Do you want to create an internal project and assign resources to it while maintaining visibility on related costs? Then this article is for you!
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Create a Fixed-Price Project
An internal project can be similar to a fixed-price project in that you are not required to assign resources to it at creation. You can still assign resources by creating, extending, and stopping deliveries, or use only the additional investment dashboard.
Thus, in BoondManager's default configuration, an internal project is considered a fixed-price project.
Administrator Interface > Configuration of global data > Global tab > Need/Project Type section
Here are the different steps to follow to create your internal project.
Create Your Company in the CRM
In Boond, each project is linked to a CRM contact, which is itself linked to a company. For internal projects, the process is the same. The first step is to create your company and a contact.
To do this, go to the CRM module and click the + button, fill in the fields, save, and create your contact using the contact tab or the shortcut button at the top of the company record.
Create Your Internal Project
Once your contact is created, go to the project tab of the company record, click the + button, and choose the "internal project" typology, then enter a need title.
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Qualify Your Internal Project
Congratulations, you are halfway to efficiently creating your internal project!
Information Tab
Now, as with any other project in Boond, you need to qualify it:
Enter a project title
Specify the correct dates (do not hesitate to set a broad end date)
Check the delivery location (optional)
Insert documents if you wish
Save and go to the delivery tab.
Delivery Tab
As with a standard project, the delivery tab allows you to either:
- assign resources
- add additional investment
Create One or More Deliveries
If your goal is to measure the exact costs of your internal project, the best approach is to create a delivery for each resource assigned to it. This way, your resource can log timesheets and expenses on the project, and you can accurately track production costs.
To do this, click the + button, select "assign resources to the project," and say yes. You just need to choose the resources assigned to the project.
Once the delivery line is created, qualify it by clicking on it, then specify:
The delivery period (as a reminder, this allows your resources to log timesheets and expenses throughout the delivery period),
Set the daily project rate to zero since you are not billing,
The number of days sold to give you an initial estimate of the project cost,
The resource's ADC, which is normally pulled automatically from their HR contract
If not, it means you have not entered an HR contract in Boond. Click on your resource and correct this by going to their administrative tab to add their contract, specifying their salary or Daily Rate.
Save. You get your financial summary, as follows:
You will find:
Each of your qualified deliveries;
The financial synthesis of all deliveries linked to the project.
Note: depending on your configuration (Administrator > Configuration of global data > Needs/Projects tab)
If you choose the markup rate (calculated on turnover), your profitability will be 0%
If you choose the margin rate (calculated on costs), your profitability will be -100%
We recommend this method, which allows you to be precise in cost calculation and to track project consumption over time with greater accuracy.
Create Additional Investment
If you do not wish to specify costs resource by resource, you can simply decide on a budget and allocate it to your internal project using the turnover & additional investment dashboard by clicking "Add additional turnover/investment" under the financial summary table.
You just need to complete the table and allocate your cost in the Invest. ET. column.
Warning, proceeding this way does not allow any of your resources to log timesheets or expenses on the project, and you will not see the actual consumption carried out on the project.
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Track Your Internal Project
You can track your internal projects directly in the relevant project, or in your activity reports.
On the Project Record
Consumption Tab
The consumption tab allows you to see at a glance where you stand on your project.
You will find:
The synthesis of your signed costs (corresponding to the financial summary of your deliveries), your production costs (thanks to timesheets and expenses reported by the employee), and your purchase costs if any.
N.B: The production cost differs from the resource cost, as it also includes expenses reported by the employee.The taken times are the times reported in your employee's timesheet
The production cost includes the times reported multiplied by the resource's ADC, as well as the reported expenses.
Billing Tab
This tab will be of no use for internal projects because you do not bill anything. Thus, you do not create any orders or associated invoices.
In the Reporting Module
Go to the Reporting module > Project view. You can directly filter your project by entering the first three letters in the relevant filter box, selecting it from the dropdown list, and clicking the + button.
Then choose the key indicators that seem most relevant for your tracking.
Congratulations, you now have all the keys to create and track your internal projects in BoondManager!