Catégories

Projects

Project management
Project management is the heart of a company and therefore it allows to manage the “deliverables” in addition to structuring the time necessary for the realization.

Thanks to the Collabox you can assign the right tasks and responsibilities to the resources dedicated to the project.

We must add an important aspect of project management, the profitability of the project. Project tracking reports track revenues and associated costs.

The Collabox is the powerful tool to manage your projects.

Tracking of individual hours

By Digital transformation, Projects, Timesheet, Tips and tricks

Collabox allows you to track individual hours by project for an employee. This information is quick to access for both him and his manager.

Timesheet

Go to your timesheet, or your employee’s timesheet to track individual hours. In the description of the day, click on “Show +”.

The information on the hours accumulated in the project is displayed as soon as time is entered in the timesheet. See the total hours for the employee in the top row. For example, the employee did 291 hours on the “General Management-Administration” project, whereas a total of 25 hours had been planned. The total hours are therefore in red. The display also shows the total for all employees in the project. Thus, 337.50 hours were completed when only 65 hours had been planned. Quickly see the status of projects this way.

Conversely, the time entered by the employee for the “building sign” project is in blue, which means that the expected time has not yet been exceeded. Finally, the project “the project (Mr. Customer)” has no scheduled hours. Note that the total number of hours worked is still displayed.

Assigning hours to a project

To assign hours to an employee and better manage his time, go to the desired project. Select the “Assignment” tab of the project sheet, then add the scheduled hours for each employee.

The total hours of the project are entered in the “Info” tab of the project form.

Options on overtime per employee can also be checked. This prohibits excess hours for the project or for the employee.

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Documentary Blog to continue using the Collabox!

If you have any questions, please contact us and we will be happy to answer you. info@collabox.com (418) 907-9274 ext. 120

Report by project

By Projects, Reports

Collabox’s project-based reporting is essential for controlling your operations. It is used to get an overview, or detailed, of the time spent by your teams for a given period.

Project management

It is natural that the report by project is the document most produced and used in project management software. This is also the case for Collabox. It gives you a good summary of everything you want to know about your projects:

  • invoices
  • disbursed
  • wages
  • hours
  • resources
  • Purchase Orders
  • remaining budget
  • etc

Name them! No need to dig through your employees’ timesheets to find information on a project. Everything is in this report which is very quick to produce. It even exports to Excel!

Report by project

To access the report page, click on the icon Reports , at the top of your Collabox page.

Collabox horizontal menu.

Then select Projects in the left menu of Collabox.

Collabox vertical menu

The report by project is created in 4 steps:

  1. Determine the period that will be covered by the report using the drop-down menus.
  2. Choose the project, in the drop-down menu, on which you want to obtain information.
  3. Choose, if desired, a specific employee or department to report on.
  4. Determine how the information will be classified in the report (employees, department or chronological order) by selecting the option that interests you.

Note: The system remembers the last selected items in the form.

Report form by project

Once you have chosen these parameters, you can either view the report immediately without changing the other parameters, or adjust the parameters according to your needs. To display the report, click on the button View report located at the bottom of the page. If you want to export the report in Excel format, click directly on the Excel icon just above the button View report .

Example of report by project, classified by employee

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Blog to continue your Collabox configuration!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274

The production schedule

By Calendar, Digital transformation, Projects, Shortcuts

The production schedule. This impossible dream of many companies is accessible thanks to Collabox! A simple display shows you the projects due, the staff assigned and the time worked.

To display this dream tool, open your calendar in Collabox by clicking on the Calendar icon at the top of the page. Then select Projects from the drop-down menu. Don’t forget to click on Okay !

Zoom on the box of a project delivery deadline

Configuring projects for calendar display

You must first open or create a project. Then, indicate the delivery date of the project as well as a maximum number of hours authorized for your employees.

Page Updating a project

Click on the tab Assignments and select the employees associated with the project.

Page Project assignments[nom du projet]

And There you go ! Your production schedule is born.

Do you often consult your production schedule? Create a shortcut to access it quickly! To do this, create a tab on your homepage with your iOS or Android mobile device or tablet.

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Blog to continue your Collabox configuration!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274

Project-specific hourly rate for your services

By Calendar, Configuration, Configure your Collabox, Projects, Rate

You don’t charge the same hourly rate per service to all your clients? You can modify it especially for a project. It’s simple, just follow the steps. If you just want to set up a default rate, go to this page which provides all the explanations.

Screen Shot 2016-05-27 at 09.49.35

How to change the hourly rate for a service in a project

The first step is to obtain the project file. To do this, click on “Configuration” in the top menu bar.

Then, you access the list of projects by clicking on “Projects” in the left sidebar.

Projects

Finally, we click on the project we want to modify. In the following example, this is the ABC Construction Spring 2007 Campaign.

Screen Shot 2016-05-27 at 09.45.50

Once in the project file, you must click on the “Rate” tab.

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You will then be automatically redirected to the rates page specific to this project. On this page, you can modify the rates for your employees as well as for the services.
Screen Shot 2016-05-27 at 09.45.26

The last step is pretty straightforward, just enter the amount you want to charge your client on that particular project. Don’t forget to save the change by clicking on “Save” at the bottom of the page. DIn the example below, we change the hourly rate for the “Brainstorming” service from $ 40 to $ 75 per hour.

Screen Shot 2016-05-27 at 09.46.28

Once the hourly rate is adjusted, it will be accounted for correctly during your invoicing, but also in the display of reports. To do this, you must first click on “Reports” in the top menu bar.

Then you have to go and find the reports associated with the projects by clicking on “Projects” in the left sidebar.

Finally, you must select the options “Selling price” and “Calculate the amounts according to the service rate”. Collabox will then display the report summarizing your projects according to the new service rates that you have established.

Screen Shot 2016-06-02 at 17.30.28

Watch several video tutorials on our Youtube channel and visit our Tips and Tricks section in the Blog to continue your Collabox configuration!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274

Projects by phase

By Digital transformation, Projects

Phased projects are often used by our clients in construction or architecture. They allow you to manage projects according to the stages of progression (phase). For example, design of plans, supervision of work, etc.

Phased projects require special customization. Please contact us if you wish to use this feature.

Create a project by phase

To access the projects, you must first click on the “Configuration” icon in the navigation bar at the top of the page.

Configuration

Then click on “Projects” in the left sidebar.

Projects

Add a new project or view an existing one. Then, add the amount sold corresponding to your service offer.

architect7

Under this amount, you can see the project divided into phases. Each phase has a value in money and percentage.

To fill in the table, choose a column in which you want to work. For example, by entering the values in percent, the monetary value is automatically adjusted. Conversely, by entering an amount, the percentage will adjust itself.

architect1

However, you must be careful with the data entered. Indeed, it is possible to enter values and obtain a total greater than the amount sold. You can notice it by the total in percentage which will exceed 100% as is the case in the example below. Readjust your data so that the total is at most 100 %.

architect4

The last column named “Progress” is a value used only internally, ie the customer will never see the level of progress. It is up to you to enter the progression values for each phase, as they will not calculate themselves.

Progression is more a matter of expertise and appreciation of the actual level of progress of the work. There is therefore no question of using the ratios of hours or costs generated. It is the expert, typically the project manager, who can determine the level of progress of the project. Note that the progress is the important data which makes it possible to produce the progress report. For more information on this report, see our text on this subject.

architect5

Billing projects by phase

When you get to invoicing, this information will be the basis on which you can produce your invoice.

architect6

Column 1: This column is used to enter the level of progress (unlike the level of “progress”, the level of progress is a level of achievement of the work that is communicated to the client. The latter may be different from the level of progression for reasons of business strategy, sales or management. Still a sensitive issue, the level of progress determines the portion of work to be invoiced on the project.

Example: The plans are ready, but some details are still missing. However, you know that they are complete enough for the tastes of the customer. The level of progress would then be 100 %, but the level of progress would rather be 90% because you know that there are still changes to be made.

Column 2: This column displays a summary of the amounts of work completed to date. The latter works with the level of advancement.

Column 3: This column shows you the amounts that have already been invoiced. This is very useful when you send several invoices to the customer and you don’t want to lose track.

Column 4: This column only gathers the amounts that will be invoiced. In this case, 25% was missing on the final project phase. This equates to $ 3,125 which is billed on this invoice.

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Blog to continue your Collabox configuration!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274

Summary of projects in 3 clicks

By Projects

Timesheet 4.9We all like to follow our projects. That’s why we’ve created a simple report that provides an overview of the hours worked. All thanks to the timesheet module. When your employees enter their hours, they should enter the project they are working on. When the hours are entered  in Collabox, you can produce a report identifying which projects your employees have chosen. (We are not responsible, however, if they have not entered them correctly.) Collabox allows you to collect this data in a single report in just three clicks.

How to display the summary of projects

1st click  : Access the “Reports” section by clicking on the icon in the top menu bar.
Screen Shot 2016-03-02 at 10.39.57
2nd click  : In the left bar, you have the different options for creating reports. The one that interests us is ”  Projects  “.
Screen Shot 2016-03-16 at 08.47.24
3rd click  : Now is the time to choose the display options for the report. You can indicate the time period and, if you want, a specific project, employee or department.
Timesheet 3Once decisions are made, click “View Report” at the bottom of the page. The small icon with the “x” just above will allow you to download the report to your computer as an Excel file.
Timesheet 3.5

The report produced therefore gives you the details of each project with the staff who worked on it. You can also see the number of hours billed per project.Timesheet 4

There is  even a summary available at the bottom of the page to see all the important information at a glance. 

Timesheet 5

maximiserprioriser les bonnes taches

Sequential tasks

By Calendar, Employees, Projects, Tasks

How to create a sequential task template?

Collabox has integrated a workflow system to help you with sequential tasks. This way, you can maximize and prioritize the right tasks. (It can also free up a few minutes to distract yourself with funny videos).

Parent and child tasks

Our team of programmers worked hard to develop our family workflow. Let me explain. In Collabox, the workflow works using parent and child tasks.

All parent tasks must be completed before you can initiate the associated child task.

This way, the people responsible for the children’s tasks can be notified at the right time.

Workflow-Flux

How to create a sequential task template

First of all, it is necessary to configure a template of sequential tasks. To do this, simply follow these steps:

First click on the “Configuration” icon in the top bar.Top bar - SETUP

Then select “Sequential task template” in the left bar under the “Tasks” section.

This page shows you all the templates you have created. In this page, you can also modify an existing template by clicking on its name or create a new one. To do this, click on “Add a sequential task template”.Sidebar - SPOTS

Give your template a name, then save.

Name of the template

Once this is set, go to the “Steps” tab to add the tasks by clicking on the “Add a task” link.Add a task

Once in the “Steps” tab, you will see the template tasks to complete:

  • Title
  • Expected time
  • Employees assigned to the task
  • Interval
  • Display cushion

Info to fill in
Create the parent task

Once you have mastered the creation of the sequential task template, the next step is to create the “parent task” and add “child tasks” or “appointments ” to this template. Just a few clicks and your workflow will be up and running.

Important: nointerval or display cushion should be set for the parent task.

Interval: This is the time that must pass between the end of the parent task and the beginning of the child task.

Display buffer : This is the period of time before the task appears in the to-do list.

This is what a parent task creation form should look like:Create parent task

Here is some additional information about the form headings:

Create a child task

To create “child tasks” simply click on “Add a task” and then assign a“Parent step”, as well as the “Expected time”, an “Interval ” and a “Display cushion“.

Example

To facilitate your understanding of the relationship between the parent and child tasks, we have chosen the example below with the steps to follow to make a Merlin the Enchanter client potion.

Child tasks are linked to their parent by a small hook.

Both kinds of tasks can be started simultaneously, but the parent tasks must always be completed before finalizing the child tasks.

So if more than one employee is taking care of child tasks and one of them hasn’t finished, it can slow down all the work to be done. Indeed, in this situation, it will be impossible to finish the child task as long as the parent tasks are not complete.

In the example below, the child task is “Put the worm on the hook” and the parent task is “Catch the fish”. Thus, you must complete the child task before you can perform the parent task.

List of sequential steps for the Fish Mixing Template Fish mix

The mischievous timesheet

By Projects, Timesheet

Did you know that it is possible to view your employees’ timesheets incognito? You can even make changes to it. The timesheets you have access to appear in a small drop-down menu right next to yours.

Sneaky Timesheet1

So you can look at your employee’s timesheet, see what they’re working on and when they take their breaks. NOTE the wallpaper which is now gray and not white. This is to remind you that you are not on your timesheet.

Sneaky Timesheet6

The process for accessing an employee’s timesheet is simple. You just have to follow the next few steps.

How to set up your employees' timesheet


You must first open the “Configuration” menu by clicking on its icon in the top menu bar.
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Then, we must access the list of employees which is located in the left sidebar.

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By clicking on the name of an employee, you will open his file. You must then go to the “Advanced configuration” tab.Sneaky Timesheet4


Finally, select the employee (s) who will have access to the timesheet. If you want to be the only one to have it, you just have to check your name in the list.

Sneaky Timesheet5


And There you go! It was easy, right? Now you can access your employees’ timesheet without their knowledge to keep track of.

The 6 tools to manage your projects

By Configuration, Projects

Here are the 6 different tools that allow you to obtain more precise indicators to manage projects according to your needs.

1- Management report by project

This is the all-in-one report to manage your projects. It is a good summary of everything you want to know:

  • invoices
  • disbursed
  • wages
  • hours
  • resources
  • Purchase Orders
  • remaining budget
  • etc.

2- The assignment load report

The assignment load has a component directly related to the project. It also has an employee component. This way you can see who is working the most on a project, and who has the largest workload in terms of quantity of projects. If necessary, you can rearrange the assignments to optimize performance.

2A – By project

2B – Per affected employee

3- The production schedule

The production calendar is your ideal tool that gathers both deadlines and the number of hours remaining on your projects. Overtime is visible at a glance.

4- List of projects

The project list allows you to view all the work in progress. In addition, you can view projects by their status, e.g. only projects “in submission” or “in production”.

5- The progress report

The Collabox progress report keeps track of your budget and avoids unpleasant surprises!

6- The project monitoring report

This report is advanced and detailed (financial info, time, %, etc). This one is the best! But, to use it, it is absolutely necessary to produce the service offers and invoices through the Collabox.

Difference between projects and services

By Calendar, Projects

For new users, the notion of service is not always obvious. Not that the concept is revolutionary, but it is legitimate to ask what is the difference between a service and a project.


A service

A service is a Type of activity that you do in your business, your job or your company. Let’s name very generally: planning, management, analysis, documentary research, brainstorming, project load, etc.

The important distinction is that a service can be done on any project . You can also do documentary research on a BUSINESS CARD project as well as on the DEVELOPMENT OF A TELEVISION CAMPAIGN or on a NOTARIAL CONTRACT WRITING project.

A project

A project for its part is more specific and is attached to a client, it is the mandate on which you are working, for example:

  • Business card for Mr. Auclair
  • Design of a work plan for company XY
  • Layout of the 2019 annual report
  • Website creation