Project Management


HansaWorld brings you a best of breed Project Management solution, helping you and your team be on top of your projects. Every step in the process from lead generation to invoicing and follow-up is handled in one integrated application.

The solution gives project managers a flexible overview of all transactions related to a project or consultant. Before approving and automatically invoicing the project, this can easily be edited, thus updating your nominal ledger and sales ledger in real time.

The graphical resource planner helps you be on top of recources and projects.

The integration in the system gives you the benefit of tying all registered information to the project, making sales, budgeting and follow-up an easy task.

Together with HansaWorld's mobile solutions project management can be done out of the office with eitheryour laptop or mobile phone.

HansaWorld's project management solution will help you make sure you are always on time and budget.

Download Project Management product sheet (pdf)

Table of Contents. Project Management


Quotations


Raise Quotations for Projects by quickly entering relevant codes, and even using drag and drop of relevant items. Mix and match time, materials, expenses and inventoryed items. Enter free text descriptions, or drop in blocks of text from elsewhere. Forms can be set up with header lines and subtotals, to create excellentlooking and easy to read documents. Use Enterprise’s pipeline management features to report on conversion rates, value of potential orders per month and average sales lead times. New job numbers can be created from quotation details automatically, at any point in the sales process - whether or not the sale has been closed.



“We can be more proactive since we can identify if there is a problem with a project much earlier on in the process.”


Kieran McGinley, Maiow
Project Overview and Phases



Project Overview and Phases

The Project record in HansaWorld's ERP project management tool controls much of the information for invoicing, reporting and for accounting. There is huge flexibility over the level of detail to present on invoices - with different settings for each project. For example, choose to present the time worked on the project as anything from a single row consolidating all days, to separate rows for each day by each person, with the date shown. Classify projects by business type, urgency or any other criteria, and provide analysis codes that feed right through to the accounts.



“We’ve totally transformed our weekly project tracking and management reporting”


Matti Zadok, Experian Integrated Marketing



Create Project Phases, with the dates the phases are running from. All transactions will get labelled with their phase, enabling reporting on profitability, timing and project status per phase. Sign off completed phases, and you can trigger invoicing just for transactions belonging to those phases. Assign percentages to the phases, and get reporting on the percentage of the Project that is now complete.

Budgets


Budgets can be raised automatically from Quotations, or entered manually. These can be allocated to individuals, so reporting can pick up overruns at the person level as well as by type of work. Rules set on Projects and Project Budgets give huge flexibility on methods of invoicing, including:

Project management tool look: budgets

Each budget line can be marked with a type, that indicates whether future invoices will be based on actual costs or a fixed amount, or even not recharged to the customer at all. You can also set blocks to prevent invoicing of specific items before given dates.

Scheduling

Assign one or more managers, and all team members, by entering their person codes on the Project record. Use Enterprise’s Resource Planning module to schedule each piece of work on the Project. You can filter the schedule to show just work being performed on a specific project, or all time entries, for each project team. You do not need to replicate scheduled tasks on timesheets: if you are using the schedule, ticking work as done makes the necessary job costing entries. Resource Planning supports drag and drop reallocation between different team members.

Time Billing and Costing

Set up as many employees as you want, each with their hourly rates and cost per hour for gross profit calculations. Employees can belong to groups, all with the same rates, for ease of entry and reporting. Job groups can themselves be associated with price lists, so different customers are recharged at different rates for the same person’s time. In addition, you can set up specific discounts or unit prices for individual customers and items (time or costs). Time sheet entries allow you to enter any quantity of items (usually hours of an employee’s time) against an employee and project.

Time sheet entries allow you to enter any quantity of items (usually hours of an employee’s time) against an employee and project. In addition, items can be non-stocked cost items, such as consumables, recharges and the like. To make things even easier, job groups can be restricted to a defined list of items that can be
entered on time sheets.

To speed up data entry, clicking Enter or Tab from a blank line copies data from the line above to the line below, which can then be edited. Posted entries can be amended easily by marking them, ”red-lining” deletions, and adding amended lines. Time entries can even be given codes that relate to when on the day or in the week the work was performed. For example set overtime rates for weekdays after 5pm, double rates for weekends, and triple rates for state holidays.

Project management tool look: resources



“We have been impressed by the simplicity of costing time and expenses against jobs, holding this data for multiple years, and then invoicing it whenever required,”


Paul Harris, ICEE



Standard reporting includes:


Expenses

Enterprise provides simple expenses sheets to allow your employees to enter their expenses. The expenses input screen is headed by the employee and only books expenses against specific employee. Coding is simplified, so the employee only needs to enter intuitive codes describing the type of receipt (e.g. “CAB” for a taxi fare), and Enterprise takes care of the accounting entries and the tax treatment.



“For staff reimbursements, we now use the integrated Expenses module and have been able to eliminate the old manual spreadsheets which were previously very labour intensive.”


Michael Gigliotti, Time Out Sydney



Enterprise also provides the facility to have someone sign off an expense sheet. Expenses sheets can be in any currency, with a current rate being picked up automatically, by default.

Enterprise provides reports to show what is owed to each employee. Payments can be made to each employee, as advances or repayments. These show company’s and the employee’s bank accounts and lists to be sent to your bank. Additional bank fees can be added to these payments. Way lists are also available for employees to enter information about travel time and distance which can also be allocated to a project.

Expenses in project management tool

Purchase Orders and Invoices

Each row of a Purchase Order or Purchase Invoice can be allocated to a project simply by putting the project code on it. The Project Purchase Orders Report shows, for each project, values or quantities of items allocated to the project on Purchase Orders, Purchase Invoices, and recharges on Sales Invoices - so you can quickly pick up missing accruals or recharges.

Stock Transactions

Depending on your type of business, you may choose to allocate inventory entries against a project when purchasing, direct from inventory, or by delivering to any project location.

Invoicing

Enterprise handles any schedule of invoicing, based on budgets, costs or any number of pre-set amounts at any date.

Enterprise allows you to set up a default presentation for an invoice, which can be varied for any project. This determines the level of detail independently for entries from time sheets (time and consumables), and for purchases. Detail varies from every transaction to one line per project, but alternatively allows listing by item or by item group.

Prior to invoicing, you may change the quantity or price of any time based item. Each Item can be associated with markups, so they can be recharged from the job at the marked up price.

Alternatively, you may change the mark-up percentage for any item prior to invoicing. Invoices can be raised for a client across jobs automatically.



“Previously we have been relying on people remembering to record all information relating to a project and transferring it into the accounts system.”


Jacqui Howell, Air Studios



Enterprise provides an on-screen report for all items on a project yet to be invoiced. Like many key reports in Enterprise, the report has full drill-down, both for transactions and budget details. You can double-click down to the detailed transaction, and edit quantity, price, discount or mark-up figures to make final adjustments prior to invoicing.

Billable entries can be marked as “invoice after date” and any number of interim down-payment or deposit invoices can be raised and set off against the final invoice.

Multi-currency and Accounting

Projects can be given a currency, and all invoicing will be in that currency. Costs incurred in that currency will be billed without translation, whereas costs in any other currency will be translated automatically to the billing currency. Price lists can be assigned per currency for any item.

Enterprise supports real-time accounting of work-inprogress from all costing entries.

Links to Payroll

Enterprise can easily export time sheet information for import into an external payroll package. The payroll summa ries can also be exported from payroll packages for import into the Enterprise Nominal Ledger. See your Certified HansaWorld Business Partner for advice about imports and exports with different payroll packages.

Interaction with the Enterprise by HansaWorld

This product sheet covers several modules that all interact. There are also other modules within the Enterprise that offer benefits to companies using job costing modules: