The Project Information window is the starting point of creating a project and holds the basic information about a project including the name, status, project manager, salesperson(s), Scope of work and Contacts associated with the project.
You can get to the Project Information window by double clicking on a project from any grid or tree that lists projects, by right clicking on any project from any tree or grid that list projects, or by using the Quick Search on the bottom of the e-manage main window. Don’t forget to use your Function Key Shortcutsto quickly 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.
Project Name
The Project Name field is searchable in the Main Search and other searches throughout e-manage so it should have enough information to mean something to other users that will see the project in Current Opportunities, Backlog and other grids. This is a required field for the initial entry of a project. We highly recommend creating consistencies and naming conventions. If you need help coming up with any consistencies please reach out to us for support!
Project Name Search from Search e-manage will find any project with a project name that "contains" the text you type in.
Project Name shows in all grids that display projects and orders and prints on Quotes, Acknowledgments, Packing Slips, Work Orders, Invoices, and Final Profit reports.
Corporate Division
The Corporate Division drop down list box will have all of the corporate divisions defined by your administrator that you have been granted access to. If you only have one division, this box will automatically fill itself out. It is important that you choose the correct Corporate Division, as the available drop down lists for the entire project are determined by which Corporate Division is chosen. The Corporate Division drop down list box choice also determines the QuickBooks file that the orders and vendor invoices will be sent to. This is a required field for the initial entry of a project.
Project Type
The Project Type drop down list box controls whether or not the project requires implementation (although this can be overridden after the project type is chosen) and also determines what work flow Action Items will be available to request throughout the process. One of the side benefits of this work flow association is that you can set the project to different types during your entire process and only the work flow action items associated with it will be available to choose from. So, you could have a project type called "Preliminary" to set the project before it becomes an order and have a completely separate work flow than when it becomes an order switching it to "Order". The Project Type also determines the Surveys that are available to the project. Your administrator builds the surveys, so if you see changes that need to be made, see your administrator.
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.
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.
When building analysis queries, you can use the Project Status to pull lists of projects back by status along with other criteria.
Probability
The Probability drop down list box is the probability that the project will be booked as an order. This value also will calculate the Factored Value on the Current Opportunities grid for the purpose of running projections. This drop down list, like all drop down list boxes is set by your administrator. The probability is a required field for initial entry of a project.
This is a screenshot of Current Opportunities Factored Value based on Approximate Value and Probability
Project Manager
If your company has defined project managers, the Project Manager drop down list box will be a required field. This field shows up in every grid where projects are shown so that the grid can be filtered by the project manager and they can see just the projects that they are responsible for.
Decision Date
The Decision Date value is the date you expect the potential customer to decide whether or not to book the order. This is a required field for initial entry of the project. While you can change the value here in the project information window, you can also right click on a project from any grid or tree where projects are listed and change as well. You can choose a date from the drop down calendar, or you can simply type in a date using slashes to split month/day/year. The Decision Date is a required field for the initial entry of a project.
Approximate Value
The Approximate Value is the estimated sale value before doing a quote. After a quote is made, this value will be replaced by the most likely quote's estimated sale price automatically (if set up correctly in the Administrator Application). This is a required field for the initial entry of a project, but you can leave it at zero because zero is a value but this is not recommended for proper projecting. This value is also used in conjunction with the probability to calculate the "Factored Value" on Current Opportunities.
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.
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.
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.
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.
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