What is Virtual Project Management?

Traditional project management involves planning and overseeing a team working on a project. It normally requires team meetings and lots of in-person collaboration. Virtual project management is the same process but involves managing a virtual team that is not located together. This includes teams who work from home and follow hybrid work models when some staff members are office-based and some are remote.

As you can imagine, virtual project management can be a challenge. Teams can lose that synergy that comes with face-to-face collaboration and it can take longer to ask “quick” questions when you can’t shout across the office or walk over to someone’s desk. It requires key principals in its management and usually requires project management software.

Why use Virtual Projects?

This is a valid question when you consider the difficulties it can bring. But, there are also many benefits of having a virtual project team to work on projects. Here are some key reasons businesses opt to run virtual projects:

• Less office space is required. Having fewer people on-site means you can downsize your office space and save money on rent or commercial real estate.
• Virtual project management tools can make communication, task delegation, and planning easier.
• It gives employees a better work-life balance. In fact, 76% of employees agree. This will lead to happier employees and higher retention.
• Access to a broader talent pool.
• Clearer reporting and project feedback. The tools needed to run a virtual project usually incorporate SaaS reporting tools. This can improve the transparency of project progress.

Tips to Streamline Virtual Project Management

Effective project management requires careful planning and organization when it’s in person. When it’s remote, the strategy can differ. Here are seven tips for effective virtual project management.

1. Organize the Team Structure and Set Clear Expectations

When employees are working remotely, it’s important to have clearly defined expectations just as you would at the office. This includes how the day is structured in terms of start/end times, lunch breaks, and so on as well as having a procedure for how to call in sick or book annual leave. Once you have a plan in place, it should be communicated so staff are aware of what’s expected. This can save project managers a lot of frustration in the long run.

2. Design a Communications Policy

Getting communication channels right is a key element in successful virtual project management. Communication needs to be regular and suited to purpose. Things to consider include:

• When will check-ins be? For example, will there be a morning brief every day? How will virtual meetings work? What collaboration platform will you use?
• How will tasks be reported to virtual project managers?
• How will you measure efficiency? For example, what sort of tracking and monitoring will be in place?
• What updates will you require from staff? Think about the method of and frequency you’d like these updates.
• What should staff use for questions? Instant messaging or email, for example?
• What telephone service should you use? If your remote team is international, what would be the most cost-effective way of calling the UK from the US?
• What tools will be used for various communication? For example, video conferencing tools for virtual meetings, document editing for collaboration, messaging for quick queries, etc.

3. Plan and Schedule the Project with Project Management Tools

Project management tools are a must in virtual project management as they offer numerous benefits. The trick is having an initial plan and finding the right tool for you. Your planning should include phases and project milestones as well as efficient project time management. Project management tools can help you break down the project into smaller work packages and tasks that can be assigned to the right employee.

Using a project management tool means managers can keep on top of projects daily through the built-in tracking tools. This means they can intervene as soon as any problems occur, such as delays impacting deliverables.

4. Keep Resources in a Single Shared Location

To streamline your virtual project, staff need to know how to access resources. Running around trying to find documents that haven’t been shared is frustrating enough in an office environment. When you’re miles away from your colleagues it’s even more so as it can take longer to track documents down. A cloud-based document management platform is a good way of sharing knowledge and documents remotely.

Depending on the nature of your documents, it may be necessary to set access restrictions for certain team members. This means everything can still be stored in one place for simplicity, but not visible to all team members.

5. Implement Collaboration Tools

Effective collaboration is the cornerstone of successful virtual project management. Leveraging real-time collaboration tools can bridge the gap created by the absence of in-person interactions. Tools such as online whiteboards and canvas platforms enable teams to share diagrams, charts, and sketches seamlessly during virtual meetings, fostering creativity and clarity. These tools not only replicate the dynamics of in-person brainstorming sessions but also enhance team engagement and streamline the exchange of ideas in a remote setting.

6. Keep Everyone in the Loop

Any black holes in communication can be problematic for a remote team. It can lead to time misspent, duplications, or confusion in the team. Sharing regular updates is important as it helps keep everyone informed, boosts morale, and is an effective tool for building trust. Even with task management software, if someone forgets to update it, it won’t paint a true picture. This is why it’s important to have daily team updates.

This could be through a scheduled morning brief, a message thread on a chat platform, or a project timeline that’s updated by one person. Having one person responsible for updating the timeline means they can chase updates from team members.

7. To-do Lists

Digital to-do lists can help you share jobs throughout the team and ensure the project’s progress. Most platforms that offer this enable you to group certain types of work together and share them with remote employees who have the right skills.

A good to-do list will show tasks concerning the project goals so the virtual project team can see which tasks should be prioritized. This can save them time trying to figure out what to do next.

Final Thoughts

There are many reasons for businesses to opt for remote and hybrid teamwork. It can reduce overheads, improve staff morale, and even give you access to a broader talent pool. But, as all good things do, it comes with a catch; your current project management skills and strategies won’t be enough.

To make a success of virtual project management, you’ll need to re-design how you collaborate with the team. This may require more planning and scheduling as well as fixing days and times to touch base. You’ll need to ensure staff still receive the relevant training and know exactly what tasks are assigned to them and what the expectations are.

The post 7 Effective Tips That Will Streamline Your Virtual Project Management appeared first on Comidor Low-code Automation Platform.

This article explores the essential elements of recognizing and controlling risks in projects. It also examines the different risks that might compromise your project’s success and offers practical ways to manage risks and reduce uncertainty. Let us inspire you on your project optimization and risk management to achieve outstanding success.

What are Project Management Risks?

In project management, “risk” refers to unforeseen circumstances or events that could affect the project’s goals.

These risks may hamper project progress, manifesting as delays, cost overruns, or poor quality outcomes. Risks, by their very nature, add unpredictability and variability to project outcomes, which may fail or be less than ideal.

Identifying, analyzing, and mitigating these possible risks are all necessary for effective risk management to guarantee project success and reduce unfavorable effects.

Mastering 8 Key Project Management Risks

Discover eight project management risks that may impact project success and gain actionable strategies to minimize these challenges and guarantee optimal project outcomes. Let’s navigate these risks together.

1. Scope Creep

Implementing strict change control protocols and conducting frequent scope reviews will help you prevent scope creep. Set project boundaries up front to prevent requirements from growing over time and guarantee that the project aligns with goals.

To effectively manage this risk, you must prioritize requirements, set realistic project goals, and engage in proactive scope management throughout the project lifecycle.

2. Resource Constraints

Efficient resource planning and allocation techniques are crucial for addressing resource constraints. Complete resource assessments and resource management tools are necessary to master this risk. To maximize project efficiency and optimize the use of assets, team members must collaborate effectively.

Furthermore, proactive resource availability monitoring and flexible resource allocation can lessen the harmful effects of limitations on project deliverables and timelines.

3. Technical Complexity

Managing technical complexity requires using subject matter experts, conducting in-depth risk assessments, and implementing the right technologies and procedures. You should deconstruct complex tasks into smaller, more manageable parts to handle this risk successfully.

Clearly define the technical requirements, including the tech stack for your projects,  and monitor and respond to technical issues throughout the project. Collaboration and regular communication among team members can also aid in successfully navigating technical complexity.

4. Dependencies

Recognizing and recording all project dependencies early in the planning stage is critical to minimizing them. Implementing trustworthy management practices and describing specific dependency relationships are necessary to master this risk.

Additionally, strong relationships with external stakeholders and the development of backup plans can help lessen the harmful effects of dependencies on project deliverables and timelines.

5. Communication Breakdowns

To prevent communication breakdowns, transparent communication channels, outlining roles and duties, and encouraging an open communication culture within the project team are necessary.

To handle this risk successfully, it is necessary to plan regular status meetings with brief project updates. Therefore, paying close attention to stakeholders’ opinions and concerns is imperative to guarantee alignment and quickly solve potential issues.

Communication tools and strategies, such as collaboration platforms and project dashboards, and using AI tools for project management can guarantee successful interaction and connection among all project stakeholders.

6. Budget Overruns

Using exacting cost estimation methods, keeping a careful eye on project costs, and proactively handling modifications to the project’s budget are all necessary for managing budget overruns. Establishing a thorough budget plan, carrying out frequent expenditure reviews, and spotting chances to cut costs throughout the project lifecycle is vital for handling project management risks.

Moreover, open and honest communication with stakeholders regarding financial limitations and possible hazards can lessen the adverse effects of budget overruns on project results.

Additionally, leveraging invoicing software can streamline the financial management process by automating invoicing, tracking expenses, and providing real-time insights into project finances, helping to prevent and mitigate budget overruns.

7. Schedule Slippage

Developing realistic project schedules, identifying potential risks, and implementing proactive schedule management strategies are essential to managing schedule slippage.

Manage this project management risk by regularly tracking project progress and performing profound schedule assessments. Modify the project schedule as necessary to enable changes, reduce delays, and ensure successful delivery.

In addition, building buffer time into the schedule and fostering a culture of accountability and responsiveness among team members can help minimize the impact of schedule slippages on project timelines.

8. Quality Compromises

Set clear standards and prioritize quality control tasks to avoid lower standards. Encourage team members to take responsibility for standards during the project lifecycle for optimal project results.

Problems can be resolved early on by conducting frequent quality audits while offering team members continual training and support. Effective quality control processes guarantee high standards are maintained throughout the project lifecycle.

Furthermore, sustaining a culture of continuous process improvement and customer focus can help confirm that project deliverables meet or exceed stakeholder expectations.

How to Deal with Project Management Risks?

Effective risk management is an integral part of successful project delivery. Check several methods for recognizing, reducing, and monitoring project management risks to boost project results and minimize possible disruption.

1. Risk Identification and Assessment

Hold in-depth risk identification sessions with essential stakeholders to find possible risks in all project phases.

Risk assessment tools and techniques, such as probability, impact assessments, and risk matrices, prioritize risks according to likelihood and impact.

In the project lifecycle, periodically review and update the risk register to identify new risks and reevaluate current ones, thus guaranteeing proactive risk management.

2. Risk Mitigation and Contingency Planning

Create proactive measures for each identified risk, focusing on reducing its impact and probability as part of the project contingency plan.

Create backup plans that include predetermined actions and escalation protocols for high-priority risks that are not wholly minimized.

Set aside resources to put prevention plans and strategies into action so that you’re ready to deal with unexpected circumstances as they come up.

3. Stakeholders Engagement and Communication

Encourage project stakeholders to communicate openly and honestly and to voice any worries or observations about project risks.

Involve stakeholders in risk response planning and decision-making phases to guarantee alignment and support for risk management techniques.

Regularly update stakeholders on risk status through the employee intranet to promote transparency and trust in project management.

4. Continuous Monitoring and Review

Set up effective monitoring systems to monitor the status of identified dangers, including indicators and triggers that could indicate an increase in risk.

Review and evaluate risks regularly to determine the effectiveness of backup plans and preventive measures and adjust your approach as needed.

By documenting the lessons discovered from risk events and incorporating them into the planning and execution of future projects, you can promote a culture of continuous improvement.

What is Risk Management and How to Use it?

Risk management is the systematic process of identifying, evaluating, minimizing, and monitoring risks to reduce their impact on project objectives.

Comidor’s project management software can help optimize risk management procedures by centralizing risk registers, enabling real-time team collaboration, and offering risk assessment and analysis tools. Effective risk management requires regular risk assessment, prioritizing high-impact risks, and proactive planning of responses. Using technology to automate and expedite risk management tasks increases the effectiveness of handling possible challenges. Implementing robust risk management procedures can maximize project success and improve your business’s resilience.

Conclusion

Recognizing and managing project risks is critical to the success of any project. Proactive risk management techniques can reduce interruptions. Tools can guarantee efficient project delivery and maximize project outcomes. Remember that risk prevention and early identification are vital. Be prepared to uncover potential project risks early and take decisive action to validate the success of your project.

The post 8 Common Project Management Risks and their Solutions appeared first on Comidor Low-code Automation Platform.

Introduction

Using time efficiently is very important for getting project tasks and goals done. This is very true if there are limits on money, tools, time, and other business resources. However, underestimating time requirements, setting unrealistic schedules, and losing track of work are common challenges. Common time management pitfalls include:  

• Not setting aside enough time at the start for planning and figuring out what’s needed
• Setting very high deadlines without considering unplanned problems 
• Not splitting the work into smaller tasks and processes that can be handled
• Not keeping track of progress and delays too much
• Not focusing on the most important things and spending time on unimportant tasks
• Not having regular updates on progress and reviews of work

Not managing time well can lead to missing deadlines and going over budget. Businesses also go through poor results, tired workers, and an overall mess. That is why employers implement the practice of SMART goals. This framework suggests businesses focus on 5 key aspects for effective and efficient project management. Based on this framework, goals should be specific, measurable, achievable, relevant, and time-bound. 

Using efficient project time management tips and strategies, you can avoid these results and make your projects successful, especially for small businesses. One such advice is to use a small business time clock so you can get the basic time tracking needed which will also help you on your payroll. It will ensure that your team is making the most of their time and getting the job done. You can integrate it with your small business payroll software and automate the calculation of employee wages and the generation of payroll reports.

Strategies to Achieve Project Time Management Efficiency

 1. Checking Goals and Setting Fair Time Frames

Check what you need, the limits, risks, and resources before making your project plan. Add extra space for unexpected issues. Set goals that align with your team’s capabilities and the complexity of the task.  

• Research and detail all project requirements upfront before estimating the timeline
• Analyze historical data to forecast realistic timeframes based on project size and complexity 
• Add 20-30% padding on task estimates for unknown events and project contingency 
• Define milestones based on objective resourcing constraints and task logical dependencies
• Avoid over-compression of timeline due to management pressure or optimism   
• Communicate deadlines as goal-based rather than committed to managing expectations

2. Breaking Down Projects into Manageable Work Packages 

Deconstruct your project into logical phases and work packages. Create a work breakdown structure that assigns clear ownership. Breaking down a large project makes it less overwhelming.  

• Segment project into logical stages aligned to milestones 
• Break down work packages into granular assignable tasks 
• Build a Work Breakdown Structure (WBS) framework of phases, deliverables, and tasks
• Assign owners to each task for accountability
• Estimate individual task durations based on effort and dependencies
• Gain team input to improve WBS comprehensiveness  

3. Prioritizing and Scheduling Tasks 

 Identify critical path tasks that must get done on time for the whole project to meet deadlines. Schedule priorities and dependencies appropriately. Distinguish less important “nice to have” tasks. 

• Determine task criticality for on-time delivery
• Prioritize critical path tasks and high-impact items
• Map task dependencies to optimize workflow
• Develop a project plan schedule based on priorities, effort, and resources
• Identify additional tasks that can be prioritized later without causing harm
• Understand the first tasks needed to start other jobs

 4. Tracking and Monitoring Progress 

Always watch the time used on tasks. Make regular posts to check progress against plans. Fast spot bottlenecks and lack of resources to fix them.  

• Make sure you always keep track of time accurately
• Create regular project reviews to spot problems early on
• Watch how milestone progress and delivery trends are going
• Keep your task progress information current so you can see things happening in real-time
• Look at the critical path often to find any problems
• Address problems before they get worse by talking openly

Tools for Efficient Project Time Management

1. Microsoft Project

Microsoft Project gives strong scheduling and resource allocation. Project managers can also see and report on how things are going. Important points are Gantt charts, adjustable screens, and tools for making plans. 

2. Asana

Asana is a widely recognized project management solution because of its great features. It helps to make jobs, goals, and project plans with people who will accomplish them. It gives a timeline picture, progress watching, and reporting. Asana’s simple design makes it easy for teams to use. 

3. Trello

Trello uses Kanban-style boards to see and handle work processes. It is highly flexible for managing specific tasks in detail. Trello shows the status of tasks, who is doing what, when it’s due, and how much has been done. 

4. Basecamp

Basecamp is a well-known project management tool that’s famous for being easy to use. It gives plans for projects and how to manage tasks. To make it easier to work together, you can share files, send messages, and get automatic updates. 

Comidor Project Management Capabilities 

We offer a range of project management capabilities designed to streamline project planning, execution, monitoring, and control. Some of its key features include:

1. Task Management: Comidor allows users to create, assign, and track tasks within projects. It enables task prioritization, deadline setting, and task dependencies to ensure smooth workflow management.
2. Project Planning: Users can create project plans, define milestones, and set timelines using Comidor’s planning tools. Gantt charts and other visual planning features help in organizing tasks and schedules.
3. Resource Management: Comidor facilitates resource allocation and management by providing visibility into resource availability and workload. Users can assign resources to tasks and projects efficiently.
4. Collaboration Tools: Comidor includes collaboration features such as topics, file sharing, and comments to foster team communication and collaboration. This enhances transparency and facilitates effective teamwork.
5. Document Management: Comidor offers document management capabilities, allowing users to store, organize, and share project-related documents securely. Version control and access permissions ensure data integrity and security.
6. Time Tracking and Reporting: Users can track time spent on tasks and projects using Comidor’s time-tracking functionality. Additionally, the platform generates reports and analytics on project progress, resource utilization, and other key performance indicators.
7. Risk Management: Comidor helps in identifying, assessing, and mitigating project risks by providing tools for risk identification, risk analysis, and risk response planning. This enables proactive risk management throughout the project lifecycle.
8. Integration and Customization: Comidor offers integration with various third-party tools and platforms, allowing users to connect their project management activities with other business processes. Additionally, the platform supports customization to adapt to specific project management and automation requirements.

Frequently Asked Questions 

How can I build time buffers without setting unrealistic deadlines? 

Build buffers into task estimates, not just the final deadline. Analyze past projects to forecast more realistic timelines. Perform critical path tasks more intensively. Communicate deadlines as best-case timeframes.  

What metrics should I track for project time management? 

Track the following metrics: 

• Individual task actuals against estimates
• Milestones met/missed
• Number of scope change requests approved
• Total project budget against actual spending
• Use rates for resources 

 How often should I review the project status? 

Check in at least weekly for larger projects, if not daily for high-priority efforts. Regular status reviews enable early identification of timelines or budget deviations. 

What are warning signs that time management is failing? 

The following signs show poor time management:

• Missing milestones 
• Incomplete deliverables
• Excessive overtime
• Rushed quality
• Mounting scope creep
• Resource burnout
• Lack of task updates 

Conclusion

Effective and efficient project time management takes diligence. But it pays huge rewards in on-time, on-budget delivery of projects. Using the strategies and tools outlined in this guide will help you manage competing demands and priorities. Let us know if we can help assess your current time management maturity or coach your teams!

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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.

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