Project Management
Project management covers the creation, planning, and oversight of projects from initiation to closure. This guide covers all aspects of managing projects effectively.
Overview
Project management enables you to:
- Create and configure projects
- Define scope and objectives
- Set milestones and timelines
- Manage project teams
- Track progress and status
- Use templates for consistency
Accessing Project Management
Navigate to Projects → List to access all projects.
Understanding Projects
Project Structure
Project
├── Details (scope, dates, budget)
├── Team (members, roles)
├── Milestones (key deliverables)
├── Tasks (work items)
├── Time Entries (logged hours)
├── Expenses (project costs)
├── Documents (attachments)
└── Notes (communications)Project Statuses
| Status | Description |
|---|---|
| Draft | Being planned |
| Active | In progress |
| On Hold | Temporarily paused |
| Completed | Successfully finished |
| Cancelled | Terminated early |
| Archived | Historical reference |
Project Phases
| Phase | Activities |
|---|---|
| Initiation | Define, approve, kick-off |
| Planning | Scope, schedule, budget |
| Execution | Do the work |
| Monitoring | Track, adjust, report |
| Closure | Deliver, review, close |
Creating Projects
New Project Setup
- Go to Projects → New Project
- Enter project details:
Basic Information
- Project Name - Descriptive title
- Project Code - Unique identifier
- Client/Customer - Associated client
- Project Type - Fixed/T&M/Retainer
- Category - Classification
- Description - Scope overview
Timeline
- Start Date - Project begins
- End Date - Target completion
- Duration - Calculated days
Financial
- Budget - Total budget
- Billing Method - How to invoice
- Cost Center - Accounting link
- Revenue Account - GL account
- Add team members
- Create milestones
- Save project
Using Project Templates
- Go to Projects → Templates
- Select appropriate template
- Click Create Project from Template
- Customize:
- Update dates
- Modify tasks
- Assign team
- Adjust budget
- Save new project
How-To Guides
How to Create Projects
Project Creation Wizard
Step-by-step creation:
Define Basics
- Name and code
- Type and category
- Client selection
Set Timeline
- Start and end dates
- Key milestones
- Phase definitions
Establish Budget
- Total budget
- Budget breakdown
- Contingency reserve
Build Team
- Project manager
- Team members
- External resources
Configure Settings
- Billing method
- Approval workflows
- Access permissions
How to Set Up Milestones
Milestone Creation
- Open project
- Go to Milestones tab
- Click Add Milestone
- Enter details:
| Field | Description |
|---|---|
| Name | Milestone title |
| Description | Deliverable details |
| Due Date | Target date |
| Billing Amount | Invoice on completion |
| Predecessors | Dependencies |
| Success Criteria | Acceptance conditions |
- Link related tasks
- Save milestone
Milestone Types
| Type | Purpose |
|---|---|
| Kickoff | Project start |
| Phase Gate | Phase completion |
| Deliverable | Key output |
| Review | Checkpoint |
| Payment | Billing trigger |
| Completion | Project end |
How to Manage Project Teams
Adding Team Members
- Open project
- Go to Team tab
- Click Add Member
- Select:
- Employee from list
- Role on project
- Allocation percentage
- Start/end dates
- Set permissions
- Save assignment
Project Roles
| Role | Responsibilities |
|---|---|
| Project Manager | Overall accountability |
| Team Lead | Sub-team management |
| Team Member | Task execution |
| Stakeholder | Review and approve |
| Observer | View-only access |
Resource Allocation
Track allocation:
- Hours assigned
- Availability check
- Conflict detection
- Utilization tracking
How to Use Project Templates
Creating Templates
- Go to Projects → Templates
- Click New Template
- Define template:
- Standard phases
- Default tasks
- Typical milestones
- Team structure
- Budget guidelines
- Save template
Template Best Practices
- Create for recurring project types
- Include standard tasks
- Set default durations
- Define role requirements
- Document assumptions
How to Track Project Progress
Progress Indicators
| Indicator | What it Shows |
|---|---|
| % Complete | Overall progress |
| Schedule Status | On time/behind |
| Budget Status | Under/over budget |
| Milestone Status | Met/missed |
| Risk Level | Current risk |
Progress Updates
Regular updates:
- Update task completion
- Log actual hours
- Record expenses
- Review milestones
- Assess risks
Status Reporting
Generate status reports:
- Executive summary
- Progress metrics
- Issues and risks
- Upcoming milestones
- Resource status
How to Handle Project Changes
Change Request Process
- Submit change request
- Document:
- Requested change
- Impact on scope
- Impact on timeline
- Impact on budget
- Review and approve
- Update project plan
- Communicate changes
Scope Management
Control scope creep:
- Clear requirements
- Formal change process
- Impact assessment
- Stakeholder approval
How to Close Projects
Closure Checklist
- [ ] All deliverables completed
- [ ] Client acceptance obtained
- [ ] Final invoice sent
- [ ] All time logged
- [ ] Expenses processed
- [ ] Documents archived
- [ ] Lessons learned captured
- [ ] Team released
- [ ] Status set to Completed
Lessons Learned
Document for future:
- What went well
- What to improve
- Key insights
- Recommendations
Advanced Features
Project Automation
Automate routine tasks:
- Status change triggers
- Notification rules
- Task auto-creation
- Escalation alerts
Multi-Project View
Manage portfolio:
- Cross-project dashboard
- Resource overview
- Combined reporting
- Priority management
Project Copying
Clone existing projects:
- Copy structure
- Adjust dates
- Modify budget
- Assign new team
Sub-Projects
Complex project breakdown:
- Parent/child hierarchy
- Rolled-up metrics
- Linked timelines
- Consolidated reporting
Best Practices
📋 Planning
- Clear objectives
- Detailed scope
- Realistic timelines
- Risk identification
👥 Team
- Right skills
- Clear roles
- Regular communication
- Empowerment
📊 Tracking
- Regular updates
- Milestone monitoring
- Budget tracking
- Issue management
📁 Documentation
- Project charter
- Meeting notes
- Decision log
- Change records
Configuration
Project Settings
Navigate to Settings → Projects → General:
- Code Format - Auto/manual
- Default Status - Starting status
- Permissions - Access levels
- Notifications - Alert settings
Template Settings
- Default Template - Standard template
- Template Categories - Classifications
- Copy Options - What to include
Workflow Settings
- Status Transitions - Allowed changes
- Approval Requirements - Who approves
- Notifications - Status alerts
Troubleshooting
Common Issues
Cannot create project
- Check permissions
- Verify required fields
- Review validation rules
- Check client setup
Team member not available
- Verify employee active
- Check department access
- Review allocation
- Confirm permissions
Template not working
- Check template active
- Verify permissions
- Review template data
- Test with admin
Status won't change
- Check transition rules
- Verify prerequisites
- Review approvals
- Check user role
Next Steps
Learn about Task Management to organize and track work within your projects.