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Below you will find how to qualify your different types of projects: Time & Materials (T&M), Fixed Price, Recruitment, and Product Sales.
Qualify a Time & Materials (T&M) Project
Qualify the Project Information Tab
Projects > Project card > Information tab
The Type of project => Make sure the created project is correctly set to the desired type.
The Project Reference => By default, the tool suggests a reference configured by the Administrator of your interface (Administrator interface > Legal Agencies > Relevant Agency > "Project Configuration" tab). You can manually edit the suggested reference if needed.
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 set via the Project Deliveries tab. The signed Delivery start and end dates are used.
IMPORTANT
Once you choose the project type between "Time & Materials" 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 lets you formalize the data sold to the client (assigned resources, intervention period with number of charged 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 (Average Daily Cost) appears on the Delivery card, it means you have not filled in the contractual data in the resource card, "Administrative" tab. We strongly recommend filling in this data as it greatly impacts the profitability calculations of your projects, resources, managers, agencies, etc.
For each Delivery, you can associate a Delivery title. If the "Time, Expenses & Absences" module is enabled on your interface, resources assigned to the Project can log their time against the Project Reference + Delivery Title. The tool thus allows you to create multiple Delivery cards with different titles for assigned resources to log against.
You will then obtain your revenue (excl. VAT), your costs (excl. VAT), your margin (excl. VAT), and your profitability:
Revenue (excl. VAT) = daily sale rate x number of sold days + additional turnover from each Delivery card
Costs (excl. VAT) = Delivery ADC x number of sold and free days + additional investments from each Delivery card
Margin (excl. VAT) = Revenue (excl. VAT) - Costs (excl. VAT)
Profitability (%) = Margin (excl. VAT) / Revenue (excl. VAT) x 100
IMPORTANT
Signed Deliveries are displayed in blue on the workload plans of the "Activity Reports" module. Also, if you have enabled the "Time, Expenses & Absences" module on your interface, resources involved in the project can log their time on the formalized 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 their 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 created project is correctly set to the desired type.
The Project Reference => By default, the tool suggests a reference configured by the Administrator of your interface (Administrator interface > Legal Agencies > Relevant Agency > "Project Configuration" tab). You can manually edit the suggested reference if needed.
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's intervention periods. This can save you time qualifying the project if the dates are the same.
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 lets you formalize the sold/budgeted turnover and costs to the client (intervention periods with number of charged days and associated rates, anticipated expenses and investments, etc.).
You can formalize the planned turnover and costs of the project 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 Delivery(ies) by clicking on each Delivery line (start and end dates, budgeted daily sale rate, planned charged days, etc.). You will thus obtain the project turnover and margin with a breakdown by resource.
For each Delivery, you can associate a Delivery Title. If the "Time, Expenses & Absences" module is enabled on your interface, resources assigned to the Project can log their time against the Project Reference + Delivery Title. The tool thus allows you to create multiple Delivery cards with different titles for assigned resources to log against.
IMPORTANT
If no ADC (Average Daily Cost) appears on the Delivery card, it means you have not filled in the contractual data in the resource card, "Administrative" tab. We strongly recommend filling in this data as it impacts the profitability calculations of your projects, resources, managers, agencies, etc.
By qualifying Additional Turnover and Investments:
If you want to enter turnover and investments that you do not wish to associate directly with resources assigned to Projects click the icon (located below the Financial Summary). This will bring up an entry table where you can define Additional Turnover and Investments! For each line, you can associate a date, a title, a turnover, and an investment. If you check the checkbox to the left of the date, the entered data will be reflected in Production on the indicated dates. They will thus automatically integrate into the Production Turnover/Costs of the Consumption and Billing tabs of the Project and the Reporting.
Once you have qualified the different Deliveries of the project + any additional turnover/investments, you will obtain these different indicators on the Financial Summary:
Revenue (excl. VAT) = (daily sale rate x number of charged days + additional turnover from each Delivery card) + (additional project turnover)
Costs (excl. VAT) = (Delivery ADC x number of charged days + additional investments from each Delivery card) + (additional project investments)
Margin (excl. VAT) = Revenue (excl. VAT) – Costs (excl. VAT)
Profitability (%) = Margin (excl. VAT) / Revenue (excl. VAT) x 100
Note:
You can also designate one or more project managers to grant extended rights to relevant resources without sharing the project's financial data (turnover, margin, profitability, etc.). A project manager can, from their intranet:
- update created lots (title, planned duration, remaining work, and change assignments) as well as create and modify created milestones.
- view the details of resource consumption on the project
- add actions in the project Actions tab
IMPORTANT
Signed Deliveries are displayed in blue on the workload plans of the "Activity Reports" module. Also, if you have enabled the "Time, Expenses & Absences" module on your interface, resources involved in the project can log their time on the formalized signed intervention periods and possibly the assigned lots. 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 their 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 lot clearly from the Consumption tab by clicking on the Groupings tab
Lots/Milestones
To use lots and milestones, first go to the project and check the "enable lots/milestones tab" box to display the tab.
This tab is designed to facilitate project progress tracking by allowing you to define:
lots that assigned resources can log time against. Once you have created lots, resources assigned to the project will be "required" to log time against the formalized lots. They will no longer be able to log time generally against the project! Lots 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 lot. If you leave the "Assignment" field as indifferent, all project resources can log their time on the lot. However, if a resource is designated, only that resource can log time on the lot!
For each lot, if you wish, you can allocate a share of the signed turnover (defined via the "Deliveries" tab with the qualification of Delivery cards and any additional turnover).
milestones to define the major stages of the project with progress percentages. These, however, are not linked to the consumption reported by resources. Resources cannot log time on them!
IMPORTANT
If a project manager is defined in the "Deliveries" tab, they can update created lots (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 fixed fee), plus any investments you want 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 this is a one-off product sale
Qualify the sale date (1), the unit sale rate (2), and the quantity sold (3)
Optionally, specify a title for this Sales Delivery (4)
If this 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 subscription of the sold product. 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, specify a title for this Sales Delivery (5)
Useful Links
To go further: