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.

Management report by projects

By Projects, Reports

Project management is essential to control your operations. It therefore becomes essential to obtain reports that allow you to have an overview or detailed on the time that the members of your teams devote to the various actions for a given period. So here is an overview …

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!

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

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

Production schedule

Zoom on the box of a project delivery deadline
Production schedule

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!

Project-specific hourly rate for your services

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

Screen Shot 2016-05-27 at 09.49.35

You don’t charge the same hourly rate for the same service to all your customers?

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.

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.

Screen Shot 2016-05-27 at 09.45.39

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

Projects by phase

By Calendar, Projects

Projects in phases.

This feature is used in particular by architectural firms and construction contractors. It allows you to have and invoice according to different stages (phases) in your projects, for example the design of plans, supervision of works, etc.

P renez notes that these functions require special configuration. Contact us if you want more information

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

Configuration

Then you have to click on project in the sidebar.

Projects

All you have to do is choose the project you want to modify.

The first step is to enter the amount sold for the project in the first box.architect7 To distribute between the different phases, you have two options available to you. The first allows you to enter amounts of money for each of the phases. So you can decide for each project what amount is associated for the phases eg $ 3750 for the sketches. The second option allows you to enter a percentage value instead. We could therefore separate each phase as a percentage. For example, preconception studies represent 25% of my entire project. The wonderful thing is that the amount will automatically adjust based on the amount sold.
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. YOU must enter the progress values for each phase, it will not calculate on its own. In any case, progress is more a question of expertise and appreciation of the real 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

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.

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

Screen Shot 2016-03-16 at 09.45.41If you are overwhelmed and want to follow your deliverables like in our example, you’ve come to the right place! Collabox has integrated a workflow system ( workflow ) to help you. So you can maximize and prioritize the right tasks. (It can also you  free up a few minutes to distract yourself with funny videos .) Our team of programmers worked hard to bring  point our workflow  family. 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 makes it possible to warn the people responsible for child tasks at the right time.

How to create a sequential task template

First of all, it is necessary to configure a template of sequential tasks. To do this, just click on “Sequential task template” in the left bar under the “Tasks” section.

Screen Shot 2016-03-16 at 09.45.00 

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 creating a new one. To do this, you must click on “Add a template of sequential tasks”.

Sequential tasks 2

The next step in creating a sequential task template is to give it a name and put it in the designated place. Once this is set, you can click on the “Steps” tab to add the tasks to the template.

Sequential tasks 3
Once in the “Steps” tab, you will see the template tasks or it will be empty.


Once you have mastered creating the sequential task template, the next step is to add tasks or appointments to this template. There are just a few clicks left and your workflow will be on foot.

To add a new task


If it is a new template, you must first add new tasks to it by clicking on “Add a task”.
sequential task 5

When creating a new task, complete the form on the screen by filling in the fields. Here is some additional information about the form titles.

Parent type  : It can be a task or an appointment. You therefore define the type of step.
Parent step  : This drop-down menu allows you to choose the parent of the step you are creating. 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.
Title  : What name do you want to give to  your task or your appointment?
Expected time  : How much time do you want to devote to this task?
Interval  : Time  between the end of the parent task and the start of the child task.
Display cushion  : Period of time  before the task appears in the to-do list.

Description : This space allows you to write  more precise information about the task at hand. This way you can be sure that your employees understand the job at hand. 
Get approved by  : It is possible to designate a person responsible for validating that the task has been carried out.
Priority  : This box is used to determine the  level of importance of the task. You enter the number you want, but keep in mind that the higher the number, the more the task will be.  important.
Family : Group, by color, similar tasks. For example, you can to put  in pink everything related to accounting.

Sequential tasks 5


To facilitate your understanding of the relationship between parent and child tasks, we have chosen the example below including the steps to follow to make a potion of the  client Merlin the Enchanter. Child tasks are linked to their parent by a small hook. Both kinds of tasks can be started simultaneously, but parent tasks still need to 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.  
 Screen Shot 2016-03-16 at 09.48.25
 
 

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.
Screen Shot 2016-03-08 at 10.07.18
Then, we must access the list of employees which is located in the left sidebar.

Screen Shot 2016-03-16 at 08.55.50
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

I summarize here the 6 different tools which allow to obtain more precise indicators to manage the projects according to your needs.

1- the management report by project

It makes a good synthesis of everything you want to know about your projects:

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

2- The assignment load report

2a) by projects

2b) by affected employees

3- The production schedule

4- List of projects

5- The progress report

6- The project monitoring report

Advanced and detailed report (financial information, time, %, etc.). This one is the best! but you must enter the information correctly in the Collabox and produce the service offers and invoices in 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

Create sub-projects

By Calendar, Projects

Some projects more complex than others are subdivided into sub-projects. It is possible to reproduce this tree structure in Collabox to better manage the production process. To do this, you must first create the “parent” or main project.

Once your project has been created, go to the project sheet andgo under the tab Tree structure . Click on Add a subproject .

Fill in the relevant fields and save everything. Your sub-project will be created!

You can break down your “parent” project into as many sub-projects as you want.

Interesting to know: When you produce a report by project, if you select a “parent” project, you are also given the option of including the time of sub-projects. You will therefore have an overview of the family.