The Project Information window is the starting point of creating a project and holds the basic information about a project including the serves as the foundation for creating and managing projects within e-manage|ONE. It holds essential details about your projects, including their name, status, project manager, salesperson(s), Scope scope of work, and Contacts associated with the project.You can get to the Project Information window by double clicking associated contacts. In this guide, we will delve into the various components of the Project Information window and explain how each piece of information is used in e-manage|ONE.
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Accessing the Project Information Window
You can access the Project Information window through multiple methods:
Double-click: Simply double-click on a project from any grid or tree that lists projects
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to open the Project Information window.
Right-click: Alternatively, right-click on a project from any grid or tree
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that
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lists projects to access the Project Information window.
Quick Search: Use the Quick Search
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feature located at the bottom of the e-manage main window
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to search for and open projects quickly.
Function Key Shortcuts: Make use of Function Key Shortcuts to
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swiftly access the Quick Search and your Project(s).
Users can also use the e-manage Web Portal to view and edit project information.
In this section we will go through the elements of the Project Information window and how each piece of information is used in e-manage|ONE.
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Project Name
The Project Name field is essential as it is searchable in
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various areas within e-manage
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. Ensure it contains meaningful information that helps other users identify the project in Current Opportunities, Backlog, and other grids.
This
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field is mandatory during the initial
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Project Name Search from Search e-manage will find any project with a project name that "contains" the text you type in.
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project entry, and we strongly recommend establishing naming conventions for consistency.
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Corporate Division
The Corporate Division
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dropdown list contains divisions defined by your administrator
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, based on your access permissions.
Choosing the correct Corporate Division is crucial, as
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it impacts dropdown lists available for the entire project
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and determines the QuickBooks file
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for orders and vendor invoices
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.
This field is
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required when creating a new project.
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Project Type
The Project Type
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dropdown controls whether
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a project requires implementation
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Status
The Status drop down list box not only sets the status of the project but is also searchable from Search e-manage and is also a criteria used in analysis queries. The status drop down list is set by your administrator, so if you feel a status should be added to this list, see your administrator to discuss. This drop down can be set here, but can also be set in the main toolbar of the project tabbed window and by right clicking on a project from anywhere a project is listed in a grid or tree. The status drop down is a required field for the initial entry of a project. Keep in mind the Status should automatically update based off of Action Item completions.
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In search e-manage, all of the projects you have access to will be grouped by Status with the number of projects in each status. Click on the Status drop down list box and switch to the status you want to see the project for and the projects will appear in the grid.
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and influences available workflow Action Items.
This setting allows you to customize the workflow based on project types, ensuring efficiency in your processes.
Project Types also determine the available Surveys, which are built by administrators.
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Status
The Status dropdown sets the project's status, making it searchable and usable as a criteria in analysis queries.
While you can set the Status here, it can also be adjusted in other areas of the application.
This field is mandatory during the initial project entry.
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When building analysis queries, you can use the Project Status to pull lists of projects back by status along with other criteria.
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Probability
The Probability
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dropdown represents the likelihood of the project becoming an order.
This value also
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influences the Factored Value on the Current Opportunities grid for
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projection purposes.
The Probability field is mandatory during the initial project entry.
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This is a screenshot of Current Opportunities Factored Value based on Approximate Value and Probability
Project Manager
If your
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organization designates project managers,
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this dropdown allows you to select one.
This field appears in grids displaying projects, allowing filtering by project managers.
This field is typically required.
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Decision Date
The Decision Date
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is the expected date
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when the
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customer
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will decide whether
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to
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proceed with the order.
This
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field
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is mandatory during the initial project entry.
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Approximate Value
The Approximate Value
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represents the estimated sale value before
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generating a quote.
After creating a quote
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, this value
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updates automatically with the estimated sale price
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.
While zero is a valid value, it's recommended to enter accurate estimates for projection purposes.
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When quotes are made, the first one made is the Most Likely by default, but changing the most likely quote will update the approximate value with value of the quote. This is a screen shot of the BOM window showing quotes.
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Scope of Work
What you type in the Scope of Work text box will depend on your company policy, however, we recommend that this be a complete description of what other people in your company will need to know in order to quote, order, bill and install the project. You can type as much text as you need to describe the project, but we also give you a Scope Builder to save and re-use commonly used items for the scope of work if that is the way your company works. To use the builder, click the "Scope Builder" (see Using Builders) button and check the "Apply" Checkbox. The Scope of Work is required for the initial entry of a project, but can be edited at any time. The scope of work will show up on the Work Order when printed from the Implementation Calendar.
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Requires Installation Checkbox
The "Requires Installation" checkbox is automatically checked or unchecked depending on the Project Type Chosen, however, you can change the value of the checkbox at any time. This is preset in the Administrator Application.
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Tax Exempt Checkbox
The "Tax Exempt" checkbox is automatically set by whether or not the end user Company Location Tax Exempt Status is set to Tax Exempt (see Tax Exempt Checkbox). Depending on your individual rights, this checkbox may or may not be available for you to check or uncheck. Please see your administrator if you do not have the ability to change this checkbox and you think you should.
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Direct Bill Checkbox
The Direct Bill checkbox is used for Direct Bills to your Manufacturer and Government Sales. It is a filterable field in grids and in the analysis of Orders and Projects. See Direct Bills / GSA for additional information.
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This text box should contain a comprehensive description of the project to facilitate quoting, ordering, billing, and installation.
A Scope Builder is available for reusing common items in the scope of work. (See Using Builders.)
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Requires Installation Checkbox
This checkbox is automatically set based on the chosen Project Type but can be adjusted manually.
Tax Exempt Checkbox
Tax exemption status is determined by the end user Company Location Tax Exempt status. See here for more information.
Users may or may not have the ability to modify this checkbox based on permissions.
Direct Bill Checkbox
Used for Direct Bills to manufacturers and Government Sales. See here for more information.
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Next Touch Type and Date
The Next Touch Type drop down list box and Touch Date Box is a set of tasks that a salesperson can set for themselves to keep the project moving through the process (the values in the list box are set by your administrator, if you think the values should change, see your administrator). Salespeople do not generally have action items that assign to them, so this is a way to set an action item like task for them. Next Touch information goes onto the Salesperson's Events Calendar once a Next Touch Date is set. Once set, the Next Touch can be dragged and dropped on the calendar to reschedule. You can also set the Type and Date by right clicking on a project from any grid or tree where projects are listed. See Using Next Touch Functionality in this manual for more information.
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Quote Touch Date
The Quote Date drop down calendar box can be manually filled out, however when a quote is printed, this value will update itself with the date the quote is printed automatically. The quote date shows on the Current Opportunities grid, Backlog Grid and all Project and Order based Analysis Grids.
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Designer / Furniture Dealer / Architect OR Associate 1 / Associate or Contact 1 & 2
The Furniture Dealer / Architect or Associate 1 / Associate 2 boxes (the labels will differ depending on your industry) allow you to associate company locations with the project and analyze how many projects (or which projects) outside companies have been associated with. This list box is populated by setting the Architect, Furniture, or Associate checkbox on the company location window (see Company Settings for additional info). You can only choose from the list with these boxes, you cannot just type in an arbitrary company name. You can also supply a contact you are working with from these by typing in a name in the contact box underneath each drop down list box. The contact field here is a free-form and does not save anywhere to the system except for in the Project Information.
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The End User Company Location will be filled out initially with the Company Location (or the contact's Company Location) you started the project from. You can change the end user at any time. See the Company Labels section of this manual for more information on how to change it.
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The Sales Credit / Access grid allows you to add salespeople to be able to access the project or to share a project with another salesperson. If you are a salesperson, and the Primary Salesperson is not set on the end user company location, you will be added to the grid automatically when the project saves at 100% credit. The salesperson and credit % are editable inside of the grid using drop downs. The credit MUST add up to 100%. If there is a Primary Salesperson set on the Company Location they will automatically be added no matter who starts the Project.
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Using the mail merge button while one or more contacts are selected opens the Perform Mail Merge window and places all of the selected contacts into the recipients list box. For more information on mail merges, see Perform Mail Merge from a Contact. This is one of only 2 ways to get project information to merge into a mail merge.