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A project can be used to manage multiple tasks as one body of work. They can also be used to manage costs and progress against a contract value.

A project can be created:

  • Using Create > Project. This method is most common when you want to group multiple tasks (such as ad-hoc service requests) and collate ongoing costs. Typically this method doesn't have an initial contract value.
  • From an approved detailed quote. This method enables you to manage overall progress and invoice against a contract value (the total on your quote).
  • Using a Project Template. This method can speed up the process of creating a project by pre-populating data such as the client, location(s), stages and tasks.

When a project is not linked to an approved detailed quote, the contract values displayed in the Progress tab will be zero.

Create a Project

The fastest way to create a project manually is by navigating to Create > Project.

To create a Project from a Detailed Quote or Project Template, see below.

Option: Create a project from a quote

When you create a project from an approved detailed quote, it can automatically transform take-off sheets to stages and top level line items to project tasks. The quoted values will be displayed as the original estimate (or contract value) in the project's Progress tab.

 Learn more


  1. Go to ServiceTrack > Quotes.
  2. Open an approved detailed quote.
  3. Click the Create button (top right) and select an option under Project.

    OptionDescription

    Use Client

    Use Client, Location

    Create a Project using details from the Quote. This includes the client, location (optional), contact and quote value (will be the project contract value).

    Use Client
    (inc Stages)

    Use Client, Location
    (inc Stages)

    As above. In addition, Take-Off Sheets in your Quote can turn into the Project Stages. See example   

    Use Client
    (inc Stages & Tasks)

    Use Client, Location
    (inc Stages & Tasks)

    As above. In addition, the first set of line items listed in a Take-Off sheet can turn into Tasks. See example   

  4. The Add Project screen will appear. Refer to next section.

Option: Create a project from a template

This method can speed up the process by pre-populating common details or stages.

 Learn more
  1. Go to Service Track > Projects
  2. Click Project Templates
  3. Select a Project Template.
  4. The Edit Project screen will appear. Refer to next section.

Set up your Project

On the Add Project screen, complete the relevant details .

Project Details

Start by completing the fields under the Project Details heading.

When creating a Project from a detailed quote or a Project Template, known fields will be pre-populated for you.

 Learn about 'Project Detail' fields...
FieldDescription
Owner

The Business Unit responsible for the Project.

This cannot be changed unless the Project is created in a different Business Unit.

ManagerThe user within your organisation managing this project.
Client

The company (or individual) for this project.

This field defaults to the current business unit when creating a project manually. Click (search) to select a different client.

Contact Who your default contact with the client is.
Location

This field is used when the project work site is different from the client's office location.

The location will appear on any stages, quotes, tasks, purchase orders or invoices created for this project. You can override the default location.

Project Type

Project types are used to define the different types of projects that you manage for reporting purposes.

Project Types can also include predefined stages to create Projects faster.

For example, a Project Type could be 'New Build', which includes common stages such as Planning, Rough-In, Fit Off and Commissioning.

Selecting a Project Type with predefined stages will reveal the 'Add Stages from Project Type' button. Learn more under Setting Stages below.

Project Name

This is used to help staff easily identify the Project by name.

By default, this field will be pre-filled with either the client's address (or the work site address if a 'location' has been set) and appended with the Project Type. You can always overwrite this name with something more meaningful.

Ref No:Reference number generated by AroFlo. This will update once the Project has been created.
Cust ONThe customer order number or contract number for this project.
Start DateAn informational field for the start date of this project. The date can be used for reporting, planning and review purposes.
End DateSimilar to Start Date, this field is used to record the estimated end date of the project.
DescriptionDescription of the project work.
Quoted Project

We recommended leaving this ticked. This enables you to select line items from any quote that is linked to the project when invoicing. Therefore this allows individual tasks to access the current quote line items.

You may wish to leave this un-ticked when using a project to track incurred costs only (such as ongoing maintenance work with no quote).




Project Stages

Once the details are complete, you can add stages to manage your Project.

What are stages?

Stages are used to break down big projects into manageable sections. The number of stages that you create depends on how you want to manage the project.
For example, some Project Stage Types could be planning, rough in, fit off and commissioning. Another example may be the months of a year.


To add a stage, click + Add Stage.

The Project Type selected for this project could also have pre-defined stages (and Tasks). These can save time on manual entry. Click 'Add Stages from Project Type' to insert these.

Project Variations

If your project is from a detailed quote, It's a good idea to add a stage called Variations, so that if you need to deviate from the agreed contract value, you can simply add tasks to the Variations stage.

Click to enlarge

 Learn about 'Stage' fields...
FieldDescription
Stage Name

The name of the stage (or phase) in the Project.

By default, this will be pre-filled with ("Location - Stage Type"). If there is no Stage Type, the name will be ("Stage 1 - Location", "Stage 2 - Location" etc. You can always overwrite this name with something more meaningful (e.g. Rough In, Fit Off etc)

Location (optional)

The work site for this stage.

By default, this will be pre-filled with Project location. This field is useful if the work site changes per stage (e.g. Level 1, Level 2, Level 3)

Stage Type (optional)

Project Stage Types allow you to select from a pre-defined list of stages.

These can be useful if you want to automate the name of each stage. For example, you could select 'Level 2' as the location and 'Planning' as the Stage Type. The Stage Name will automatically be called "Planning - Level 2"

Stage StatusSet a Stage to be Open or Closed. A closed stage can be opened later in the Project.
SubstatusSet up stage substatuses in Site Admin to provide more detail about the status of a Stage.




Project Tasks

Once the project stages are listed, you can also add Tasks (optional).

The Project Type can also insert pre-defined tasks. These would have been inserted when the 'Add Stages from Project Type' button was used.


To add a Task within a stage, click Add Task


 Do I have to create tasks now?  

Click to enlarge

 Learn about 'Task' fields...
FieldDescription
Task Name

This is used to help staff easily identify the Task (job) required. This is the same as Task Identification.

By default, the Task Name will be pre-filled with a combination of the Location and Task Type. You can always overwrite this with something more meaningful.

Location

This field is used when the work site is different to the project location or stage location.

Task Type

This field defines the type of work being performed and is useful for reporting on work productivity. It also determines the types of checklists, labour charges and service fees that apply to the task.

Cust ONThis field is used when the customer order number is different to that listed on the project or the stage.
StatusThe task status field is used to flag the status or progress of a job, allowing users to easily see where jobs are at.
Reported ByThis field is used for recording the contact who requested the Task.
Required ByThis field is used to record the date that the customer needs this Task completed by. This is the same as Due Date.

Save the Project

Once the Project is set up, click Save Project. The page will refresh to view your project.

If this is a common set up, you can also save it as a Project Template by clicking (more options) > Save as New Project Template.


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