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View a Project

Get access to all of the important details surrounding your projects.  These details include everything from profitability reports and budget forecasting, to Gantt chart scheduling and client sign-off requests, and everything in between to help you manage all of your Project needs. 

Using this guide, you can view the:

  • Overview: See the big picture of what's happening within your project (Milestones & Tasks)
  • Schedule: View the expected delivery timeline
  • Insights: Get a deep dive into the engagement, budget, profitability, work done and work remaining
  • Stream: Find all related activities
  • Attachments: Upload and share documents internal or with clients 
  • Expenses: Track expenses like printing and travel
  • Invoices: Invoice customers for the work you've done, whether it's fixed-priced or time & materials
  • Sign-offs: Get your client's approval on project-related documents 
  • Linked Assets: Connect object related to a project such as a server or billboard
  • Details: Includes custom fields and financial information
  • Other features

 

View Project

The Project View screen gives you a helicopter view of the Project Plan. You can get a quick overview of all the different line items within your Project Plan with a quick deep-dive of the progress of all work logged across Milestone and Tasks. 

Listed across the center of the screen are several sections and tabs containing information to help you manage your Projects.

job view

  

Project Details Section

On the left hand side of viewing a Project, you'll find information such as the Owner, Type, Team, Earned Value, Progress and any other Custom Profile fields you have configured. 

  • Owner: This is the main internal User managing the entire Project Life Cycle.

Project Owner

  • Team: These are all the internal and external stakeholders involved. 

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  • Earned Value: Based on the budget, this is the value of billable work currently logged against this project.

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  • Progress: Based on Tasks time budget and currently logged work, this is the how far we've come to completion.

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  • Schedule: You can track how far along you are relative to your planned scheduled dates.

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  • Important Dates: These are the key dates for this given Project. 

important dates

  • Skills: For each Project, you can track the necessary skills required for completion.

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  • Tags: You can specify specific tags per Project for filtering purposes.

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  • Additional Details: This is meant for your Custom Fields for each Project Type or Unified Custom Profile Fields.
  • Email Alias: This is an email alias to cc or bcc to make sure communications go under the correct Project Stream if sent outside of Accelo.

Project Plan Overview

While planning a project can be exciting, executing on that plan is often a challenge. The Project Plan arms the Owners with the information a professional business needs to stay on top of delivering excellent work. Keep your eye on the active status, real-time budget allocations, rollup on milestones and tasks, and expected due dates that auto update based on the previous work you are waiting on and how much there is to do in the future. 

Clicking on the blue hyper-link in the milestone or task will bring you to a real-time activity stream and general details for that area of the project, so that you can find the story behind the project. 

job overview

  1. Status: Through this drop down, you can filter by what Status each line item is in.

  2. Manager / Assignee: You can filter to see only milestones and tasks for the User chosen.

  3. Edit Plan: Quick link to the Project Planning tool. 

  4. Add Task: You can add a task that was not originally planned. 

  5. Project Plan: You can view the current Project Plan (Milestones & Tasks)

  6. Metrics: You can understand each line item by Task 

  7. Usage / Budget: Presents a breakdown of the line's time budget, and its current usage

  8. Start & Due Dates: You can see the several aspects of your project's Start and Due Dates which Accelo tracks, including the Planned, Target and Actual Dates.  Learn more about Accelo's Dynamic Scheduling model.

  9. Actions: You can quickly start adding an Activity, Logging time or Splitting A Task.

 

Schedule

Track your project's progress visually, and ensure that you're never surprised by your project's progress with the Schedule's Gantt chart.  

job schedule

The Gantt includes a breakdown of the Planned, Predicted, Target and Actual Dates for each Task and Milestone, as well as an indication of the work's overall timeline:

  • Solid Black Line: Planned Dates 

  • Dotted Line: Predicted Dates 

  • Dotted Outline: Target Dates

  • Solid Outline: Actual Dates

The Gantt also uses color coding to identify whether these dates are behind or ahead of schedule:

  • Green: Ahead of Schedule

  • Orange: Expected to Complete Behind Schedule

  • Red: Actively Behind Schedule

 

Project Insights

On the View Project page, the Insights tab allows managers to ensure that a project remains on track, and if not, where the issues are occurring from a high level perspective and holistic view of the financials. The sections in this tab may look different for individual users as it considers permissions and financial visibility.

 View Project Insight 123

  • Activities vs. Hours: Breaks down how much time is spent on activities, so that a manager can determine whether there are abnormalities such as:
      • Too much or too little time spent on activities within a project.

      • Billed hours not correlating with actual activities completed.

        NOTE: Activities that have time logged in seconds can add up over time and may skew results.

  • Value: You can track the earned value based on billable amount of work done. You can also track the forecasted value if you are/were billing by the hour.
      • Earned: Total billable time logged on the project. All revenue of the project.

        • Percentage is the earned value / total budget x 100.

      • Forecasted: Total billable time expected to be logged based on the project plan budget.

        • Percentage is the forecasted value / total budget x 100.

  • Financials: Tracks the overall project performance and whether it is currently within or has exceeded the allocated budget by looking at the breakdown of financials.
      • Managers who want more control over their projects are able to approve time logged for billing before it is invoiced to the client. Selecting the unapproved link will take the manager to a breakdown of the time logged as billable and allow for modifications to be made.

  • Profitability: You can track current profitability based on work done and forecasted profitability. 
    • Current: Total earned value (or revenue) minus total costs.

      • Percentage is the total profit amount / total value x 100.

    • Forecasted: Total forecast value (or revenue) minus total forecast costs.

      • Percentage is the total forecasted profit amount / total budget x 100.

        NOTE: These are hypothetical numbers to give an estimate of forecasted amounts. It takes into consideration billable time remaining on the project.

  • WorkTracks the allocated and unallocated tasks associated with the project. Breaking the tasks down into Work In Progress, Work Done and Forecast.

    • Work in Progress: The total project task time remaining to be completed.

    • Work DoneThe total project task time that is completed.

    • Forecast: Expected project task time remaining (including non-billable time).

  • Work Done: Tracks the total task time spent based on assigned staff members (anyone who has interacted with the project). Will order the information based on most logged time spent on the project.

  • BudgetTracks all users assigned to milestones or tasks within a project and whether they’re currently over or under their allocated budget amount.

 

Stream

Quickly see the most recent activities recorded against the Project, including any relevant emails, phone calls, and internal notes to help your team keep track of progress.

View Project Stream 123 
 

Attachments

Work internally or with clients on files related to the Project. Accelo allows manual uploads as well as integrations with popular file storage solutions like Google Drive, Dropbox, and Box. Learn more about Attachments.

View Project Attachments 123 
 

Expenses

Submit and view all Expenses related to the Project. To quickly create an expense, click the Create Expense button. You will be redirected to a new page where you can add expense details, cost, and whether this expense is reimbursable and added to your project costs. 

New Expense list

 

Billing

See all Invoices and Purchases  created for this Project in one place. If you need to add an invoice or purchase, do so quickly by clicking Create and choosing Create an Invoice from the menu bar.

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Signoffs (PREMIUM)

Send attachments/designs/proposals to clients and get them to “sign off” before completing work. See any previously sent Signoffs, or create one quickly by choosing +Create Signoff. This will redirect you to a new screen where you can complete the Signoff Process.  

accelo.ProjectSignoffs

 
 

Linked Assets

See all assets linked with the Project. To quickly add a Link to an asset, click the Add Link button. A pop-up window will appear where you can search from any Assets you have added to your account, and click Create Link.

accelo.ProjectAssets 
 

Details 

You can view all the different details for your Project here. This includes Custom Fields and Unified Custom Fields. 

View Project Details 234

  

Other Features


+Add Activity (Note, Meeting, Email, Call, Postal)

Click +Add Activity to add an activity about this Company. Fill out details, such as Billable vs Non-billable for invoicing purposes.

Add Activity again2


Assign Work 

The More > Assign Work option is an advanced feature which allows you to swiftly assign out work to individuals that are directly responsible for the completion of that given task. This also allows you to easily manage Statuses and Dates per line item.

Manage & Approve Time (PREMIUM) 

The More > Approve Work option is another advanced feature which allows you to view all work completed and easily drag and drop logged unapproved activities to the Approved Activities section. This saves you a time from individually approving every activity.

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