User's guide /

Project management




1. Navigate to the 'Projects' Module: Start by opening the 'Projects' module to begin.
2. Dashboard Overview: Click on the dashboard icon to access the Dashboard. This action will direct you to a page displaying all relevant information for the selected project within the 'Projects' Dashboard.

Module 'Projects'

This will show you take you to this page where you can see all the relevant information for the selected project Dashboard

Module 'Projects' > Dashboard


Viewing the WBS Structure: Within the 'Projects' module dashboard, you can observe the Work Breakdown Structure (WBS) associated with the project. This structure is crucial for understanding the project's organization and progress.

Module 'Projects' > Dashboard

By selecting one of the Unifying Tasks (either a Deliverable or Work Package), you can view all associated subtasks. This feature allows for detailed oversight of project components.

Modifying the WBS: To adjust or set up your WBS hierarchy, proceed to the 'Tasks' module. Here, when selecting any task, a specific field labeled 'WBS' will be available. This is where you can assign WBS numbers to categorize tasks as either Unifying Tasks or subtasks.

  • Example: Assigning the number '1' to a task designates it as a Unifying Task. Subsequently, assigning a number like '1.1' to another task marks it as a subtask of the first. This numerical system helps in organizing tasks into a coherent structure, reflecting their relationships and dependencies within the project.

Module 'Tasks' > Create task

Budget External

In our comprehensive project management system, the "Projects" module includes a critical submodule named "Project Budget External." This submodule is specifically designed to manage and track the budget allocated for external services and expenses related to both the project and the associated company.

Module 'Projects'

Purpose and Functionality
- The "Project Budget External" submodule serves a pivotal role in financial planning and management for projects. It allows project managers and financial teams to allocate a dedicated budget for costs that will be incurred outside the organization. This could include payments for consultancy fees, contracted services, outsourcing operations, licensing fees, and training services provided by third-party entities.

Budget Allocation and Tracking
- Within this submodule, users can input the budget designated for each project and corresponding company. This budget is earmarked for covering external expenses that are crucial for the project's completion and success. The primary goal is to ensure that all financial allocations for external services are recorded, monitored, and managed efficiently.

Expense Management
- As the project progresses, any expense incurred for the project and company that falls under the category of external services is added to the "Project Budget External" submodule. This allows for real-time tracking of expenditures against the allocated budget, providing a clear picture of financial status and enabling proactive financial management. It ensures that all external service costs are accounted for and transparently tracked.

Budget Internal

Module 'Projects'

In the 'Projects' module, the 'Project Budget Internal' submodule is a critical tool for managing and monitoring project finances. When you initiate a task, the process begins with the assignment of key details such as the assignee, project affiliation, and the start and end times.

The system cleverly aggregates the information for each assignee across all tasks, calculating the cumulative hours dedicated to the project. Additionally, it assigns a service category and determines the grade level for each task based on the assignee’s role or level within the project team.

The grade assigned to an assignee is a crucial factor, as it correlates with the price per hour that will be applied to their work. This price per hour is predefined and varies according to the grade level, ensuring that financial tracking is both accurate and reflective of the value of the work being conducted.

As the project progresses, the dashboard within the 'Project Budget Internal' submodule provides a dynamic financial snapshot. It showcases the total budget, delineates the amount spent thus far, and calculates the remaining budget. This calculation is based on the tracked hours for tasks, multiplied by the respective price per hour for the assignee's grade, offering a clear view of financial expenditure against the project timeline.

This integrated approach to task and budget management ensures that project leaders can maintain financial control, with the ability to foresee and address potential budget overruns in real-time. It reinforces accountability and precision in project financials, empowering teams to deliver within the allocated budget.

Tracked time can be seen by going into module 'Projects' and then going into its dashboard.

Module 'Projects'

In the dashboard you will be able to see the budgeted hours for the tasks with the same assignee as well as tracked time and time remaining.
The calculations are changing every time a tracked time is added to specific task.

Module 'Projects' > Dashboard

You can track time for specific task when going into module 'Tasks'