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Projects:Project Service Management Review/Specifications

Contents

Overview

This project aims to review and restructure the Project and Service Management module of Openbravo ERP.

Take into account that Openbravo ERP focuses mainly in financial aspects of projects and very slightly in scheduling aspects (no Gantt nor Pert charts are supported in Openbravo ERP).


Purpose

This project will go through each window, tab, field and report of Project and Service Management module and fix the major incorrect behaviours.


Scope

Please notice that no new functionality will be added to this module during this project. Feel free to follow the development status.

Because of the little time to achieve this project, minor bugs found will be corrected between 2.40 Alpha and 2.40 Beta and labelled with QA-PSM prefix in SourceForge bug tracker.

Design Considerations

Assumptions

This review assumes a certain correct behaviour of Project and Service Management module. Even if every item of this module will be reviewed, it does not mean that they will be built from zero but just fixed in some cases.


Dependencies

Project and Service Management module is closely related to Procurement Management and Sales Management modules since projects usually require purchase of materials and services and sales of them.

Functional Requirements

User roles & profiles

The user roles affected by this functionality are:

Projects teams
Both project leader and the rest of the team should be able to set up a new standard project or launch a new project from a standard one. These users should also be able to update, control and report project status in an easy manner. They will also require to generate sales and purchase orders for each project. Finally, project teams members must be able to register their reimbursable expenses.
Generic employees
As well as projects teams, generic employees should be able to register their reimbursable expenses (associated to a project or not).
Human and financial resources controllers
As well as any generic employee, human and financial resources controllers should be able to record expenses. But they also require the ability to modify and complete existing expenses and create new ones.

Business process definition

  1. Projects team manager receives a new job.
    1. If this new project does not follow the same pattern than an existing one, he registers a new project type.
    2. Projects team manager records a new project:
      1. The project can consist of multiple phases and tasks with materials associated to each one, so he will create a new Multiphase Project.
      2. The project does not follow phases nor tasks but only requires a list of materials. This project may also need to manage proposals. Projects team manager will create a new Service Project.
  2. During the evolution of the project, projects team can:
    1. Generate sales and purchase orders for this project.
    2. Fill expenses sheets.
  3. During the evolution of the project or after the project has finished, human and financial resources controllers can:
    1. Register and invoice employee expenses.
    2. Invoice customers with project costs.
  4. Once the project has finished:
    1. Projects team can close it.
    2. Projects team can make a profitability report.

User Stories

User Story 1


User Story 2


User Story 3

NO re-invoiced expense Re-invoiced expense
NO time expense A

This expense associates a physical product with its quantity and price to a particular project.

This expense permits:

  • To generate a purchase invoice to the employee.
  • To report project profitability.
B

This expense associates a physical product with its quantity and price to a particular project. This expense will be billable to customers.

This expense permits:

  • To generate a purchase invoice to the employee.
  • To report project profitability.
  • To generate a billable sales order to the customer.
Time expense C

This expense associates products in hours to a particular project.

This expense permits:

  • To report project profitability.
D

This expense associates products in hours to a particular project. This expense will be billable to customers.

This expense permits:

  • To report project profitability.
  • To generate a billable sales order to the customer.



User Story 4


User Story 5


User Story 6


Functional requirements based on business processes

To achieve the desired functionalities the following windows and processes are needed.


Setup


Project Setup and Use workflow

Workflow explaining the logical steps to follow in Project & Service Management module.

Num Requirement Importance Status
1.1 Diagram showing the logical steps to follow in Project & Service Management module. Must have Complete
1.2 Direct link to each step. Must have Complete


Project Type window

Window defining standard project types with their phases and tasks.


Project Type tab
Num Requirement Importance Status
2.1 Ability to register project types. Must have Complete
2.2 Ability to set a project type to projects different to multiphase ones. Add other project categories to project types. Nice to have In review


Standard Phase tab
Num Requirement Importance Status
3.1 Ability to define a standard phase for the current project type. Must have Complete


Standard Task tab
Num Requirement Importance Status
4.1 Ability to define a standard task for the current standard phase. Must have Complete


Transactions


Multiphase Project window

Window registering new projects with multiple phases and tasks. These phases and tasks can be taken from a standard project type.


Multiphase Project tab
Num Requirement Importance Status
5.1 Ability to register new projects with multiple phases and tasks. Must have Complete
5.2 Ability to set a project type using a button that fills automatically standard phases and tasks. Must have Complete
5.3 Ability to copy lines from other multiphase projects using a button. Must have Complete
5.4 Ability to change, using a button, project status in order to be able to generate sales orders or not. Must have Complete
5.5 Ability to generate sales orders from each of the phases using a button directly from the header. Nice to have In review


Project Phase tab
Num Requirement Importance Status
6.1 Ability to register new phases for the current project or edit standard ones. Must have Complete
6.2 Ability generate a sales order for the current phase using a button. Must have Complete


Project Task tab
Num Requirement Importance Status
7.1 Ability to register new tasks for the current phase or edit standard ones. Must have Complete


Service Project window

Window registering new projects that do not follow phases nor tasks but only require a list of materials. These projects may also need to manage proposals.


Service Project tab
Num Requirement Importance Status
8.1 Ability to register new service projects. Must have Complete
8.2 Ability to copy lines from other service projects using a button. Must have Complete
8.3 Ability to change, using a button, project status in order to be able to generate sales orders or not. Must have Complete
8.4 Ability to generate sales orders from the project using a button. Must have Complete


Project Line tab
Num Requirement Importance Status
9.1 Ability to register lines required for the current service project. Must have Complete


Supplier tab
Num Requirement Importance Status
10.1 Ability to register suppliers of the products of the current service project. Must have Complete
10.2 Ability to generate, using a button, a purchase order to the current supplier. Must have Complete


Proposal tab
Num Requirement Importance Status
11.1 Ability to register different proposals for the current project. Must have Complete
11.2 Ability to copy lines from the current project to proposal lines. Must have Complete
11.3 Ability to process a winning bid and declare a business partner as winner in the header of the project. Must have Complete


Proposal Line tab
Num Requirement Importance Status
12.1 Ability to register and edit the lines of each proposal. Must have Complete


Followup tab
Num Requirement Importance Status
13.1 Ability to register and track significant events of each one of the proposals. Must have Complete


Expense Sheet window

Window registering time and products spent on projects, both reimbursable expenses to employees and billable charges to customers.


Header tab
Num Requirement Importance Status
14.1 Ability to register expenses. Must have Complete
14.2 Ability to process, using a button, the current expense sheet in order to generate invoiceable expenses and employee expenses. Must have Complete


Lines tab
Num Requirement Importance Status
15.1 Ability to register lines for the current expense sheet. Must have Complete
15.2 Ability to mark a line as time expense and/or billable to customers. Must have Complete


Invoiceable Expenses window

Window tracking billable expenses to customers.


Customer tab
Num Requirement Importance Status
16.1 Ability to track billable expenses to customers. Must have Complete
16.2 Ability to update some fields. Nice to have In review


Lines tab
Num Requirement Importance Status
17.1 Ability to track invoiceable expense lines of the current customer. Must have Complete
17.2 Ability to update some fields. Nice to have In review


Create Sales Orders from Expenses process

Process generating sales orders for billable charges to customers.

Num Requirement Importance Status
18.1 Ability to generate sales orders for billable charges to customers. Must have Complete


Employee Expenses window

Window tracking reimbursable expenses to employees.


Employee tab
Num Requirement Importance Status
19.1 Ability to track reimbursable expenses to employees. Must have Complete
19.2 Ability to update some fields. Nice to have In review


Lines tab
Num Requirement Importance Status
20.1 Ability to track expense lines of the current employee. Must have Complete
20.2 Ability to update some fields. Nice to have In review


Create AP Expense Invoices process

Process generating purchase invoices containing reimbursable expenses to employees.

Num Requirement Importance Status
21.1 Ability to generate purchase invoices containing reimbursable expenses to employees. Must have Complete


Analysis Tools


Project Profitability report

Reports profitability of each project.

Num Requirement Importance Status
22.1 Ability to report profitability of each project. Must have Complete


Service Project Report report

Reports incomes of service projects.

Num Requirement Importance Status
23.1 Ability to report incomes of service projects. Must have Complete


Project Proposal Tracker window

Window that tracks all project proposals.

Num Requirement Importance Status
24.1 Ability to track all project proposals. Must have Complete


Expense Report report

Reports a list of expenses.

Num Requirement Importance Status
25.1 Ability to report a list of expenses. Must have Complete

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