2
.. i18n: Project management
3
.. i18n: ==================
8
.. i18n: In the previous chapter you dealt with the financial management of projects, which was based on
9
.. i18n: Open ERP's analytic accounts, structured into cases. This way of working enables you to analyze
10
.. i18n: time plans and budgets, to control invoicing, and to manage your different contracts.
12
In the previous chapter you dealt with the financial management of projects, which was based on
13
Open ERP's analytic accounts, structured into cases. This way of working enables you to analyze
14
time plans and budgets, to control invoicing, and to manage your different contracts.
16
.. i18n: In this chapter you can use operational project management to organize tasks and plan the work you
17
.. i18n: need to get the tasks completed. All of the necessary operations are carried out through the menu
18
.. i18n: :menuselection:`Project Management`.
20
In this chapter you can use operational project management to organize tasks and plan the work you
21
need to get the tasks completed. All of the necessary operations are carried out through the menu
22
:menuselection:`Project Management`.
25
.. i18n: single: project
30
.. i18n: .. note:: Project
32
.. i18n: In Open ERP a project is represented by a set of tasks for completion.
33
.. i18n: Projects have a tree structure that can be divided into phases and sub-phases.
34
.. i18n: This structure is very useful for work organization.
36
.. i18n: Whereas analytic accounts look at the past activities of the company, project management's role is
37
.. i18n: to plan the future.
38
.. i18n: Even when there's a close link between the two (such as where a project has been planned and then
39
.. i18n: completed through Open ERP)
40
.. i18n: they are still two different concepts, each making its own contribution to a flexible workflow.
44
In Open ERP a project is represented by a set of tasks for completion.
45
Projects have a tree structure that can be divided into phases and sub-phases.
46
This structure is very useful for work organization.
48
Whereas analytic accounts look at the past activities of the company, project management's role is
50
Even when there's a close link between the two (such as where a project has been planned and then
51
completed through Open ERP)
52
they are still two different concepts, each making its own contribution to a flexible workflow.
54
.. i18n: Most client projects are represented by:
56
Most client projects are represented by:
58
.. i18n: * one or several analytic accounts in the accounts system for tracking the contract and its
59
.. i18n: different phases,
61
.. i18n: * one or several projects in project management for tracking the project and the different tasks to
62
.. i18n: be completed.
64
* one or several analytic accounts in the accounts system for tracking the contract and its
67
* one or several projects in project management for tracking the project and the different tasks to
70
.. i18n: Defining a project and its tasks
71
.. i18n: --------------------------------
73
Defining a project and its tasks
74
--------------------------------
76
.. i18n: To define a new project, go to the menu :menuselection:`Project Management --> Projects --> New Project`.
77
.. i18n: Give your new project a :guilabel:`Project Name`.
79
To define a new project, go to the menu :menuselection:`Project Management --> Projects --> New Project`.
80
Give your new project a :guilabel:`Project Name`.
82
.. i18n: You can put this project into a hierarchy, as a child of a :guilabel:`Parent Project`, and
83
.. i18n: give it a :guilabel:`Project Manager`.
84
.. i18n: You can also give it a general duration by completing :guilabel:`Starting Date` and
85
.. i18n: :guilabel:`Expected End`.
87
You can put this project into a hierarchy, as a child of a :guilabel:`Parent Project`, and
88
give it a :guilabel:`Project Manager`.
89
You can also give it a general duration by completing :guilabel:`Starting Date` and
90
:guilabel:`Expected End`.
92
.. i18n: By checking the box :guilabel:`Warn manager`, you configure the system to send the project manager
93
.. i18n: an Open ERP request every time that a task is closed.
94
.. i18n: You can also link to a :guilabel:`Working Time` category, and an :guilabel:`Analytic Account`.
95
.. i18n: And you add :guilabel:`Project Members` as you need.
97
By checking the box :guilabel:`Warn manager`, you configure the system to send the project manager
98
an Open ERP request every time that a task is closed.
99
You can also link to a :guilabel:`Working Time` category, and an :guilabel:`Analytic Account`.
100
And you add :guilabel:`Project Members` as you need.
102
.. i18n: .. note:: Warn Customer setup
104
.. i18n: If you check :guilabel:`Warn customer`, you should define a page header and footer in the
105
.. i18n: :guilabel:`Partner Info` tab for use in an email.
106
.. i18n: Open ERP prepares an email that the user can send to the client
107
.. i18n: each time that a task is completed. The contents of this email are based on details of the project
108
.. i18n: task, and can be modified by the user before the email is sent.
110
.. i18n: The status of a project can take the following values:
112
.. note:: Warn Customer setup
114
If you check :guilabel:`Warn customer`, you should define a page header and footer in the
115
:guilabel:`Partner Info` tab for use in an email.
116
Open ERP prepares an email that the user can send to the client
117
each time that a task is completed. The contents of this email are based on details of the project
118
task, and can be modified by the user before the email is sent.
120
The status of a project can take the following values:
122
.. i18n: * \ ``Open``\ : while the project is being carried out,
124
.. i18n: * \ ``Pending``\ : while the project is paused,
126
.. i18n: * \ ``Canceled``\ : if the project has been canceled and therefore aborted,
128
.. i18n: * \ ``Done``\ : the project has been successfully completed.
130
* \ ``Open``\ : while the project is being carried out,
132
* \ ``Pending``\ : while the project is paused,
134
* \ ``Canceled``\ : if the project has been canceled and therefore aborted,
136
* \ ``Done``\ : the project has been successfully completed.
138
.. i18n: .. note:: Study of client satisfaction
140
.. i18n: Some companies run a system where emails are automatically sent at the end of a task requesting the
141
.. i18n: client to complete an online survey.
142
.. i18n: This survey enables them to ask different questions about the work carried out, to gauge client
143
.. i18n: satisfaction as the project progresses.
145
.. i18n: This function can be used by companies certified to ISO 9001, to rate client satisfaction.
147
.. note:: Study of client satisfaction
149
Some companies run a system where emails are automatically sent at the end of a task requesting the
150
client to complete an online survey.
151
This survey enables them to ask different questions about the work carried out, to gauge client
152
satisfaction as the project progresses.
154
This function can be used by companies certified to ISO 9001, to rate client satisfaction.
156
.. i18n: Once a project has been defined you can code in the tasks to be done. You've two possibilities for
159
Once a project has been defined you can code in the tasks to be done. You've two possibilities for
162
.. i18n: * from the :guilabel:`ACTION` link button :guilabel:`Create a task` to the right of the project form,
164
.. i18n: * from the menu :menuselection:`Project Management --> All Tasks`, create a new task and assign it
165
.. i18n: to an existing project.
167
* from the :guilabel:`ACTION` link button :guilabel:`Create a task` to the right of the project form,
169
* from the menu :menuselection:`Project Management --> All Tasks`, create a new task and assign it
170
to an existing project.
172
.. i18n: Managing tasks
173
.. i18n: --------------
178
.. i18n: Each task must adopt one of the following states:
180
Each task must adopt one of the following states:
182
.. i18n: * \ ``Draft``\ : the task has been entered but hasn't yet been validated by the person who will
183
.. i18n: have to do it,
185
.. i18n: * \ ``Open``\
187
.. i18n: * \ ``Closed``\
189
.. i18n: * \ ``Cancelled``\
191
.. i18n: * \ ``Pending``\
193
* \ ``Draft``\ : the task has been entered but hasn't yet been validated by the person who will
204
.. i18n: A task can be assigned to a user, who then becomes responsible for closing it. But you could also
205
.. i18n: leave it unassigned so that nobody specific will be responsible: various team members instead are
206
.. i18n: made jointly responsible for taking on tasks that they have the skills for.
208
A task can be assigned to a user, who then becomes responsible for closing it. But you could also
209
leave it unassigned so that nobody specific will be responsible: various team members instead are
210
made jointly responsible for taking on tasks that they have the skills for.
212
.. i18n: .. figure:: images/service_task.png
214
.. i18n: :align: center
216
.. i18n: *Tasks in project management*
218
.. figure:: images/service_task.png
222
*Tasks in project management*
224
.. i18n: Each user then manages his or her own task using the different available menus. To open the list of
225
.. i18n: unclosed tasks that you have been assigned specifically use the menu :menuselection:`Project
226
.. i18n: Management --> Tasks --> My Tasks`. Or to open the unassigned tasks, go to
227
.. i18n: :menuselection:`Project Management --> Tasks --> All Tasks --> Unassigned Tasks` and then select \ ``Draft``\
228
.. i18n: and \ ``Open``\ tasks from that list.
230
Each user then manages his or her own task using the different available menus. To open the list of
231
unclosed tasks that you have been assigned specifically use the menu :menuselection:`Project
232
Management --> Tasks --> My Tasks`. Or to open the unassigned tasks, go to
233
:menuselection:`Project Management --> Tasks --> All Tasks --> Unassigned Tasks` and then select \ ``Draft``\
234
and \ ``Open``\ tasks from that list.
236
.. i18n: .. tip:: Shortcuts
238
.. i18n: Every user should create a link in their own shortcuts to the :menuselection:`My Tasks` menu because they'll
239
.. i18n: have to consult this menu several times a day.
243
Every user should create a link in their own shortcuts to the :menuselection:`My Tasks` menu because they'll
244
have to consult this menu several times a day.
246
.. i18n: .. _sect-projroles:
248
.. i18n: Assigning roles: account manager and project manager
249
.. i18n: ----------------------------------------------------
253
Assigning roles: account manager and project manager
254
----------------------------------------------------
256
.. i18n: In some companies two distinct responsibilities are defined for each important project:
258
In some companies two distinct responsibilities are defined for each important project:
260
.. i18n: * someone responsible for the client,
262
.. i18n: * someone responsible for managing the project technically.
264
* someone responsible for the client,
266
* someone responsible for managing the project technically.
268
.. i18n: The person responsible for the client, the client account manager, approves client requests, writes
269
.. i18n: sales proposals, and assures that these activities and the invoicing progress properly. He is
270
.. i18n: responsible for the functional definition of the client's needs. The account manager would have a
271
.. i18n: sales, technical sales or financial profile.
273
The person responsible for the client, the client account manager, approves client requests, writes
274
sales proposals, and assures that these activities and the invoicing progress properly. He is
275
responsible for the functional definition of the client's needs. The account manager would have a
276
sales, technical sales or financial profile.
278
.. i18n: The person responsible for the technical tracking of the project is called the project manager. She
279
.. i18n: makes the project happen, organizing and sub-contracting the different project tasks. The project
280
.. i18n: manager would often be responsible for a development team to carry the project out, and generally
281
.. i18n: has a technical profile.
283
The person responsible for the technical tracking of the project is called the project manager. She
284
makes the project happen, organizing and sub-contracting the different project tasks. The project
285
manager would often be responsible for a development team to carry the project out, and generally
286
has a technical profile.
288
.. i18n: If you don't make any such distinction in the roles then put the same person in both fields.
290
If you don't make any such distinction in the roles then put the same person in both fields.
293
.. i18n: single: invoicing; tasks
296
single: invoicing; tasks
298
.. i18n: Invoicing tasks
299
.. i18n: ---------------
304
.. i18n: Several methods of invoicing have already been described:
306
Several methods of invoicing have already been described:
308
.. i18n: * invoicing from a sales order,
310
.. i18n: * invoicing on the basis of analytic costs (service times, expenses),
312
.. i18n: * invoicing on the basis of deliveries,
314
.. i18n: * manual invoicing.
316
* invoicing from a sales order,
318
* invoicing on the basis of analytic costs (service times, expenses),
320
* invoicing on the basis of deliveries,
324
.. i18n: Although invoicing tasks might appear useful, in certain situations it's best to invoice from the
325
.. i18n: service or purchase orders instead. These methods of invoicing are more flexible, with various
326
.. i18n: pricing levels set out in the pricelist, and different products that can be invoiced. And it's
327
.. i18n: helpful to limit the number of invoicing methods in your company by extending the use of an
328
.. i18n: invoicing method that you already have.
330
Although invoicing tasks might appear useful, in certain situations it's best to invoice from the
331
service or purchase orders instead. These methods of invoicing are more flexible, with various
332
pricing levels set out in the pricelist, and different products that can be invoiced. And it's
333
helpful to limit the number of invoicing methods in your company by extending the use of an
334
invoicing method that you already have.
336
.. i18n: If you want to connect your Sales Order with Project Management tasks you should create such
337
.. i18n: products as \ ``Consultant``\ , and \ ``Senior Developer``\ . These products should be configured
338
.. i18n: with :guilabel:`Product Type` \ ``Service``\ , a :guilabel:`Procure Method` of \ ``Make to Order``\ ,
339
.. i18n: and a :guilabel:`Supply Method` of \ ``Produce``\ . Once you've set this up,
340
.. i18n: Open ERP automatically creates a task in project management when the order is approved.
342
If you want to connect your Sales Order with Project Management tasks you should create such
343
products as \ ``Consultant``\ , and \ ``Senior Developer``\ . These products should be configured
344
with :guilabel:`Product Type` \ ``Service``\ , a :guilabel:`Procure Method` of \ ``Make to Order``\ ,
345
and a :guilabel:`Supply Method` of \ ``Produce``\ . Once you've set this up,
346
Open ERP automatically creates a task in project management when the order is approved.
348
.. i18n: You can also change some of the order parameters, which affects the invoice:
350
You can also change some of the order parameters, which affects the invoice:
352
.. i18n: * :guilabel:`Shipping Policy` : \ ``Payment before delivery``\ or \ ``Invoice on Order After
353
.. i18n: Delivery``\ (when the task is closed),
355
.. i18n: * :guilabel:`Invoice On` : \ ``Ordered Quantities``\ or \ ``Shipped Quantities``\ (actual hours in
358
* :guilabel:`Shipping Policy` : \ ``Payment before delivery``\ or \ ``Invoice on Order After
359
Delivery``\ (when the task is closed),
361
* :guilabel:`Invoice On` : \ ``Ordered Quantities``\ or \ ``Shipped Quantities``\ (actual hours in
364
.. i18n: Planning and managing priorities
365
.. i18n: --------------------------------
367
Planning and managing priorities
368
--------------------------------
370
.. i18n: Several methods can be used for ordering tasks by their respective priorities. Open ERP orders
371
.. i18n: tasks based on a function of the following fields: :guilabel:`Sequence`, :guilabel:`Priority`, and
372
.. i18n: :guilabel:`Deadline`.
374
Several methods can be used for ordering tasks by their respective priorities. Open ERP orders
375
tasks based on a function of the following fields: :guilabel:`Sequence`, :guilabel:`Priority`, and
376
:guilabel:`Deadline`.
378
.. i18n: Use the :guilabel:`Sequence` field on the second tab, :guilabel:`Other Information`, to plan a
379
.. i18n: project made up of several tasks. In the case of an IT project, for example, where development tasks
380
.. i18n: are done in a given order, the first task to do will be sequence number 1, then numbers 2, 3, 4 and
381
.. i18n: so on. When you first open the list of project tasks, they're listed in their sequence order.
383
Use the :guilabel:`Sequence` field on the second tab, :guilabel:`Other Information`, to plan a
384
project made up of several tasks. In the case of an IT project, for example, where development tasks
385
are done in a given order, the first task to do will be sequence number 1, then numbers 2, 3, 4 and
386
so on. When you first open the list of project tasks, they're listed in their sequence order.
388
.. i18n: You can use one of these three ordering methods, or combine several of them, depending on the
391
You can use one of these three ordering methods, or combine several of them, depending on the
395
.. i18n: single: module; scrum
396
.. i18n: single: agile (method)
399
single: module; scrum
400
single: agile (method)
402
.. i18n: .. note:: Agile methods
404
.. i18n: Open ERP implements the agile methodology Scrum for IT development projects in the :mod:`scrum`
407
.. i18n: Scrum supplements the task system with the following concepts:
408
.. i18n: long-term planning, sprints, iterative development, progress meetings, burndown chart, and product
411
.. i18n: Look at the site: http://controlchaos.com for more information on the Scrum methodology.
413
.. note:: Agile methods
415
Open ERP implements the agile methodology Scrum for IT development projects in the :mod:`scrum`
418
Scrum supplements the task system with the following concepts:
419
long-term planning, sprints, iterative development, progress meetings, burndown chart, and product
422
Look at the site: http://controlchaos.com for more information on the Scrum methodology.
424
.. i18n: .. figure:: images/service_project_gantt.png
426
.. i18n: :align: center
428
.. i18n: *Gantt plan, calculated for earliest delivery*
430
.. figure:: images/service_project_gantt.png
434
*Gantt plan, calculated for earliest delivery*
436
.. i18n: You can set an attendance grid (or the timesheets) in the project file. If you don't specify
437
.. i18n: anything, Open ERP assumes by default that you work 8 hours a day from Monday to Sunday. Once a
438
.. i18n: grid is specified you can call up a project Gantt chart from right-hand toolbar. The system then
439
.. i18n: calculates a project plan for earliest delivery using task ordering and the attendance grid.
441
You can set an attendance grid (or the timesheets) in the project file. If you don't specify
442
anything, Open ERP assumes by default that you work 8 hours a day from Monday to Sunday. Once a
443
grid is specified you can call up a project Gantt chart from right-hand toolbar. The system then
444
calculates a project plan for earliest delivery using task ordering and the attendance grid.
446
.. i18n: .. tip:: Calendar view
448
.. i18n: Open ERP can give you a calendar view of the different tasks in both the web client and the GTK client.
449
.. i18n: This is all based on the deadline data and displays only tasks that have a deadline.
450
.. i18n: You can then delete, create or modify tasks using simple drag and drop.
452
.. i18n: .. figure:: images/service_task_calendar.png
454
.. i18n: :align: center
456
.. i18n: *Calendar view of the system tasks*
458
.. tip:: Calendar view
460
Open ERP can give you a calendar view of the different tasks in both the web client and the GTK client.
461
This is all based on the deadline data and displays only tasks that have a deadline.
462
You can then delete, create or modify tasks using simple drag and drop.
464
.. figure:: images/service_task_calendar.png
468
*Calendar view of the system tasks*
470
.. i18n: .. index:: delegation (task)
472
.. index:: delegation (task)
474
.. i18n: Task delegation
475
.. i18n: ---------------
480
.. i18n: To delegate a task to another user you can just change the person responsible for that task. However
481
.. i18n: the system doesn't help you track tasks that you've delegated, such as monitoring of work done, if
482
.. i18n: you do it this way.
484
To delegate a task to another user you can just change the person responsible for that task. However
485
the system doesn't help you track tasks that you've delegated, such as monitoring of work done, if
488
.. i18n: .. figure:: images/service_task_delegate.png
490
.. i18n: :align: center
492
.. i18n: *Form for delegating a task to another user*
494
.. figure:: images/service_task_delegate.png
498
*Form for delegating a task to another user*
500
.. i18n: Instead, you can use the button :guilabel:`Delegate` on a task.
502
Instead, you can use the button :guilabel:`Delegate` on a task.
504
.. i18n: .. *Delegate* \ ``Pending``\
506
.. *Delegate* \ ``Pending``\
508
.. i18n: .. \ ``Pending``\ \ ``Open``\
510
.. \ ``Pending``\ \ ``Open``\
512
.. i18n: The system enables you to modify tasks at all levels in the chain of delegation, to add additional
513
.. i18n: information. A task can therefore start as a global objective and become more detailed as it is
514
.. i18n: delegated down in the hierarchy.
516
The system enables you to modify tasks at all levels in the chain of delegation, to add additional
517
information. A task can therefore start as a global objective and become more detailed as it is
518
delegated down in the hierarchy.
520
.. i18n: The second tab on the task form gives you a complete history of the chain of delegation for each
521
.. i18n: task. You can find a link to the parent task there, and the different tasks that have been
524
The second tab on the task form gives you a complete history of the chain of delegation for each
525
task. You can find a link to the parent task there, and the different tasks that have been
528
.. i18n: .. Copyright © Open Object Press. All rights reserved.
530
.. Copyright © Open Object Press. All rights reserved.
532
.. i18n: .. You may take electronic copy of this publication and distribute it if you don't
533
.. i18n: .. change the content. You can also print a copy to be read by yourself only.
535
.. You may take electronic copy of this publication and distribute it if you don't
536
.. change the content. You can also print a copy to be read by yourself only.
538
.. i18n: .. We have contracts with different publishers in different countries to sell and
539
.. i18n: .. distribute paper or electronic based versions of this book (translated or not)
540
.. i18n: .. in bookstores. This helps to distribute and promote the Open ERP product. It
541
.. i18n: .. also helps us to create incentives to pay contributors and authors using author
542
.. i18n: .. rights of these sales.
544
.. We have contracts with different publishers in different countries to sell and
545
.. distribute paper or electronic based versions of this book (translated or not)
546
.. in bookstores. This helps to distribute and promote the Open ERP product. It
547
.. also helps us to create incentives to pay contributors and authors using author
548
.. rights of these sales.
550
.. i18n: .. Due to this, grants to translate, modify or sell this book are strictly
551
.. i18n: .. forbidden, unless Tiny SPRL (representing Open Object Press) gives you a
552
.. i18n: .. written authorisation for this.
554
.. Due to this, grants to translate, modify or sell this book are strictly
555
.. forbidden, unless Tiny SPRL (representing Open Object Press) gives you a
556
.. written authorisation for this.
558
.. i18n: .. Many of the designations used by manufacturers and suppliers to distinguish their
559
.. i18n: .. products are claimed as trademarks. Where those designations appear in this book,
560
.. i18n: .. and Open Object Press was aware of a trademark claim, the designations have been
561
.. i18n: .. printed in initial capitals.
563
.. Many of the designations used by manufacturers and suppliers to distinguish their
564
.. products are claimed as trademarks. Where those designations appear in this book,
565
.. and Open Object Press was aware of a trademark claim, the designations have been
566
.. printed in initial capitals.
568
.. i18n: .. While every precaution has been taken in the preparation of this book, the publisher
569
.. i18n: .. and the authors assume no responsibility for errors or omissions, or for damages
570
.. i18n: .. resulting from the use of the information contained herein.
572
.. While every precaution has been taken in the preparation of this book, the publisher
573
.. and the authors assume no responsibility for errors or omissions, or for damages
574
.. resulting from the use of the information contained herein.
576
.. i18n: .. Published by Open Object Press, Grand Rosière, Belgium
578
.. Published by Open Object Press, Grand Rosière, Belgium