Project Management

Project Management

Managing Milestones & Payments is the next step on The Project Lifecycle. To do that, access the Project Management tab. Click "Projects":



Click "Projects"




Go to the project you are managing and click view:


Go to "Project Management":


Here you have 7 tabs:

  1. Home
  2. Project Team
  3. Objectives & Deliverables
  4. Workspace
  5. Project Milestones
  6. Invoicing and Payment
  7. Changes

II) Project Team


Here you can manage the project team:



To add a new member, click the "Add Team Members" button, select the team member and click "Submit"



The member is added to the list:


Note: The provider team is managed by them.

You have the option to change the roles if you want. Use the dropdown for that:



III) Objectives & Deliverables


Here you can enter the Project Objective(s), Project Scope, Expected Services Context and Expected Deliverables.



All changes must be validate by you and the provider using the "Changes" tab.

         IV) Workspace

The workspace tab is allows you to interact with the provider using chat, sharing files and links, creating task and scheduling meetings. The chat tab has the a "General" thread created by default, but you can change the thread name or create new ones:



The workspace is explained in details here

V) Project Milestones


Here you can manage the project milestones. The project milestones were imported from the SOW:



You can add new milestones if you want. Click the "Add Milestone" button. Enter the Milestone, the Deliverable, a description and estimated date. Click "Submit"



The milestone is added to the list:


Once again the changes must be approved by you and the provider using the "Changes" tab, described bellow.

You can also edit or delete a milestone. To edit, click the three dots under the "Action" column and click "Edit":



Change the information you want:




Click "Update"




The milestone is changed:



To delete the milestone, click delete:



The milestone is removed:



Once the provider finishes a milestone, it will upload the deliverable and request your approval:



You will receive a notification telling you that the provider requested the approval:


 
Open milestone detail, by clicking the view option:



The milestone detail window shows some information about the milestone:



In the milestone detail windows, you can download or view the deliverable:




After seen the deliverable, close the detail window:




If you are satisfied with the deliverable, click "Approve":




Add a comment (Required):



Click "Approve"




The milestone is approved:



VI) Invoicing and Payment


Here you manage the invoice and payment:


Note: The Invoicing milestone is also imported from the SOW as seen on the "Change Source" column.

You can add new invoicing milestone by clicking the "Add Milestone" button:



Enter the requested information:




Click "Submit"




The invoice was added to the list: 



The invoice is marked as "Pending" with the "Change Status" marked as "Ongoing" as new invoices must be approved by the provider on the changes tab:

You have to options: You "View Milestone"




The "View Milestone" window shows the invoicing milestone details:




Click "Cancel" to go back to the Invoice's list:




The second options is delete the milestone. Click "Delete"




The invoice is removed from the list:




Once the provider upload the invoice and request the approval, you will receive a notification:



It will also updated the "Actual Amount" and the "Submitted On" columns:




And the status will change to "Pending Approval"




To approve the invoice, click "Approve"




Enter the Target Payment Date:




And click "Approve"




The "Target Payment Date" is updated and the Payment status changes to "Update Payment"




Once the payment is done, click "Update Payment"



Note: the payment is done outside consource temporally. 

Click "Confirm"




The Payment Status changes to Paid and the Date reflects the payment date. 


V) Changes


Here you can manage all changes made to the project (Changes to Objectives & Scope, Changes to Milestones & Deliverables, Changes to Budget & Invoicing and other changes):



To see the changes, click the "View" icon under the "Action" column:



The first item in the "Changes" tab is "Tracing." Here, you can view all changes made to the project in the "Project Management" phase.




First, you have the "History of Changes," which is a summary table with information about the change. It includes the tab name, the field name, who changed it, when it was changed, and the validation status.




Next you have what was changed in each section. First "Objectives and Deliverables"



Next is "Project Scope"




Then you have the changes made to the "Expected Deliverables"




After that, the changed on the "Projects Milestones"




And the last one are the ones made to "Invoicing and Payment"




Next, you have the "Preparation" item, which let's you write comments to contextualize the changes. First you have the "Introduction" which is used to introduce the changes document.




Next, you have a section to explain/contextualize the "Changes to Objectives & Scope"



After that you can comment on "Changes to Milestones & Deliverables"




Click "Changes to Budget & Invoicing"



And last we have "Other changes" made to the project:




All fields marked with "Validation Pending" must be validated by you or the provider.




If you see a validate option, it means you have to validate. If not, you have to wait for the provider to validate. It all depends on who made the change.




Before validating the changes, you can discuss them with the provider using the workspace tab, as explained earlier in this article.

Once all changes are validated, you can start the "Execution" phase of the document. Click "Finalization". Here you and the provider have to add the people of each that are going to sign the document:





After selecting the people signing the document, generate it's PDF. Click "Selection"




Click "Generate PDF"




The document's PDF is generated with a "Draft" Status and the date it was done.




You have to options under the "Action" column. You can view the document, return, and still make changes to it...




Or if everything is right, you can "Mark as final"




The status changes to "Final" and the "Ready to sign" button is enabled.




Once you are ready to sign, click "Ready to sign"




Click "Yes"




Click "Execution" to start the signing process: 




The final document is generated, and you have two options: You can sign electronically or in the traditional way. If you choose the conventional way, you have to print the document, sign it, send it to the provider to sign, and upload the document later.




Here, we will show the "Electronic Signature" process. Select "Electronic Signature" and click "Apply."




The invitations are ready to be send:




Once you are ready to send the sign invitation, Click "Send"



The invitations are sent to all people selected to sign the document.




The people assigned to sign the document will have the "Sign" button enabled. Click "Sign" to start the sign process.




The "Docusign" screen will load. Click "START".




Click "Sign"




Select the style of your electronic signature.




Click "Finish"




You signed the document and the status and date are updated.




Once all parties have signed the document, you will receive a notification:




And the status of the change order will be updated:



Now you have to options under the "Action" column, you can view and download the signed document or download it.




This concludes  "Managing Milestones & Payments" from The Project Lifecycle

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