PROJECT MANAGEMENT
Version 1.2
TABLE OF CONTENTS Project Management for SAP Business One ............................................................................................. 4 1. Tracking prospective buyers: ............................................................................................................... 5 •
Define interests of the prospective buyer..................................................................................... 5
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Track the progress of follow-ups .................................................................................................. 5
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Quotation to the customer .......................................................................................................... 6
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Order confirmation (Optional) ..................................................................................................... 6
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Sales Invoice (Sale Deed with the customer): ............................................................................... 7
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Final installment during the hand-over possession ....................................................................... 8
3. Land Acquisition .................................................................................................................................. 8 •
Define master data for the seller.................................................................................................. 8
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Process to define Land Acquisition ............................................................................................... 9
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Set-up activities ........................................................................................................................... 9
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Activity Definition ........................................................................................................................ 9
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Project Chart with all the Land Acquisition activities .................................................................. 10
4. Pre-Development Activities: .............................................................................................................. 10 •
Resource Data:........................................................................................................................... 11
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Pre-requisites: ........................................................................................................................... 11
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Any number of files can be attached to a task: ........................................................................... 12
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Task Details:............................................................................................................................... 12
5. Project Execution: .............................................................................................................................. 13 •
Resource Master: ....................................................................................................................... 13
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Creating a New Project: ............................................................................................................. 13
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Project Details:........................................................................................................................... 14
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Project Planner Main Screen: ..................................................................................................... 14
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Create New Task (Add Child /Add Sibling) .................................................................................. 15
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Task Edit (General Tab): ............................................................................................................. 15
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Task Edit (Resource Tab): ........................................................................................................... 16
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Task Edit (Prerequisite Tab):....................................................................................................... 16
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Task Edit (Attachments Tab):...................................................................................................... 17
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Task Edit (Task Details Tab): ....................................................................................................... 17
6. Reports:............................................................................................................................................. 18 •
Resources Planning .................................................................................................................... 18
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Project Costing (Cost of Each Task with Tasks Start Date and End Date) ..................................... 19
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Project Status............................................................................................................................. 19
7. Purchase Scenarios ............................................................................................................................ 20 •
Purchase Order for Raw Material ............................................................................................... 20
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Link Project ................................................................................................................................ 20
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Purchase Order for Services ....................................................................................................... 21
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Payment Installments to the consultant ..................................................................................... 21
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Running account bill on the basis of PO (Contractor’s Agreement) ............................................. 22
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Final Settlement Invoice of the Contractor ................................................................................. 22
8. Maintenance: .................................................................................................................................... 23 •
Define nature of problem:.......................................................................................................... 23
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Allocate maintenance calls to respective contractor................................................................... 24
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Keep track of follow-up and action items on the complaints till they are resolved. ..................... 24
Project Management for SAP Business One In the following pages, we will cover how business processes of Construction Industry have been mapped with the Solution, CO1 for SAP Business One. Scenario 1: Development of your own property A. When it is your own development project, the core business functions will be as follows: • Leads & opportunities for development / re-development • Land acquisition Process • Pre-development activities e.g. Legal & Government formalities • Property Development • Sell / Lease • Maintenance B. Other major support functions will be: • Liasoning with Brokers • Coordination with Government & other Agencies • Collaboration with Business Partners such as Architects, RCC • Consultants, Labour and other Contractors etc. C. Department-wise roles will be as follows: a. Procurement: There will be specialized personnel dealing with Land / Property acquisition & general procurement will include building, electrical & other materials. b. Sales: Sales staff need to: • Track prospective buyers & keep a follow-up list. • Guide them through various legal & other formalities • Negotiate & close the sale. • Subsequently send payment reminders as per the agreement. c. Engineering & development: • Collaborate with Architects, Structural Engineers for the designs etc. • Coordinate with Site Engineer & the contractors during the development Phase. • Perform quality checks on project completion. d. Maintenance: • Attend to the complaints of the customers. • Allocate maintenance calls to respective contractor. • Keep track of calls till they are resolved. e. Accounts & Finance: • Routine accounting. • Project costing. • Define, monitor & control budgets. • Cash-flow management. • Provide regular P&L status to the top management.
1. Tracking prospective buyers: •
Define interests of the prospective buyer
•
Track the progress of follow-ups
2. Sales Process: •
Quotation to the customer
•
Order confirmation (Optional)
•
Sales Invoice (Sale Deed with the customer): As you can see, the scanned copy of the agreement can be attached for future reference.
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Based on the completion of a project stage; you can set-up payment installments along with the sale agreement:
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Final installment during the hand-over possession
3. Land Acquisition •
Define master data for the seller
•
Process to define Land Acquisition
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Set-up activities User can define various activities related to Land Acquisition in Project Planner with various details like General Data, Resource Details, Prerequisites, Attachments and actual task details to calculate the cost and expenses for land acquisition process.
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Activity Definition
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Project Chart with all the Land Acquisition activities
4. Pre-Development Activities: User can define task for Pre-development activities like above screen shot with Reminder, resource details, prerequisites, attachments and actual task details.
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Resource Data: Allocate roles & responsibilities to specific department staff
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Pre-requisites: A specific tasks can be dependent on the other task.
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Any number of files can be attached to a task:
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Task Details: User can enter “actual time spent” for the task to calculate actual cost of the task. This will be used to track “projected Vs. actual” time.
5. Project Execution: •
Resource Master: User can define resources whether it be items, labour, consultancy fees or any other non-inventory items along with their costs.
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Creating a New Project: User can create any number of projects or edit existing projects.
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Project Details: While defining new project, the basic information required will be the Project Name, Customer Code (For own Projects “Internal Customer” will be selected), Start & End Date and the time. The user defined here becomes the project owner.
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Project Planner Main Screen: Define tasks, sub-tasks, attach resources, define start date, time and end date, time. The costs will be calculated automatically based on the costs defined in the resource master. User can create new tasks through “Add Sibling” or “Add child” buttons. Editing & deletion of tasks is possible. While deleting the tasks, system will ask user for double confirmation. If user have child tasks attached; user have to be extra careful because all those will also be deleted. Please find the detailed description in following pages.
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Create New Task (Add Child /Add Sibling)
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Task Edit (General Tab): The basic details of the tasks can be edited through General Tab. Priority is just a text “info” field only. % completion can be edited manually based on the task owner’s judgment. Once the task is 100% complete, it becomes read only. In this version, the Document Generation / Reference is again only for “info”. You can keep track of various SAP B1 marketing documents along with their Nos. Reminders canbe set a few minutes before the start time; the minutes can be user-defined. Closed “check box” is used for pre-closures only.
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Task Edit (Resource Tab): In this tab, you can define multiple resources & allocate specific dates / time for performing the task. System will show you the total cost.
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Task Edit (Prerequisite Tab): Multiple pre-requisites can be defined for each task. The system will give warning message if the dependant task completion (i.e. editing “Task details” tab), % completion, closing or deletion action is taken.
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Task Edit (Attachments Tab): User can attach any documents including images, pdf’s, scanned copies of legal documents etc.
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Task Edit (Task Details Tab): Here user can enter the “Actual” time of completion. Each there is multiple resources; who are system users; they can individually fill-in details of tasks allocated to them.
6. Reports: •
Resources Planning
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Project Costing (Cost of Each Task with Tasks Start Date and End Date)
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Project Status
Other various Reports like Project Timesheet , Costing Sheet (Multi dimensional), Resource Allocation and availability etc. reports are available with the add-on.
7. Purchase Scenarios •
Purchase Order for Raw Material
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Link Project
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Purchase Order for Services Procured with payment terms and Installments
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Payment Installments to the consultant
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Running account bill on the basis of PO (Contractor’s Agreement)
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Final Settlement Invoice of the Contractor
8. Maintenance: The contractual obligations may include providing maintenance service after the handing over the property to the customer. The customer complaints can be tracked:
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Define nature of problem:
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Allocate maintenance calls to respective contractor.
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Keep track of follow-up and action items on the complaints till they are resolved.
