This section is the Project List. It contains the list of Project records.

Overview:

Project list allows registration of projects for use within system modules. Registration follows standard project naming convention according to user's agreement. Each successful registration adds to the number of projects in the list and provided a system generated code to distinguish one project from another.

Definition of Terms:

Project List - database of company projects

Project - an undertaking between project manager and client/department that aims to achieve particular outcome

Project Profile - consists pertinent information about the registered project; see Project Profile

Potential Project - project that is under negotiation and product offering

Current Project - project that was confirmed and is being worked-out

Completed Project - turn-over-ed project with full payments

PIN - Project Identification Number use to link related records of a project

User Involve:

Project Managers (PM) are in charge of maintaining a project record in the web system from encounter to turn-over of projects. They are the main responsible all project related records that are linked by the system using a PIN.

General Procedure/Instruction:

A. Creating a Potential Project Record

a.1. Under Project menu select project module and click “New”

a.2. fill up project profile

a.3. click “Save” to create a potential project record

B. Confirming Potential Project Record

b.1. select a potential project you want to confirm (change to “Current” status)

b.2. click “Confirm” (you can now create Pro-forma Invoices & Job orders under this project)

C. Setting Current Project Record as “Complete”

c.1. select a current project to update

c.2. review project's invoices if paid and billed completely

c.3. review project's part lists, purchase requests and job orders if completed; see project item summary tab under a project record for added information

c.4. finalize the project requirement (c.2., c.3. updated total project/offer value, etc.,)

c.5. click “Complete”

D. Cancellation of Project Record

d.1. Identify the project you need to cancel

d.2. review project's invoices if in progress

d.3. review project's part lists, purchase request and job orders if in progress

d.4. cancel all in-progress records (e.g. for SI pro-forma invoice, draft/new/on-going job orders)

d.5. click “Cancel” (important: don't cancel a project with at least (1) completed record e.g. paid invoices and completed job order)

E. Updating Total on Offer Value or Project Value

e.1. select a project with recently changed value

e.2. edit Total on offer Value text box

e.3. click “update offer value”

Important Notes:

System uses pop-up reminders to notify users of not completed projects (prolonged current or potential project) given a preset period. User may use filter bars to limit list as specified. User in charge, in this case the project manager, should acknowledge and do necessary steps to keep the system records up to date. Otherwise, ignorance may cause disruptive incorrect information.

For information about filling up a project profile please see Project Profile.