Download - Getting Started with Projects
Getting Started with Projects
Sara Morcillo VidalImplementation Manager
Introduction:
Autotask Implementation Manager 1 year
15 years in IT
Implemented over 60 customers
Spanish, English, Afrikaans, Italian and Portuguese
Tweet About Us: #CommLive Facebook: www.facebook.com/Autotask
Agenda:
Introduction to Project Management
Definitions Why Use Projects? Project Security/Permissions Creating New Projects Working With Projects
Project Definitions:
Project: Management of a planned set of steps you and/or your
resources will take to meet a specific business objective; either internal or customer facing. Projects typically have different phases, tasks, key players (team), deadlines, and a budget.
Project Definitions:
Phase: Method of organizing different stages of the project and
grouping all related tasks
Task: The executable items that need to be completed
Why Use Projects?
Create and manage client projects, proposals and internal projects, consisting of multiple tasks that need to be completed by varying deadlines and varied resources,
Client Project, is a set work you undertake to perform for your customer and will be billing them for it. Most commonly linked to a quoted fix price, covered in Autotask as a Fixed Price Contract.
Proposal Project, is used to defined a project before it begins, or to create a ‘scope’
document. This type of project can be linked to an Opportunity, thereby giving the Sales Person more power, assistance to be able to close the deal, by being able to include the project plan into the customer proposal.
Example: Network Installaion
Internal Project, is used to monitor time and materials on tasks performed for your own company. This will help you to track costs internally.
Example: Software Installation for your own Call Center
Why Use Projects? - continued
Manage resource time (track “estimated” to “actual” hours – both billable and non-billable),
Maintain separate billing requirements, set up budgets, track costs/profitability,
Communicate with internal and external project team members and access project-related documents.
Project Permissions:
Who has access to project data in Autotask? Account Owner Project Lead Team Member Department Member Workgroups (Virtual Departments)
Projects: Security/Configuration:
Open Autotask
Projects: Security/Configuration: - continued
Project Configuration
Open Autotask
Projects: Security/Configuration: - continued
Workflow Levels
Open Autotask
Creating New Projects:
From Projects module>New Project
Open Autotask
Creating New Projects: - continued
From a Saved Project Template
Open Autotask
Creating New Projects: - continued
Import from CSV file
Open Autotask
Business Case:
Office 365 Migration: Charged at fixed price (€5000.00), to be collected in
installments (milestones); 50% up front, 50% upon completion.
Materials billed separately
Estimated number of hours determined in pricing, but fee is consistent regardless if we’re over or under anticipated number of hours. No labor will be billed hourly.
Open Autotask
Creating Business Case Project
Create Phase(s) Directly into the schedule
Creating Business Case Project - continued
Phase Page
Creating Business Case Project - continued
Create Task(s) Directly into the schedule
Creating Business Case Project - continued
Task Page
Open Autotask
Working with Projects
Dashboard My Projects My Tasks & Tickets Dispatchers Workshop
Summary:
Projects should be used to manage both client and internal projects consisting of multiple tasks to be completed by varying timeframes and performed by varying resources.
Best Practices for creating projects: Use Templates Import from CSV Task Library
Best Practices for working with projects: Use Workflow Rules Use Dashboards Use Reports
Thank you!