Project Module User Guide¶

Detailed guides for working with projects, tasks, and financial tracking. The Project module provides comprehensive tools for project management - from planning and work breakdown through progress tracking to financial evaluation and customer handover.

Purpose and Scope¶

This documentation covers the complete project management lifecycle:

Planning - creating projects, task structure, deadlines
Execution - work assignment, progress tracking, collaboration
Finances - costs, revenues, margins, invoicing
Closure - handover protocols, evaluation, archiving

Who is this guide for

This guide is intended for project managers, team leaders, project team members, and management who work with projects. For module administration, see Project Administration.

Key Concepts¶

Project Management Hierarchy¶

flowchart TD
    subgraph Portfolio["Project Portfolio"]
        PG[Project Group] --> P[Project]
    end

    subgraph Breakdown["Project Structure"]
        P --> TG[Task Group]
        TG --> T[Task]
        T --> ST[Subtask]
    end

    subgraph Resources["Resources and Work"]
        T --> U[Assigned User]
        T --> LT[Time Log]
    end

    subgraph Finance["Finances"]
        P --> PC[Costs]
        P --> PR[Revenues]
        LT --> PC
    end

    subgraph Outputs["Outputs"]
        P --> HP[Handover Protocol]
        P --> PI[Project Items]
    end

Core Entities¶

Entity	Purpose	Typical Usage
Project	Main organizational unit	Contract, implementation, development
Project Group	Multi-project organization	Customer, division, year
Task	Work item	Specific activity to perform
Task Group	Phase or project area	Analysis, development, testing
Task List	Task template	Recurring projects
Project Item	Product/service in project	Deliverables
Project Cost	Expense tracking	Material, labor, subcontracting
Project Revenue	Income tracking	Customer invoicing
Handover Protocol	Handover document	Customer acceptance

Project Lifecycle¶

stateDiagram-v2
    [*] --> WaitingForQuote: Creation
    WaitingForQuote --> WaitingForSalesOrder: Quote approved
    WaitingForSalesOrder --> InRealization: Order received
    InRealization --> DeliveryNoteCreated: Handover
    DeliveryNoteCreated --> Completed: Completion

    WaitingForQuote --> Canceled: Cancellation
    WaitingForSalesOrder --> Canceled: Cancellation
    InRealization --> Canceled: Cancellation

    Completed --> Archive: Archiving

    WaitingForQuote: Waiting for Quote
    WaitingForSalesOrder: Waiting for Order
    InRealization: In Progress
    DeliveryNoteCreated: Handed Over
    Completed: Completed
    Canceled: Canceled
    Archive: Archived

Status	Description	Typical Activities
Waiting for Quote	Project preparation	Estimation, planning
Waiting for Order	Quote sent	Negotiation
In Progress	Active work	Task completion, tracking
Handed Over	Completed, being handed over	Acceptance, documentation
Completed	Project closed	Evaluation
Archived	Historical record	View only

Prerequisites¶

System Requirements¶

Before starting work with projects, verify:

[x] You have been granted project access rights
[x] Default working days calendar is configured
[x] Cost types are defined (optional)
[x] Customers are created in the Sales module

Recommended Preparation¶

Before Creating a ProjectProject Conventions

Define scope - what is and isn't part of the project
Identify stakeholders - who is involved
Prepare WBS - work breakdown into tasks
Estimate costs - project budget

Aspect	Recommendation
Naming	[Customer] - [Type] - [Year]
Task structure	Max. 3 levels deep
Time estimates	In hours for tasks
Deadlines	Always with 10-20% buffer

Integration with Other Modules¶

Sales Module¶

flowchart LR
    O[Opportunity] -->|conversion| P[Project]
    A[Account/Organization] -->|customer| P
    C[Contact] -->|contact person| P

Opportunities - projects originate from sales opportunities
Organizations - project customer
Contacts - communication with project stakeholders

Invoicing Module¶

flowchart LR
    P[Project] -->|items| Q[Quote]
    P -->|items| SO[Order]
    P -->|invoicing| I[Invoice]
    I -->|revenues| PR[Project Revenue]

Quotes - project estimation for customer
Orders - scope and price confirmation
Invoices - progressive and final invoicing

Warehouse Module¶

flowchart LR
    PI[Project Items] -->|issue| GI[Goods Issue]
    GI -->|costs| PC[Project Cost]

Material - material issue to project
Costs - automatic cost tracking

HR Module¶

flowchart LR
    T[Task] -->|assignment| U[User]
    U -->|time| LT[Time Log]
    LT -->|costs| PC[Project Cost]

Time logs - project work tracking
Labor costs - automatic personnel cost calculation

User Roles and Permissions¶

Role	Permissions	Typical Tasks
Project Manager	All on own projects	Complete project management
Team Leader	Tasks, work	Team management, control
Team Member	Own tasks, time	Task completion, tracking
Stakeholder	Read	Status monitoring
Financial Manager	Finances	Cost and revenue control

Workflows¶

Project Creation and Planning¶

flowchart TD
    A[Start] --> B[Basic Project Info]
    B --> C[Assign Customer]
    C --> D[Define Scope]
    D --> E[Create Task Structure]
    E --> F[Estimate Effort]
    F --> G[Set Deadlines]
    G --> H[Assign Resources]
    H --> I[Calculate Budget]
    I --> J[Activate Project]

Daily Team Member Workflow¶

flowchart TD
    A[Arrival] --> B[Check Assigned Tasks]
    B --> C[Select Task]
    C --> D[Start Work]
    D --> E{Task Complete?}
    E -->|No| F[Log Time]
    F --> D
    E -->|Yes| G[Change Status to Completed]
    G --> H{More Tasks?}
    H -->|Yes| C
    H -->|No| I[End of Day]

Project Monitoring Workflow¶

sequenceDiagram
    participant PM as Project Manager
    participant T as Team
    participant S as System
    participant C as Customer

    PM->>S: Check project status
    S->>PM: Dashboard, KPIs
    PM->>T: Check tasks
    T->>S: Log work
    S->>PM: Update progress
    PM->>C: Status report
    C->>PM: Feedback

Key Features¶

Gantt Chart¶

Visual display of project timeline:

gantt
    title Project Example
    dateFormat  YYYY-MM-DD
    section Analysis
    Requirements Gathering :done, a1, 2024-01-01, 5d
    Analysis              :done, a2, after a1, 7d
    section Development
    Architecture Design   :active, d1, after a2, 5d
    Implementation        :d2, after d1, 20d
    section Testing
    Testing               :t1, after d2, 10d
    UAT                   :t2, after t1, 5d
    section Deployment
    Deployment            :n1, after t2, 3d

Project KPI Tracking¶

Metric	Description	Calculation
Progress	Overall project progress	Completed Tasks / Total Tasks
Burndown	Remaining work	Sum of estimates for unstarted tasks
Budget Variance	Budget deviation	Actual Costs - Planned Costs
Schedule Variance	Schedule deviation	Actual progress vs. plan
Margin	Profitability	(Revenues - Costs) / Revenues

Automatic Functions¶

Function	Trigger	Action
Deadline notification	Approaching deadline	Email to assigned user
Progress update	Task status change	Recalculate project progress
Cost tracking	Time log	Automatic labor cost calculation
Overrun alert	Costs > Budget	PM notification

Handling Common Situations¶

Scope Change¶

How to handle a scope change request?

flowchart TD
    A[Change Request] --> B[Impact Analysis]
    B --> C{Approved?}
    C -->|No| D[Rejection with Explanation]
    C -->|Yes| E[Update Scope]
    E --> F[Adjust Deadlines]
    F --> G[Adjust Budget]
    G --> H[Communicate to Stakeholders]

Budget Overrun¶

Procedure for budget overrun

Identify the cause - where unplanned costs occurred
Analyze remaining work - how much is left
Prepare options - cost-cutting measures, budget increase
Discuss with customer - if necessary
Update plan - adjust budget and expectations

Project Delay¶

flowchart TD
    A[Delay Detected] --> B[Critical Path Analysis]
    B --> C{Acceleration Possible?}
    C -->|Yes| D[Add Resources]
    C -->|No| E[Adjust Deadline]
    D --> F[Monitoring]
    E --> G[Communicate to Customer]
    F --> G

Section Contents¶

Detailed guides for individual features can be found in these chapters:

Chapter	Description
Projects	Creating and managing projects
Tasks	Working with tasks and their statuses
Project Groups	Organizing projects into groups
Task Lists (Templates)	Templates for recurring projects
Project Finances	Costs, revenues, and budget
Handover Protocol	Handover documentation
Reports and Analysis	Evaluation and KPIs
Work Tips	Best practices

Additional Resources¶

Module Administration - Administrator guide
Reference - Technical API documentation
Sales Module - Customers and opportunities
Invoicing Module - Quotes and invoicing

Need help?

For methodological project management support or PMO implementation, contact your implementation partner.