Embedded Files
"Project" Control of project work
"Project" Control of project work
Project Management - for a simple project and more.
Project Management - for a simple project and more.
"basic understanding"
Brand's mill provides a commercial IT backbone. Thus brand's mill has essential functions of a business IT.
In addition to the possibilities of designing individual processes, we have implemented project structure planning together with project managers.
The entry into project management with time budget and team deployment planning is not that easy. This is also due to the fact that we offer various roles for this purpose: "Controlling, Project Managers, Team Leaders and Employees" and for these optimized dialogues "Project foundation, project structure plan, team deployment planning, logbook".
In this document we will approach the topic in a simple way "One person works on a project alone and in all roles". In the further analysis, we undertake a division of labor project work.
"Project", "Work Package" "Service Entry"
"Please use your time to navigate the system in parallel to reading on brandsmill.com."
What should we achieve with project management?
What should we achieve with project management?
A project or a contract that provides working hours over a longer period of time should be easy to bill: brand's mill allows you to settle the project status at any time, after which you will receive an invoice with proof of performance.
A recording of working hours, travel, accommodation and other expenses: with the brand's mill log book, a continuous recording of work is also accessible to everyone on a mobile basis
Compliance with the project's "time, cost, quality" project objectives should be under the control of the project manager: brand's mill manages a project over the duration of the project and the total budget (hours) it calculates. These are the guidelines for planning the work packages. In dialog, messages and traffic lights provide for project handling within the crash barriers.
If the project assignment is available, all parameters for the project foundation should be known. Now you can enter a project on brandsmill.de via + new \ Project (Navigation see fig.)
Who is allowed to "roll"
Who is allowed to "roll"
You must assign the following to your employees via "Settings / Department".
You must assign the following to your employees via "Settings / Department".
1. Project Manager
The project manager controls the budgeting and instructs one or more team leaders to coordinate the personnel deployment planning.
2. Start project process
The "founding" of a project can be limited to a defined group of people. So could e.g. Only the controlling or the project office set an hourly budget for project start.
3. project employee
Each project member is assigned to a product. Control over how the entry of bookings. Only a project employee can use time registration and service entry.
Foundation of a project
Foundation of a project
Which details does a "simple project start" require?
Which details does a "simple project start" require?
A project is created with the following changeable parameters:
Foundation "a new project"
Foundation "a new project"
1. Project
The project name is intended for the project team. The project ID is the project order mentioned by the client.
2. Client
Is the contact and at the same time the proposal for the billing address.
3. Overall budget
The project control is running over times you should derive from the project contract.
4. Contract period
The contract period is the deadline and thus the framework provided by the client. Work packages can be scheduled within this time limit.
5. Project Manager
The project manager is responsible for the further planning and definition of work packages.
For fast workload loading, you can assign a first task directly to the appropriate employee. This takes complexity out of project handling.
6 Task
Take over the task "project management" or name it according to the work package to be performed like here "chainsaw insert".
7 Budget and duration
A common proportion of the total budget for the "project leader" is a budget of 7%.
The "project management" is scheduled over the entire contract period. Again, adjust the budget, start and end of the task.
8. for employees
The employee of this work package is assigned directly. So the task is sent to him in the ToDo overview and at the same time it is accessible in the logbook. The idea is to deposit the work package with always updated status in the ToDo list. By opening the work package under ToDo you navigate to the logbook and thus to the recording and posting of activities on this work package.
When should you start the project incl. Task
When should you start the project incl. Task
This is especially helpful if you just want to do one activity with time tracking and billing. In that case, you do not actually plan a project, but rather do a work order. In this way, the project is released directly, times can be booked and billing will take place in due course.
With the project launch incl. Task the following things are triggered: The project is transferred to the project control and appears in the status overview under "Projects"
The project contains a work package item "Chainsaw insert".
The project has been loaded and no longer needs to be planned by the project manager.
The employee has received his task and can book on the work package.
Acknowledgment: With this simple dialog, you have billable a work package in the team.
Now we could get into the project fine planning. At first, however, the idea remains to have just one work package over an employee to settle.
The service entry
The service entry
The logbook "the performance recording"
The logbook "the performance recording"
The logbook allows the employee to document his work assignments. Since he is doing his travel expenses at the same time, he also likes to do so. This is the only way for all to receive an ongoing project status inspection in a timely manner, and for employees to receive their expenses.
From the ToDo overview, the employee opens his work package and thus the task in the logbook. Regardless, he can select a work package in the logbook. In addition to the input, he always has a cross-project view of all postings.
Bill the project
Bill the project
The project manager can open the project from the project overview and settle the status of the work.
It is not uncommon for this status statement to be incomplete. As long as the invoice is not sent, the calculation can be repeated. This at e.g. to catch up missing service entry and settle with.
If the employee has set a work package to done, it disappears from his logbook.
We have not looked at the project structure plan. This is a great planning tool for the project manager. In combination with BOMs, the planning of complex projects is easy to manage. We will come to that in the next section, since we only have to run a small work order over the project control.
Planning complex projects
Planning complex projects
You can open the project directly in the project overview and expand your planning step by step with work packages. This is achieved by including product items with the quantity unit "hours". You can then assign employees and work instructions to them. You may also assign several workers to a work package. Then the work package will be done faster by working together. You can also assign activities to the work package.
In the project structure diagram a traffic light circuit shows the problems in the planning.
Instead of starting a task with the founding of the project, the project work will be planned step by step. You can also record work and not assign it to an employee. Finally, you will leave the project via "Release Planning, Activate Budget for Booking" and transfer it to the executors. You can add work in the project flow and you can also schedule times and only partially release them. Just play a bit with a project, it's not as complicated as it first appeared. By changing the dates and budgets you can also see how you supported the warning signals in the work breakdown structure (for example, if a work package starts too late or takes too long and the successor or predecessor is led with improper scheduling.) If the contract date or the total budget is not met become.)
Maintain activities in the product catalog
Maintain activities in the product catalog
To include work packages in the work breakdown structure, these must be stored in the product catalog. Give the work the unit = "hrs." for hours. Only for items with the unit of measure is a budget entry released in the work breakdown structure!
Employee resources are available through the registry
Employee resources are available through the registry
Your resources are your employees. Each employee can be included as a resource. For this, the employee is assigned an internal product ID and it is included in the product catalog. The corresponding product receives the product name from the employee profile, which you can customize. The administrator of your client has the task of registering all employees (internal and external team members) in the service of the project so that they can participate in the project tasks.
Planning complex projects
Planning complex projects
A person can control, process and settle a project. Thus, this one person assumes roles that we can also distribute on many shoulders. The division of labor in the project process includes the following roles: Project Controlling, Project Management, Team Leadership and Employees.
Project templates using worklists
Project templates using worklists
When adding work to the work breakdown structure, we now use a BOM with the following work from the product catalog:
This BOM is a template for recurring projects. Depending on the character of your project content, you can specify the blocks.
The plan time is always the time for a unit. This time is multiplied by the project quantity and the project plan is then calculated on the basis of the order and% proportions that the respective work determines from empirical values.
This allows you to use the product master data for the quick recording of subtasks and their work packages.
This BOM looks like this in the product.
Project start from Controlling
Project start from Controlling
The controlling gets the contract documents from the sales department. This is organizational. On the basis of the framework data, the controlling department creates a project for the project order "600 solar systems" without a work package with a total budget of 500 hours and hands the project over to the project manager with start of the planning. He receives the project for processing in his ToDo overview. If the project manager is the author and controller then the project opens directly for editing the project structure plan. The idea is only to start projects from a central point.
Distribute planned lessons
Distribute planned lessons
By searching for "ECO" in quick entry and the quantity "600 pieces", adding the item will activate an entire worklist. The "Distribute scheduled hours" dialog is then opened. Here, the% figures are distributed to the quantity to be delivered and also the schedule is proposed accordingly. At 600 pcs. is an automatic planning great and if the% values fit the planning proposal is quite good. But since such a planning never fits this is only the basis that is yes in the project progress now and constantly correct.
Team deployment planning
Team deployment planning
Who can do what and we have sufficient resources for the planned work. A practicable "Skill Management", ie the knowledge about the abilities of the coworkers we solve by the education of employee groups.
Product work package with service provider
Product work package with service provider
If you have stored the corresponding department from the organization in the product master for the work under "Service Provisioning Through",
when the project plan is created, the corresponding team is scheduled directly. This is basically "skill" management, as we are able to qualify employee groups for specific jobs. In the picture we see the department "construction" we should consider this as a group or "skill". All members of the "Construction" can do the project work "Drawing CAD".
Responsibility of the team leader
Responsibility of the team leader
So that the project manager does not simply use employees for work that does not fit into the current planning of the team, the system provides for the workload of the employees via team deployment planning:
In team deployment planning, all times to be scheduled are listed for the respective team leader.
How to hand over work packages for realization:
1. Budget allocation to the work package: The project manager can delegate a work package to one or more departments / resources. He does not distribute all hours directly. So he reserves a reserve for unplanned extras.
2. Team Mission Planning: The departments distribute work to their employees. This is achieved through team deployment planning. The respective head of department has an overview of all ongoing activities of his employees in the context of the workload. As part of the workload, work packages can be redistributed according to task priority.
Work package: The project is watching progress on the work package:
planning
The project manager has taken up work packages.
Budget distributed
The project manager has allocated budget hours to departments / resources.
Budget loaded
The department manager has named the one person (resource) who processes the work package in the hourly budget frame.
Budget booked
Hours were posted on the work package.
Team leader administration
Team leader administration
The "Construction" team leader is assigned to the "Construction" department and in this case he is a member of the "Construction Design" department:
Scheduling & Absence
Scheduling & Absence
Only when the team leader has assigned the respective work packages to one or more employees is the work not only scheduled but also loaded (see project status).
If the project manager postpones the deadline or if the project is stopped, etc., the work is taken back and only the team leader can reassign it.
From team deployment planning, an absence notification is also released. In this way we achieve that ingested work packages in case of collision with absences to be scheduled require the replanning and coordination of the team leader.
Overview "Workflow from the budget to the work done"
Overview "Workflow from the budget to the work done"
The way through the team leader is now a bit more complex, since we need different people to release the work packages. But the result is the same: the employee receives work packages whose deadline and budget can be controlled via the project and, in the sum, allows quick recognition of all projects.
The result is the following picture:
This model is also used in the planning of a work package, but many dialogues are skipped and so it should also be used for the processing of services.
1st project order "Std. Budget Limit"
A new project is recorded like an order. The header data includes project addresses, deadlines and hourly budget specifications. The project will be given a contract term and a budget limit. In addition, the project receives another schedule for the sum of all activities to be carried out. This framework (total budget, start and end) controls the input limits during planning. The stored addresses are offered to the employee in the logbook after selecting a work package as a place of performance.
2. PSP "Work Breakdown Structure Std. Work Packages"
In the project, in addition to the basic data, you also store the plan of all activities with work packages to be processed. This results in the "project structure plan". The capture takes place in a tree structure with Gantt Chart. All work packages are recorded with upstream and downstream as well as parallel work. Each work package receives a task description, appointments and an hourly budget.
3rd department "Release work packages"
Each work package will be assigned resources by the project manager in due course. Work packages are usually assigned to departments. The head of department should schedule his employees for the work themselves. The difference between the hours of all work packages and distributed work corresponds to the state of planning or corresponds to the progress of internal commissioning.
4. Employee "Employee assigned work packages"
So that the work packages are available for selection in the logbook, they are released by the team leader "Einlastung".
The project manager and the affected team managers are responsible for commissioning the work packages to be done. It supports a two-stage loading. A project manager hands over work packages to organizational units "department". The Team Manager "Department Manager" distributes the work packages from the overview "Team Mission Planning" to his employees.
5. Employee "Service booked"
From the released work packages, the employee selects his work packages and receives all necessary work instructions (as included in the planning) in context. The employee can book his services from the logbook on work packages (working hours, car travel, travel expenses, accommodation, entertainment and other expenses).
Control projects
Control projects
The project status of your projects can be found under "Projects". The status values listed there are the working basis for the project manager.
The following daily updated project data help you to control projects:
Budget distributed
"planned hours": Each project has a budget. This budget can not be over-planned, but does not have to be completely distributed by the project manager. A budget of 60 hours which is distributed to 80% thus has a reserve of 20% = 10 hours.
be overloaded
"Hours approved for processing": The loading takes place through the assignment of persons to work packages. If no person is assigned, but a department, then it is the task of the department manager to commission an employee with the work. If 40 hours are assigned to only 10 hours of people, then 25% are loaded.
booked
"used hours": The project staff books hours on work packages in the logbook. Only working hours, but not travel times burden the budget. Are 10 hours distributed to employees and it was 2 hours worked out so 20% are booked.
reserve
"Safety stock of hours": The difference between the budget and the budget is the reserve. If from the budget of 60 hours a volume of 50 hours for work packages is deposited, the project has a conservative reserve of 16.67%.
If you move the mouse over the column values, you will see the numerical bases of the respective% calculation.
Control projects
Control projects
The project status of your projects can be found under "Projects". The status values listed there are the working basis for the project manager.
The following daily updated project data help you to control projects:
Budget distributed
"planned hours": Each project has a budget. This budget can not be over-planned, but does not have to be completely distributed by the project manager. A budget of 60 hours which is distributed to 80% thus has a reserve of 20% = 10 hours.
be overloaded
"Hours approved for processing": The loading takes place through the assignment of persons to work packages. If no person is assigned, but a department, then it is the task of the department manager to commission an employee with the work. If 40 hours are assigned to only 10 hours of people, then 25% are loaded.
booked
"used hours": The project staff books hours on work packages in the logbook. Only working hours, but not travel times burden the budget. Are 10 hours distributed to employees and it was 2 hours worked out so 20% are booked.
reserve
"Safety stock of hours": The difference between the budget and the budget is the reserve. If from the budget of 60 hours a volume of 50 hours for work packages is deposited, the project has a conservative reserve of 16.67%.
If you move the mouse over the column values, you will see the numerical bases of the respective% calculation.
Page updated
Report abuse