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Project Management
Two methods have been included for Project Management
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One Job -> One Budget -> One Total Spend on Job -> One Job Costing.
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No progress reporting
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One Project -> Many jobs each with their own budget
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Weekly progress reporting - if required
In both of the above:-
Labour Costs are collected through timesheet entry
Committed Costs are collected through Purchase Orders Raised/Goods Received
Material Costs are collected through Issues to the Job or recording Supplier Invoices
Projects
A Project is a way of grouping together jobs for the purposes of additional analysis. Typically these could be
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Installation of new Alarm/CCTV systems in a new building
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Installation of the same system in a number of houses
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All maintenance work for a customer
Projects can be invoiced either by using an Invoice Schedule or by Summary Invoicing as with Accounts, or by individual Jobsheet as at present.
Defining a Project
The screen below can be used to define a Project and also an Invoice Schedule
If you enter the
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Project Invoice Value
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No of Invoices to raise
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Date of 1st Invoice Due
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Retention %
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Retention Period (months)
Using the Create Invoice Schedule this creates a linear invoice profile which can then be manually edited, if required.
Sub projects
Projects can have sub projects for detail monitoring
Variation Orders
Against each project a list of variation Orders can be recorded including reference to the agreed changes and which job these were completed on and when these were invoiced
Project Performance
A project may last over a number of months and be recorded on a number of Jobsheets. A procedure has been built to simplify input of regular progress reporting and monitor the Performance of Projects that are currently in work.
This procedure should be run on a regular basis as the duties of a Project Manager. Budgets have been assigned to a Friday of every week. If no progress is entered for a number of weeks the Alarm Master will simply carry forward the previous week's figures.
From the Project Screen select Update Job progress.
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Enter the Update Progress to date
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Fetch the jobs to update
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Select the jobs in turn and (b) enter the latest % Complete, the latest estimate of how much the job is really going to cost and its estimated finish date.
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Select Calculate Performance.
Repeat 3 and 4 until all Jobs have been processed or alternatively Repeat 3 until all progress has been entered and then Calculate Performance.
The missing orders have now been placed and although we are a little over budget this was because all the sub contract orders were placed at once.
Individual Job Costing
Jobsheet Budgets
The overall project Budget can be broken down and allocated to individual jobs for materials and labour (both as £).
Final Job Costing
Once all the:-
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Timesheets
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Purchase Invoices
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Materials Issues
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Job Invoiced
Have been entered you can then return to the Jobsheet and using the Calculate Job Costing determine the overall cost variance (Green Underspend to Budget, Red Overspend to Budget) and design Gross Margin (taken from quotation) and achieved Gross Margins.
Project Invoicing
Every month, or whatever time desired a Project Manager can go to Project Invoicing and select an Invoice to date. This will then present all Projects which are due for invoicing; the value to invoice and the actual spend to date on this project.
The Project Manager can then change the value to be invoiced or elect to suspend this invoice if required.
The total spend to date on a Project is calculated from
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Labour - Timesheet hours (entered via Jobsheets) x Labour rates
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Materials issued to job
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Value of Purchase Orders Placed
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Personal Computer Data Services
135a Belgrave Drive, Boothferry Road, Hull, HU4 6DP
Enquiries/Support Phone: 01482 607350 - Fax: 01482 326393
Email: sales@pcdata.co.uk
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