
Enter the unit sale rate (3) and the number of months/quarters/semesters/years sold (4)
Optionally, indicate a title for this sales Delivery (5)
Useful Links
To go further: