• Apply the desired filters. Date, personnel, Project, and other filters are available.
• Book your resources easily, reassign tasks to other employees or to another day with drag-n-drop functionality and get a full overview of your teams’ workload.
• Click on a specific date and choose the service, project, work package, and workload for this booking. Prepare tasks option is also available.
• Different colors indicate the priority of each work package and the approved absences of the personnel.

In order to access Team Planning, go to Packages> Project Automation> Team Planning. The Team Planning table opens.

Users that have the PM package activated from the Application Rights have access to this unit.

Filters

The Filters section should contain the following fields:

• Booked Personnel: each manager views the list of their subordinate personnel. Choose one or leave it empty to view results for all your subordinates.
  • You can check personnel’s resource manager in their personnel card.
• Approval Status: define one or more personnel booking approval statuses from the list (Pending, Approved, Cancelled, Rejected).
• Customer: limit the results to one customer by choosing from the list of accounts, or leave the customer filter empty to view results for all customers.
• Project: Choose one Project from the list to limit the results, or leave the filter empty to view results for all Projects.
• Work Package: choose a work package from the list (the list depends on the chosen project), or leave the filter empty to view results for all work packages.
• WP Status: choose a work package filter from the list (Running, Opened, Confirmed, Scheduled, Completed, Cancelled, Paused, Failed, All).
• Date From (date): define the start week of the results. Depending on the date you choose 2 weeks grid appears.

Fetch results

Click the button “Fetch” to view the updated results based on your filters or “Clear” to clear all selected filters.

• A table is displayed showing subordinate personnel’s bookings for the selected week as well as the next one.
• The first column displays the Personnel and the next columns refer to each weekday (including weekends).
• The button Previous Weeks and Next Weeks should be available on the left and right top side of the table header.
  • Navigate through different weeks, simply click on the “Previous Weeks” button on the top left side of the results table or the “Next Weeks” button on the top right side. The table refreshes and displays results with the same filters for the two previous/next weeks from the selected Date.

The legends table displayed at the bottom highlights the different colors for approved absences and priorities of each booking.

• Approved Absence/ Public Holiday: Grey (whole cell),
  • Hover over a cell of an Approved Absence/Public Holiday. A window appears displaying the information about the specific date being a Vacation (absence) or a National Holiday.
• The priority of the booked project: Light Green-Normal, Dark Green-Low, High-Orange, and Red-Top.

Create a booking

In order to create a booking in the Team planning, click on a cell in the table. The Add Booking window is populated with the following fields:

• Booked Personnel and Requested Personnel are prepopulated and not editable according to the personnel’s row in the table and refer to the Personnel you want to make to booking for.
• Work as; is mandatory and you can choose from the list of Products and Services the service for this booking.
• Prepare Tasks is a checkbox, that if checked will automatically create tasks for the booked personnel for the scheduled workload. If left unchecked no tasks will be created.
• Show unassigned projects is a checkbox, that will define the Projects shown in the field below. If left unchecked, it will populate all Projects in the field below. If checked, it will only show projects without bookings.
• Project is a mandatory list based on the “Show unassigned projects” checkbox, where the manager can choose for which project is this booking for.
• Work Package is a mandatory list based on the selected project, where the manager can select the exact work package of the chosen project that this booking is for.
• Define the Rate number,
• Billing Currency is a mandatory list that fetches values from the Currencies table. Choose a Currency for this booking.
• Define the Booking Start Date and the Workload (in hours).

Set values to the fields and click Save. The new booking is displayed on the table. Based on the priority of the project different color is shown (green, orange, red).

• In case the workload exceeds the availability of the booked personnel, the booking will be split into 2 or more days.
• In case the work package that is chosen for the new booking is scheduled to end prior to the booking date, a respective message is displayed to the manager and prevents him/her from adding the booking.

View a booking

Users can hover their mouse over a booking to view more information. In particular, after having fetched the results hover over a cell with a booking. A window appears with the following information: Project. WP, PM, Booking, Approval Status, Booked Workload, Total Workload, and Capacity.

Edit a booking

Click on an existing booking to make any changes you wish. The Edit Booking window is populated, having the fields:

• Booked Personnel, Requested Personnel, Work as, Prepare tasks, Rate, Billing Currency, Booking Date, and Workload.
• The fields above are prepopulated with the values as were set on the booking creation and all in edit mode apart from the “Requested Personnel” which is uneditable.
• Edit the values you want and click save.

• Drag-n-drop an existing booking from one day to another to change the Booking date.
• Drag-n-drop an existing booking from one Personnel to another to change the Booked Personnel.

Find out more about Project scheduling and Personnel Booking here.

The post Team Planning appeared first on Comidor Low-code Automation Platform.

The post A Quick Guide to Business Process Management and Project Management appeared first on Comidor Low-code Automation Platform.

Projects Unit is highly connected with Work Packages Unit and all units under the “Projects” module on the menu.

• Personnel participation in a Project implementation can be confirmed or rejected through Personnel Booking Approvals unit by Resource Managers regarding booked Personnel and Resource Managers regarding booked Job Titles.
• Expenses and Tasks of simple users can be added in Timesheet and be approved/rejected by (a). Project Managers from Project Task Approvals, Project Expenses Approvals, – (b). Managers from Team Task Approvals.
• Project Manager and Manager can monitor Personnel efficiency, effectiveness and productivity in Projects through Dashboard (People and Project Perspective) and other reports exist there.
• Timecards that help in Project Management are User Timecards and Project Timecards.
• Processes of type Project can be monitored through Workbench and Processes Overview.
• Repetitive Projects can be created, re-used and monitored through Process Scheduling unit. Repetitive Processes can be connected usually with Projects that follow a specific Workflow.
• Set up Project Templates in the Process Templates unit. Process Templates can be connected usually with Projects that follow a specific Workflow. Still, you may have a Project as a template and duplicate it or apply its structure to newly created Projects.
• Set up a Notifications Scenario so as to trigger System-Notifications upon new Project creation that comes with a specific Business Category and an extra scenario.

Project Creation

In case you would like to Create a new Project:

1. Go to Packages > Project Management > Projects.
2. Click on the “+” button to create a new Project.
3. Fill in the Title of the Project and the General Info of the Project. This project is also a Process of project type.
4. Continue with the Basic Info:
   • Select the Project Type from the available list, i.e. Consultancy, Client Delivery, Pre-sales, Internal, etc.
   • Category: Search for a Process Category and select it or add a new one. See how to add Categories here.
   • Assigned to: Click on Assigned to field in order to see Comidor Users and Groups. You can assign this Project in as many people or groups as you wish. This means that people you will select here, are those who will be responsible for Project completion.
   • Priority (Low, Normal, High, Top) of the Project.
   • Set Scheduled Start and End Dates and Times of the Project. Also, the Timezone for this Project time details.
   • Link this Project with an Account and a Workflow. Type some related letters and click on to find an entity.
     
5. Continue with the Description of the Project.
6. Status of the Project can be added later:
   • RAG Status is a mark field, which may highlight a process as Green, Amber or Red.
   • The State will be stated automatically as Confirmed when the Project will be created. You may change this later as Scheduled, Running, Completed, Canceled, Paused or Failed. Project State will be changed to Running automatically on the Scheduled Date and Time, provided that you had checked the Execute automatically field below.
   • Start and End Dates & Times are the execution actual start and end dates and times. They will be displayed when the Project starts and is completed.
   • Completed (%) is the percentage of Project completion and will be added and managed by the Project holders. This Project completion percentage will be displayed here.
7. Location information can be added here:
   • Functional Group/Division: As pre-selected are the ones, as set in Project’s creator Profile. These can be changed in order to align with the Project. Division field is quite important, in cases when People from other Divisions.
   • Fill in the Country, City, Address that refers to this Project execution if any.
8. Additional Info section includes:
   • Category, which comes as a List that is available only inside the Projects.
   • Responsible Group: The group will have the accountability of this Project.
   • The Importance (Normal, High, Top) of the Project.
   • In the Region Code, you should select the Region that refers to this Project. Usually, a Region is associated with a specific Schedule in Regional Settings. This will help in the Scheduled duration calculation-it gives an indication in this field, if only the Project is assigned to a specific User.
   • The Parent Process should be filled, in cases when this Project should be added as sub-process of another Process/Project.
   • Contact can be added, when the project refers to client delivery and you need to fill the Contact person.
   • When a Project refers to a Personnel procedure, you may connect it here. Most of the time, a selected Personnel is associated with a Workflow.
9. Set up the Performance criteria:
   • Estimated Workload must be set in order to calculate the Actual Workload later and get metrics. So, insert here the scheduled duration of the Project in hours. e.g. insert 0.5 for a Project that will last half an hour or 200 for a Project that is about to last 200 hours. Provided that the Region Code is selected, you will see a Calculated duration of hours, which is based on the a) Scheduled start and end dates and time, b) People assigned in the Project, c) public holidays, schedule and days-off already added.
   • Objective: a KPI can be linked here to measure the performance up to each phase completion.
10. Financial details of the Project can be added, such as:
    • Contract, which is connected with this Project (for non-internal Projects)
    • Billing Currency: all Accounting information that refers to this Project will be converted and displayed in the selected Currency. Again, as pre-selected, you will see the Project Division’s default Currency.
    • Contract Value: given at the start of the Project.
11. Add Administration details:
    • Set users that will be Project Manager(s) and Project’s Supervisor. Practically, this means that these users will have access to everything on this Project, even if they are not added in the Basic Info above.
12. Permissions and Notifications setup includes:
    • Send notification to: Fill in Comidor Users and Groups, you wish to receive a notification when someone commented on this Project’s discussion board.
    • “Inform Project Manager upon task completion?” can be checked, if you wish Project Manager to receive a System-Notification each time someone completes a task.
    • Additional access: People or/and Groups that should have access to this Project, without being necessary to act upon it.
    • Change rights: People or/and Groups that could edit this process details in the future. “Everyone” is chosen by default. This means that Everyone who has access to this Project will have the right to modify it.
13. Finally, you can choose to enable/disable some Parameters, such as:
    • Execute automatically: it will set as “running” and “completed” the Project at the scheduled start and end dates and times, respectively.
    • Book assignee automatically: This option, if clicked, will book automatically in every Work-Package created under this Project, everyone included in the “Assigned to” field. Thus, all Booking Requests will be approved automatically – this option is mostly used in internal/personal projects.
    • Skip auto-create income from labor work: This option, if checked, will disable the automatic calculation of Income under this Project each time a Project Manager approves a completed Task.
14. Click on Save to save the new Project, on Save and New to save this and start creating another one. Choosing Save and Notify, Project will be saved and you could send Note-Notification upon its creation not only to users but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.

In case you would like to find and start planning an already created Project:

1. Go to Packages > Project Management > Projects.
2. Enter the Project you wish from the list of Projects.

Make sure prior to any action that you are viewing the searched or filtered or all Projects, having them sorted and/or grouped by the way you wish.

Requirements inside a Project

Project Manager 1 & 2 and Supervisor are able to add and manage Project Requirements.

Being inside a Project, in the Requirements tab, you may add, edit or manage Project Requirements.

1. In order to add a new Requirement, click on the + icon.
   • Fill in the Requirement Title and its Code. The code will be generated automatically with Project title/Autonumber/Date, if not changed.
   • Also, you may select the Requirements Category. See how to add Lists.
   • Order of Priority needs to be stated so as to differentiate from other Requirements.
   • Using the State filter, you may monitor the Requirement status.
   • A Requirement may be assigned in a specific user (Assignee), Effort and Description can be added, too. In the File field, an already uploaded file can be added upon Requirement completion.
   • Click on Save to proceed, on Save and New to save this and start creating another one. Choosing Save and Notify, Requirement will be saved and you could send Note-Notification upon its creation not only to users, but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.
2. In order to manage an already added Requirement, click on the one you wish from the list.
   • To edit the Requirement, click on the Pencil button. Adjust details and then, press Save or Save and Notify to send Note-Notification upon its edit not only to users but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.
   • To delete the Requirement, select the Requirement from the list and choose Delete.
   • Selecting a Requirement you are also able to change the Category, status, assigned user or order. Provided that you have already created the Work-packages of the Project, you may choose to Assign or Unassign this requirement in a specific Workpackage and press Save.

Deliverables inside a Project

Project Manager 1 & 2 and Supervisor are able to add and manage Project Deliverables.

Being inside a Project, in the Deliverables tab, you may add, edit or manage Project Deliverables.

1. In order to add a new Deliverable, click on the + icon.
   1. Fill in the Deliverable Title.
   2. Also, you may select the Deliverable Category. See how to add Lists here.
   3. Attach related File that has already been uploaded in Comidor Files. Of course, you may fill in this field later when Deliverable is delivered.
   4. Delivery Date will be filled later on when Deliverable is delivered.
   5. Click on Save to proceed or on Save and New to continue adding Deliverables.

2. In order to manage an already added Deliverable, click on the one you wish from the list.
   • To view a Deliverable detail, just click on it.
   • To adjust Deliverable details, select a Deliverable and press Edit. In the pop-up that opens, change details and press Save to proceed. Alternatively, click Cancel to cancel the procedure.
   • To delete the Deliverable, select the Deliverable from the list and choose Delete.

Requirements in multiple Projects

Project Managers 1 & 2 and Supervisors are able to add and manage Projects Requirements.

1. Go to Packages > Project Management > Projects.
2. Click on the Actions button and then, select Requirements. Inside that Unit, you may see all the Project Requirements, no matter they are assigned or not in a Work package.
3. Inside Project Requirements, click on the + icon to add a new one.
   • Select the Project you would like to add this Requirement in.
   • Fill in the Requirement Title and its Code. The code will be generated automatically with Project title/Autonumber/Date, if not changed.
   • Also, you may select the Requirements Category. See how to add Lists.
   • Order of Priority needs to be stated so as to differentiate from other Requirements.
   • Using the State filter, you may monitor the Requirement status.
   • A Requirement may be assigned in a specific user (Assignee), Effort and Description can be added, too. In the File field, an already uploaded file can be added upon Requirement completion.
   • Click on Save to proceed, on Save and New to save this and start creating another one. Choosing to Save and Notify, Requirement will be saved and you could send Note-Notification upon its creation not only to users but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.

2. Being inside a Project Requirement, you have the options to:
   • Edit the Project Requirement information, by pressing the pencil Press Save to save the changes. Choosing Save and Notify, Project will be saved and you could send Note-Notification upon its edit not only to users but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.
   • Click on the Actions button to Delete A confirmation box will appear.
   • Click on the Actions button to Print the current tab view with Project Requirement information. Otherwise, click on the Printer icon.
   • Press Tags tab, to add a new Tag on that Project Requirement that it may be a private, group, internal or public. From this point, you can also manage old tags that have been added on that Project Requirement. Adding Tags may help you in grouping them, filtering and finally find them easier.
   • Finally, you may prepare Tasks that are associated with this Requirement. Click on the + icon to quickly add a new Task.
3. Also, in the Project Requirements table, you may perform multiple actions, such as to multi-check Requirements, and:
   • Delete: a confirmation box will appear prior to these Requirements’ deletion.
   • Change category: Massively change the Requirements’ category.
   • Change status: Change the status of a Requirement from Pending in To Do, In Progress, Done or Canceled.
   • Change user: Change the assignee.
   • Change order: Change the order of priority.

Gantt Chart – Add WorkPackage

Project Manager 1 & 2 and the Supervisor are able to manage Work Packages inside the Project’s Gantt Chart.

For Projects that would have only 1 Work-Package (for example, Internal Projects), you may create automatically that Work-Package inside the Gantt Chart, by selecting the Project inside Projects unit and pressing Create Default Work-Package option. This will create automatically a Work-Package to continue with the rest of Project Planning.

1. Go to Packages > Project Management > Projects.
2. Enter the Project you wish.
3. To start the creation of Work-Packages, click on the Gantt Chart tab.
4. Click on the small Actions button inside the Gantt Chart to Create a new Work package.
5. A Quick add of Work Package appears, where users can complete information and see it displayed in the Gantt chart above. Main Project-Process will be set automatically as the Parent process. Switch to the Basic tab and fill in the following:
   • Fill in the Work Package Title, select its Business Function and extra Category. You may add new Lists, too.
   • Set the Scheduled start and end Dates and Times, also the Scheduled workload (in hours). The suggested calculation of working hours in days is based on the Project’s Region Code.
   • Select Timezone for this WorkPackage.
   • Fill in a Description of this Work-Package.
   • Switching to the Advanced tab, you may add Importance and Priority fields.
   • If required, connect this Work Package with a Workflow.
   • Connect a specific Account (it is not already connected through Project), attach Files from Comidor DMS of your Desktop.
   • Set the Amount of money that should be invoiced upon this Work-Package completion or the Percentage of money that should be invoiced by then.
   • Press Save to add the new Work Package or Cancel to cancel the procedure.
   • Continue by adding more Work Packages and Sub-Work Packages of them and so on. When Project runs, your Gantt Chart will look more or less like in the picture below.

A legend for the Gantt chart signs is shown below:

Gantt Chart – Manage WorkPackage

1. Go to Packages > Project Management > Projects.
2. Enter the Project you wish.
3. To start the creation of Work-Packages, click on the Gantt Chart tab.
4. Click on the Work Package Actions button inside the Gantt Chart to:
   • Open the Work-Package
   • Edit it, adjust details in the pop-up that appears and press Save. In case you change the Work-Package period but you have already made a Personnel Booking that was accepted by its Manager, you will be notified whether this Personnel is unavailable in the new period, so as to reassign the Work-Package.
   • Delete it – a confirmation box appears.
5. From the Work Package Actions button inside the Gantt Chart, you may:
   • Set Requirements on it, by selecting the ones that you’ve set already in the Requirements tab of the Project. In the pop-up that appears, select the one(s) you wish and press Save.
   • Set Deliverables on it, by selecting the ones that you’ve set already in the Deliverables tab of the Project. In the pop-up that appears, select the one(s) you wish and press Save.
   • Set Milestone on it, by selecting Milestone Date and Time. Press Save to see it the Gantt Chart.
6. Create notification Reminder for the Project or for any of the Work Packages by selecting Create notification from Actions button of them, respectively. A pop-up window appears where user can select between a notification on a Process Completion or on Process Time or when the process is Delayed for a number of days/hours/minutes or prior on a number of days/hours/minutes to schedule start. Select the user that will be notified, check for extra notifications by Email and/or SMS and click Save. Reminders that are set in the Gantt Chart can be managed from the Notifications tab inside the Project or the Work-Package that the Reminder has been set.
7. After finishing with the Projects – Scheduling Phase and Projects – Resource Budgeting Phase, you will see that you may Book Resources, as explained in the Projects – Resource Booking phase.
8. Later on, during the Projects – Monitoring Phase, from the Gantt Chart inside, you may click on the Expenses and Income tabs of the Project to add extra Expenses & Income in the Project. You can add Financial information like these in a Project or in each Work-Package, simply by going on the Gantt Chart, clicking on the Actions button of the Project or Work-Package, then select Finance and click to Add Income and/or Add Expenses. Expenses that are coming from booked Resources’ Hours and Expenses are added automatically in Expenses of the Project, after their Approval. Also, you may Set Progress of each Work-Package while Project is on the go.
9. Click on the Actions button of the Gantt chart to perform the following:
   • Print: you can print the Gantt Chart. A new tab opens-please follow the default browser’s procedure by pressing Ctrl+P, so as to print or export as .pdf.
   • Legend: get advice on some Gantt Chart icons.
   • Settings: choose whether to Highlight or not the critical path, choose the Calendar offset days. Press Save to apply changes. Click on the Actions button of the Gantt chart to perform the following:
   • View: select to expand or collapse all Work Packages of the Gantt chart.
   • Presentation mode: select to see both Scheduled and Actual timeframe of Work Packages, or simply the Scheduled
   • Zoom: zoom in and out the Gantt Chart view (month, quarter, semester, year)

RAG Status Parameters

RAG Status Parameters are used to set up and benchmark the monitoring of project margins.

RAG Status Parameters inside a Project

1. Go to Packages > Project Management > Projects.
2. Enter a Project from the list.
3. Press RAG Status parameters tab, so as to set parameters that will manage when RAG status color will change. Also, it is quite important to mention that an automated comment will be added to Notes (Discussion box), so as to inform specified people on RAG status change.

Add a new RAG status parameter

1. Press + icon to add a new parameter.
2. In order to set a RAG Status Parameter based on Project Margin, select this Factor,
   • Select between Absolute or Percentage Count type, set the Green and Amber limits.
   • Click on Save to save the new entity, on Save and New to save this and start creating another one. Choosing to Save and Notify, the entity will be saved and you could send Note-Notification upon its creation not only to users but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.
3. In order to set a RAG Status Parameter based on Days Delayed:
   1. Select between Absolute or Percentage Count type, set the Green and Amber limits.
   2. Click on Save to save the new entity, on Save and New to save this and start creating another one. Choosing to Save and Notify, the entity will be saved and you could send Note-Notification upon its creation not only to users but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.
4. In order to set a RAG Status Parameter based on Open issues,
   1. Select between Absolute or Percentage Count type, set the Green and Amber limits.
   2. Click on Save to save the new entity, on Save and New to save this and start creating another one. Choosing to Save and Notify, the entity will be saved and you could send Note-Notification upon its creation not only to users but also to
      external recipients via email. Alternatively, click Cancel to cancel the procedure.
5. In order to set a RAG Status Parameter based on Budget/Actual Expenses:
   1. Select between Absolute or Percentage Count type, set the Green and Amber limits.
   2. Click on Save to save the new entity, on Save and New to save this and start creating another one. Choosing to Save and Notify, the entity will be saved and you could send Note-Notification upon its creation not only to users but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.

Manage and View RAG status parameters

• To view already added RAG Status Parameters, you simply need to click on the RAG Status Parameters tab.
• To edit already added RAG Status Parameters, you simply need to click on the RAG Status Parameters tab and then press the pencil button. Press Save to make changes or Save and Notify, so as to send Note–Notification upon its edit not only to users but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.
• To manage already added RAG Status Parameters, you simply need to have clicked on the RAG Status Parameters tab.
  • Multi-check entities to Delete them.
  • Link with other Comidor entities.

When RAG status parameters reach their Green and Amber limits, the following will occur:

1. An informative Note (comment) will be added in Discussion Box of the Project and people added in the “Send Notification To” field of the Project information will be notified with a Note-Notification regarding the RAG Status change and the reason.
2. RAG Status of the Project will change automatically.

RAG Status Parameters globally

The main use of this unit is to create global RAG Status parameters that can be used in Projects for PPM reasons. Still, RAG status that refers to a specific Project and is not global can be set.

Global RAG Status parameters are used only in Projects that no related RAG Status parameters have been set.

1. Go to Packages > Project Management > Rag Status Parameters.
2. Press + icon to add a new parameter.
3. Select whether this parameter will be Global or not and if it is not, you may set a specific Project that this Parameter will run on.
4. In order to set a RAG Status Parameter based on Project Margin, select this Factor:
   • Select between Absolute or Percentage Count type, set the Green and Amber limits.
   • Click on Save to save the new entity, on Save and New to save this and start creating another one. Choosing to Save and Notify, the entity will be saved and you could send Note-Notification upon its creation not only to users but also to
     external recipients via email. Alternatively, click Cancel to cancel the procedure.
5. In order to set a RAG Status Parameter based on Days Delayed:
   • Select between Absolute or Percentage Count type, set the Green and Amber limits.
   • Click on Save to save the new entity, on Save and New to save this and start creating another one. Choosing to Save and Notify, the entity will be saved and you could send Note-Notification upon its creation not only to users but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.
6. In order to set a RAG Status Parameter based on Open issues,
   • Select between Absolute or Percentage Count type, set the Green and Amber limits.
   • Click on Save to save the new entity, on Save and New to save this and start creating another one. Choosing to Save and Notify, the entity will be saved and you could send Note-Notification upon its creation not only to users but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.
7. In order to set a RAG Status Parameter based on Budget/Actual Expenses:
   • Select between Absolute or Percentage Count type, set the Green and Amber limits.
   • Click on Save to save the new entity, on Save and New to save this and start creating another one. Choosing to Save and Notify, the entity will be saved and you could send Note-Notification upon its creation not only to users but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.
8. To view already added RAG Status Parameters, you simply need to click on a RAG Status Parameter entity to enter it.
   • Click on the pencil button to edit this entity.
     • Adjust details, such as the Global checkbox or Project.
     • Adjust Factor, Count type and Green and Amber limits.
     • Click on Save to save the changes. Choosing to Save and Notify, the entity will be saved and you could send Note–Notification upon its edit not only to users but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.
   • Click on the Actions button to perform the following:
     • Delete specific RAG Status Parameter. A confirmation box will appear.
     • Print current RAG Status Parameter details. A new tab will open to your browser, where you should follow the relevant printing procedure.
     • Link RAG Status Parameter with another Comidor entity, e.g. a Project, an Event, etc. Learn more about how to add a Link.
     • Notify, to send Notes-Notification  to specific Comidor groups or Comidor users or external recipients via email (provided that you have already connected your email in the system) regarding this RAG Status Parameter.
9. To manage already added RAG Status Parameters, you simply need to have clicked on the RAG Status Parameters tab.
   • Multi-check entities to Delete.
   • Link RAG Status Parameter with another Comidor entity, e.g. a Project, an Event, etc. Learn more about how to add a Link.

When RAG status parameters reach their Green and Amber limits, the following will occur:

1. An informative Note (comment) will be added in Discussion Box of the Project and people added in the “Send Notification To” field of the Project information will be notified with a Note-Notification regarding the RAG Status change and the reason.
2. RAG Status of the Project will change automatically.

The post 1. Project Scheduling appeared first on Comidor Low-code Automation Platform.

Resource Budgeting

1. Go to Packages > Project Management > Projects.
2. Enter the Project you wish from the list of Projects.
3. Click on the Resource Budgeting tab.
4. To add a new Resource Budget, press + icon to create a new Budget for a Resource. Select the Work Package (Process) you wish to budget the Resource for, select the Resource (Job Titles) or left it blank, the Service, one from the existing Sales Rate(s) you wish, adjust the Sales Rate and Quantity (usage/workload). Press on Save to proceed, on Save and New to save this and start creating another one. Alternatively, click Cancel to cancel the procedure.

Note that the Budget Cost of the Job Title Workload will be calculated based on the Sales Rate that will be added here. Existing Sales Rates are provided from the (Job Title’s) Service, which has a specific Sales Rate(s). Also, in case you have selected a Service or Product you wish to budget from another Division of the Project’s one, you may use the intercompany Sales Cost.

5. To edit information of already added Resource Budgeting entities, press an entity and then click on the pencil button to open the edit form. Click on Save to apply changes. Alternatively, click Cancel to cancel the procedure.

6. To manage already added Resource Budgeting entities, (multi-)check them and select:
   • Delete, to delete the related resource budgeting information
   • Convert to Expense, to add this Budgeting of Resource straight to Budget Expenses of the Project. A confirmation message will appear.

Highlighted in green, you may see the already converted to Budget Income and Budget Expenses entities. In grey are the ones that have not been converted, yet.

Budget Income & Expenses

1. Go to Packages > Project Management > Projects.
2. Enter the Project you wish from the list of Projects.

Regarding Budget Income:

1. Click on the Budget Income tab.

Here you may see all the converted budgets from Resource Budgeting, but you still may add extra ones.

2. To add new Budget Income (which may be an extra sale or a Service), press + icon to create a new entity.
   • Fill in the Basic Info, such as the Work-Package and the expected Date to be received.
   • Continue with the Financial data, such as Budget Income.
   • Give a short Description and relate a Service, if needed.
   • Press on Save to proceed, on Save and New to save this and start creating another one. Alternatively, click Cancel to cancel the procedure.
3. To view already added Budget Income, you simply need to click on the Budget Income tab.
4. To edit already added Income, you simply need to click on the Budget Income tab and then press the pencil button. Press Save to make changes or Save and Notify, so as to send Note–Notification   upon its edit not only to users, but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.
5. To manage already added Budget Expense, you simply need to have clicked on the Budget Income tab.
   • Multi-check entities to Delete them.
   • Export entities into .xls file.

Regarding Budget Expenses:

1. Click on the Budget Expenses tab.

In the Budget Expenses tab, you may see entities that have been added either manually or from the Resource Budgeting tab, but you may still add extra ones.

2. To add new Budget Expense, press + icon to create a new entity.
   1. Fill in the Basic Info, such as the Work-Package and the Date.
   2. Continue with the Financial data, such as Budget Expenses.
   3. Give a short Description and relate a Service.
   4. Press on Save to proceed, on Save and New to save this and start creating another one. Alternatively, click Cancel to cancel the procedure.
3. To view already added Budget Expense, you simply need to click on the Budget Income tab.
4. To edit already added Budget Expense, you simply need to click on the Budget Expense tab and then press the pencil Press Save to make changes. Alternatively, click Cancel to cancel the procedure.
5. To manage already added Budget Expense, you simply need to have clicked on the Budget Expenses tab.
   • Multi-check entities to Delete them.
   • Export entities into .xls file.

Invoicing Model Setup

1. Go to Packages > Project Management > Projects.
2. Enter the Project you wish from the list of Projects.
3. Click on the Invoicing Model tab.

Here you may see all the Work-Packages that when created, you had already set an Invoicing method. There, you had Set the Amount of money that should be invoiced upon this Work-Package completion or the Percentage of money that should be invoiced by then. If not added, check how to add them in Gantt Chart section.

4. Click on the blue + icon to add Completion % for Invoicing of this Work-Package. When the progress reaches this %, Financial Department should invoice.
   • In the pop-up that opens, you may see the Invoicing Model information you have added for this Work-Package, calculated with the Amount of total money that will be Invoiced for this Project. Fill in the % of Work-Package Progress when Project Manager will be notified to trigger invoicing. Also, add the amount of money in the Project’s Currency and adjust, if needed, the % of Work-Package total.
   • Set the Notification plan, which is how often Project Manager will be notified to trigger invoicing, when % of Work-Package progress is reached.
   • Press Save to proceed.

You will see that in the updated table you can see the Amount of money and % of money that will be invoiced, when % of Work-Package is reached.

5. Continue adding all Invoicing-Progress plans to fill-in the table. In case you would like to make any change just click on pencil button or X to delete an Invoicing-Progress plan. If for some reason you need to invoice extra amount of money, you may press  in the related Work-Package to add Invoicing-Progress plans.

In the Projects Monitoring phase, you may see how to manage Work-Packages progress and inform responsible Invoicing team.

The post 2. Project Cost Management appeared first on Comidor Low-code Automation Platform.

Personnel participation in a Project implementation can be confirmed or rejected through Personnel Booking Approvals unit by Personnel’ Resource Manager regarding booked Personnel and Divisional Resource Managers regarding booked Job Titles. Resource Managers can see who’s available based on other bookings and capacity and decide upon these requests.

Search Personnel

1. Go to Modules Menu Icon > Project Management> Projects.
2. Enter the Project you wish from the list of Projects.
3. Click on the Search Personnel tab.

In the Search Personnel tab, you may search Personnel based on their name, skill, job title or other criteria combination. Search Personnel by Skills option is available through the Personnel unit, too.

4. On the left side, there is an advanced criteria panel, in which you may:
   • Search Personnel based on the Name or Job Title
   • Select Functional Group that Personnel is/are a member(s) of
   • Select Division that Personnel is/are member(s) of
   • Choose to see only Users and not to see Guest Users
   • Select a Period (From-To) to identify Not booked Personnel
   • Select a specific Job Title from the list
   • Specify the Cost Min and Max of this Personnel or Job Title and also choose whether this Cost is indicated as External or Internal. Costs are associated with the Job Title’s Service.
   • Select Personnel Status
   • Click on the + icon to add in criteria a Desired Skill. A pop-up appears, where you can fill in the already added Skill, its minimum grade and any certification with its authority (if any). Click on Save to proceed.

You can continue adding different Skills and combine them to find specific Human Resource to use. 

Results are displayed on the right side of the screen. Choose to see different the results in a different Order (by Name, Cost, Sales Rate), ascending or descending. In the results, you will see the Job Title(s) or Personnel that fulfills the selected criteria. Regarding both Personnel and Job Title, you can choose to Book work for it, inside a Project’s Work-package.

5. If you choose to Book a Personnel, a pop-up box opens:
   • You can confirm this Personnel Job Title’s Service, select the existing Sales Rate for this Service, maybe adjust the final Rate, set the Currency and add a Memo.
   • Select the Work-Package you wish to book this Personnel on,
   • Select whether the hours added will be Chargeable (when Tasks completed and approved, Expenses and Income of Project will be updated automatically)
   • Select whether the hours added will prepare Tasks for the assignee or he will be responsible to split up the work in hours during the Work-Package range.
   • Select how these hours will be populated (Use Capacity, Use Available time, Divide hours in days with capacity) or add hours manually and press Save.

In the Booking details calendar, in blue are highlighted the public holidays and in orange the approved absences.

6. If you choose to Book a Job Title, a pop-up box opens:
   • Search for the Service (Work As) field,
   • You can confirm this Job Title’s Division, select the existing Sales Rate for this Service, maybe adjust the final Rate, set the Currency and add a Memo.
   • Select the Work-Package you wish to book this Personnel on,
   • Select whether the hours added will be Chargeable (when Tasks completed and approved, Expenses and Income of Project will be updated automatically)
   • Select whether the hours added will prepare Tasks for the assignee or he will be responsible to split up the work in hours during the Work-Package range.
   • Select how these hours will be populated (Use Capacity, Use Available time, Divide hours in days with capacity) or add hours manually and press Save.

Personnel Booking can be made also from Personnel Booking tab of the Project.

When Personnel Booking Request is saved, a new System-Notification is sent to this Personnel’s Resource Manager (who sometimes can be also his Manager) regarding Personnel Bookings and the selected Division’s Resource Manager regarding Job Titles Bookings. Clicking on this Notification, Resource Managers and Managers will be navigated directly to Personnel Booking Approvals Unit.

Personnel Booking in a Project

1. Go to Modules Menu Icon > Project Management > Projects.
2. Enter the Project you wish from the list of Projects.
3. Click on the Personnel Booking tab.

Personnel Booking for a specific Project can be performed directly from the Search Personnel tab of the Project, too. Being inside the Personnel Booking tab, you may see here Personnel Booking requests that have been added either manually or through the “Search Personnel and Book it in Work Package” functionality.

4. To add a new Personnel Booking Request based on the Personnel name, click on the + icon.
   • You can confirm this Personnel Job Title’s Service, select the existing Sales Rate for this Service, maybe adjust the final Rate, set the Currency and add a Memo.
   • Select the Work-Package you wish to book this Personnel on,
   • Select whether the hours added will be Chargeable (when Tasks completed and approved, Expenses and Income of Project will be updated automatically)
   • Select whether the hours added will prepare Tasks for the assignee or he will be responsible to split up the work in hours during the Work-Package range.
   • Select how these hours will be populated (Use Capacity, Use Available time, Divide hours in days with capacity) or add hours manually.
   • Click on Save to save the new Booking Request, on Save and New to save this and start creating another one. Choosing Save and Notify, Booking Request will be saved and you could send Note-Notification upon its creation not only to users but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.

When Personnel Booking Request is saved, a new System-Notification is sent to this Personnel’s Resource Manager (who sometimes can be his Manager). Clicking on this Notification, Resource and Line Managers will be navigated directly to Personnel Booking Approvals Unit.

5. To add a new Personnel Booking Request based on the Job Title name, click on the + icon.
   • Search for the Service (Work As) field,
   • You can confirm this Job Title’s Division, select the existing Sales Rate for this Service, maybe adjust the final Rate, set the Currency and add a Memo.
   • Select the Work-Package you wish to book this Personnel on.
   • Select how these hours will be populated (Use Capacity, Use Available time, Divide hours in days with capacity) or add hours manually.
   • Click on Save to save the new Personnel Booking Request, on Save and New to save this and start creating another one. Choosing Save and Notify, Language will be saved and you could send Note-Notification upon its creation not only to users but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.

When Job Title Booking Request is saved, a new System-Notification is sent to this Division’s Resource Manager. Clicking on this Notification, Resource Manager will be navigated directly to Personnel Booking Approvals Unit.

6. To view a Personnel Booking Request, click on it from the list. You may even add a Note to be received by the Resource Manager.
7. To edit a Personnel Booking Request, click on it from the list and press pencil button. You may adjust the booked hours and Save again the Booking request.
8. To delete or export already added Personnel Booking Requests, you may use the related tab inside the Project. Multi-check Resources (Personnel & Job Titles) Booking Requests and select Delete or Export. A confirmation message will appear.

Already approved booking requests are displayed with a green check icon.

Personnel Booking in Projects

Personnel Booking can be performed directly from Search Personnel and Personnel Booking in a Project tab of the Project, too. Being inside the Personnel Booking tab, you may see here Personnel Booking requests that have been added either manually or through the “Search Personnel and Book it in Work Package” functionality.

1. Go to Modules Menu Icon > Project Management> Personnel Booking.
2. Select the Project you wish to Book Personnel on.
3. To add a new Personnel Booking Request based on the Personnel name:
   • You can confirm this Personnel Job Title’s Service, select the existing Sales Rate for this Service, maybe adjust the final Rate, set the Currency and add a Memo.
   • Select the Work-Package you wish to book this Personnel on,
   • Select whether the hours added will be Chargeable (when Tasks completed and approved, Expenses and Income of Project will be updated automatically)
   • Select whether the hours added will prepare Tasks for the assignee or he will be responsible to split up the work in hours during the Work-Package range.
   • Select how these hours will be populated (Use Capacity, Use Available time, Divide hours in days with capacity) or add hours manually.
   • Click on Save to save the new Booking Request, on Save and New to save this and start creating another one. Choosing Save and Notify, Booking Request will be saved and you could send Note-Notification upon its creation not only to users but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.

When Personnel Booking Request is saved, a new System-Notification is sent to this Personnel’s Resource Manager (who sometimes can be his Manager). Clicking on this Notification, Resource and Line Managers will be navigated directly to Personnel Booking Approvals Unit.

4. To add a new Personnel Booking Request based on the Job Title name:
   • Search for the Service (Work As) field,
   • You can confirm this Job Title’s Division, select the existing Sales Rate for this Service, maybe adjust the final Rate, set the Currency and add a Memo.
   • Select the Work-Package you wish to book this Personnel on.
   • Select how these hours will be populated (Use Capacity, Use Available time, Divide hours in days with capacity) or add hours manually.
   • Click on Save to save the new Personnel Booking Request, on Save and New to save this and start creating another one. Choosing Save and Notify, Language will be saved and you could send Note-Notification upon its creation not only to users but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.

When Job Title Booking Request is saved, a new System-Notification is sent to this Division’s Resource Manager. Clicking on this Notification, Resource Manager will be navigated directly to Personnel Booking Approvals Unit.

5. Clicking on a Booking Request for a Job Title, you will be navigated to Project Booking approvals unit.
   • To view a Personnel Booking Request, click on it from the list.
   • To edit a Personnel Booking Request, click on it from the list and press pencil button.
   • To add a Note below a Booking Request, write your message and press Comment.
6. Clicking on a Booking Request for a Personnel, you may:
   • View a Personnel Booking Request
   • To edit a Personnel Booking Request, by pressing the pencil button. Adjust the information needed and press Save.
   • To add a Note below a Booking Request, write your message and press Comment.
   • To delete a Request, click on the Actions button and then, press Delete.
   • Click on Tags tab to add a new Tag on that Personnel Booking that it may be a private, group, internal or public. From this point, you can also manage old tags that have been added to that Personnel Booking. Putting Tags in Personnel Bookings may help you in grouping them, filtering and finally find them easier.
   • Click on Links tab to add a new Link between this Personnel Booking and any other Comidor entity e.g. a Project, an Event, a Job Title, etc.
7. To delete or export multiple Personnel Booking Requests, multi-check the (Personnel & Job Titles) Booking Requests and select Delete or Export, respectively. A confirmation message will appear.

Decision on Personnel Booking Approvals

Personnel Booking approvals Unit is usually available only to Resource Managers of Personnel and Resource Managers stated as Division’s responsible. These have the right to decide upon the Personnel Booking.

In case the Booking Request refers to a Job Title Booking, Resource Manager of the selected Division in the Booking Request procedure will be notified accordingly and should decide on who to assign to the Work Package.

In case the Booking Request refers to a Personnel Booking, Resource Manager of the selected Personnel will be notified accordingly and should decide to accept, reject or assign alternative Personnel on that Work Package. If he decides to reject the Booking Request he should write a reason, that led him to this decision.

1. Go to Modules Menu Icon > Project Management > Approvals > Personnel Booking Approvals.
2. Filter the Booking Requests, which are displayed below with the following options:
   • Approval: this is the approval status (pending, accepted, rejected)
   • Division: filter requests based on them
   • Account: Select the Account you wish, to see requests associated with this Account’s Projects (specific Customer’s Projects).
   • Project: select the Project you wish, to see requests associated with this Project only
   • Work Package: select the Project you wish, to see requests associated with this Work Package only
   • Personnel: select the Project you wish, to see requests associated with this Personnel
   • Dates: select the date range you wish

Press Reload to see results below, or Clear to clear up the filters.

3. Click on a Booking Request to view it. Highlighted in red are the suggested booking days and hours.
   • You may view the Capacity of Personnel Schedule, whether he is booked in other Projects for a number of hours and finally the requested booking hours.
   • You may contact Project Manager upon this Booking by adding a Note/Comment in the Notes box below. A Note-Notification will be sent.
4. Multi-check or check pending Booking Requests, to perform the following:
   • Approve: pressing this, you can approve a Personnel Booking Request. Automatically, a System-Notification will be sent to that Personnel and to the Project Manager, informing both of them that Personnel is available to be used inside that selected Work Package. Work Package has been assigned also to requested Personnel.
   • Assign/Assign alternative: pressing this, you can select a Personnel for a Job Title Booking Request or assign alternative Personnel on a Personnel Booking Request. Automatically, a System-Notification will be sent to that Personnel and to the Project Manager, informing both of them that specific Personnel is available to be used inside that selected Work Package. Work Package has been assigned also to this Personnel.
   • Reject: pressing this, you can reject a Job Title Booking Request or reject a Personnel Booking Request. A pop-up appears so as to add a Rejection Reason. Automatically, a System-Notification will be sent to the Project Manager, informing him that specific Personnel is not available to be used inside that selected Work Package.

Being inside the Personnel Booking Approvals, you will see that you can access User Timecards  (read below), where you may identify the Personnel Utilization in Tasks and Processes (any type) and make a clear decision later on the Booking Request. Also, there is a Resource Availability Report (read below) that can help with Booking Request decision.

User Timecards (User Load)

User Timecards Unit helps Line and Resource Manager(s) to be aware of their personnel workload in order to Approve or not Personnel booking requests. Especially for Team Leaders, there is an extra filter, which serves in viewing their Team’s utilization.

To access Utilization load:

• Go to Modules Menu Icon > Reports & Analytics > Timecards > User Load, or Modules Menu Icon  > Project Management > Pending Booking Approvals > (click inside in) User Load.

The Utilization to load consists of Filters area and a Weekly Calendar into which you can only view the workload of your team in:

• Tasks utilization

The left sum represents the scheduled (or booked) task duration, while the right sum represents the actual task duration value, which based on the Personnel’s Schedule changes color.

• specific Processes utilization, in Processes that have been assigned to them
• as Day % Utilization, Week % Utilization, Month % Utilization, measured by the Work that has been assigned to them daily, weekly and monthly respectively.

Filters allow you to view only the workload you want based on Business Organization criteria (Functional Groups, Divisions, Offices), User Name, User Team (available only to Team leaders), Task Type or State.

Hide empty rows checkbox allow you to view only the users who have tasks or see all the users. Exclude Myself checkbox can be used also.

Switch to Scheduled vs Actual or keep the pre-selected Booked vs Actual in terms of Tasks.

Clear button erases all the used filters, while the Execute button displays the respective results.

Anytime you wish, you can hide the filters clicking on the respective – icon to focus on the results displayed at the below Weekly Calendar. If you want to apply different filters, you can click on the plus icon, change them and click Execute.

Resource Availability Report-Analysis

Resource Availability Report helps Line Manager(s)/Resource Manager(s) to be aware of their personnel workload in order to Approve or not Personnel booking requests.

To access the Resource Availability Report:

1. Go to Modules Menu Icon > Project Management > Pending Booking Approvals > (click inside in) Resource Availability Report or Modules Menu Icon  > Reports & Analytics> Analytics > Resource Availability Analysis.

It is also available through People Dashboard.

2. Select the Mode you wish to check Available Hours (Daily, Weekly, Monthly), the Dates range, filter by Functional Group, Division, Service or Employee.
3. Click on Fetch Report to get results.

In the results displayed, you have the following information available:

• The already booked (scheduled) hours for that Date/Week/Month that have been assigned either from the Project Manager or added from the user himself.
• The available hours (capacity), inside the brackets (), for that Date/Week/Month, which takes into account the user’s Absences and Public Holidays.
• The totals of already booked and available hours per employee or per Date/Week/Month.
• In green, there is the date range, where booked hours are less than the capacity; in red, there is the date range, where booked hours are more than the capacity.

The post 3. Resource Scheduling/Booking appeared first on Comidor Low-code Automation Platform.