A Project is a planned endeavor aimed at gathering information, creating something new, or enhancing an existing product or process.

In BizCentric, project management operates on a task-oriented approach. You have the ability to establish a Project and break it down into multiple Tasks.

Due to its extensive scope, a Project can be subdivided into various tasks. For instance, envision the development of a new smartphone for the upcoming year as a Project. Tasks such as design, prototyping, testing, and delivery would then be categorized under this Project.

While individual tasks within a Project can be assigned to specific individuals or groups, assignment can also be executed at the project level.

These Tasks can be created from a Project itself or a Task can be created separately as well.

To access Projects, go to:

> Home > Projects > Projects > Project

1. How to Create a Project

1. Navigate to the Project list and select “New.”
2. Enter the following information:

• Project Name: Title of the Project.
• Status: By default, the Project status is set to ‘Open,’ but it can be updated to ‘Completed’ or ‘Cancelled’ later.
• Expected End Date: Specify the date by which you intend to complete the project.

Save your changes.

1.1 Additional Options while creating a Project

1. From Template: If you have an existing Project Template, you can opt to create your project using this template.
2. Expected Start Date: If you have a fixed timeline for the project, you can specify both the Expected Start Date and Expected End Date in the form.
3. Project Type: You can categorize your projects into various types, such as Internal or External.
4. Priority: You can designate the priority level of the Project based on its importance. Additional priority levels can also be added.
5. Department: If the project pertains to or is managed by a specific department within the organization, you can indicate it here.
6. Is Active: A Yes/No toggle that enables you to modify the active status of the project at any later stage.
7. Completion Method: You can monitor the percentage completion of your project using one of the three methods: Manual, Task Completion, Task Progress, and Task Weight.

2. Features

2.1. Customer Details, Users and Notes

• Customer: If the Project is executed for a specific Customer, their details can be input here. Sales Order: If the Project is associated with a Sales Order from a Customer, you can retrieve the details here. This facilitates updating the Customer on the project’s progress in accordance with the issued Sales Order.
• Users: You can include any website user to grant them access to this Project. For instance, you can add your customer as a Website User to enable them to monitor progress and/or provide feedback. Similarly, a Supplier or Contractual Employee/Freelancer involved in the Project can be added as a User.

Furthermore, you can expand the window and specify whether you want to send a Welcome Email to any particular user or grant them Attachment Viewing rights.

Notes: Additional notes pertinent to the project can be added here.

2.2. Start and End Dates

• Actual Start Date: Basis the Actual Start of the project, tracked via Timesheets, the Actual Start Date and Time of the Project will get recorded automatically.
• Actual End Date: Basis the Actual End of the project, tracked via the last update of the Timesheet, the Actual End Date and Time of the Project will get recorded automatically.

2.3. Costing and Billing

• Estimated Cost: Input the projected cost of the Project.
• Total Sales Amount: If the Project is already linked with a Sales Order, the total Sales Order Amount will be automatically filled here.
• Total Costing Amount: The system will automatically retrieve the total Costing Amount from all linked Timesheets associated with this project.
• Total Billable Amount: The system will automatically gather the total Billable Amount from all linked Timesheets associated with this project.
• Total Expense Claim: The Total Expense Claim is automatically calculated based on expenses claimed by employees for Project completion.
• Total Billed Amount: The Total Billed Amount is automatically populated in the system through Sales Invoices generated against the Sales Order.
• Total Purchase Cost: The Total Purchase Cost of a Project is derived from Purchase Invoices created against Purchase Orders issued for the supply of materials required for the Project.
• Total Consumed Material Cost: The Total Consumed Material Cost is determined by utilizing Stock Entries made in accordance with the Project’s material requirements.

2.4. Margin

Gross Margin: Gross Margin indicates the margin between the Total Costing Amount and the Total Billed Amount.

Gross Margin = (Total Sales Amount + Total Billable Amount) – (Total Costing Amount + Total Billable Amount + Total Expense Claim + Total Purchase Cost + Total Consumed Material Cost)

Gross %: The Gross % represents the percentage of the Total Billed Amount spent in relation to the Total Costing Amount.

((Total Sales Amount + Total Billable Amount) – (Total Costing Amount + Total Billable Amount + Total Expense Claim + Total Purchase Cost + Total Consumed Material Cost) / Total Sales Amount) * 100

2.5. Monitor progress

By selecting the ‘Collect Progress’ option, you activate the capability to include monitoring specifics within the project. A progress report will then be disseminated to all project stakeholders.

• Holiday List: Choose the appropriate Holiday List for your company. This ensures that Progress Reports are only gathered on working days.
• Frequency: Determine the frequency for receiving reports. Options include hourly, twice daily, daily, or weekly frequencies.

3. Related Topics

1. Task
2. Project Type
3. Project Template