Everything starts from Pipeline, here is where opportunities and projects are listed, both of them are defined by a small amount of significant information:
- Name: how are you going to call it?;
- Client: for who are you going to work?;
- Value (in K): what’s the estimated price to the client?;
- Percentage of external costs;
- Category: which type of project is it?;
- Probability: how likely this project is going to start?.
Pipeline has three subsections: Basket, Projects and Programs.
The Basket contains all the opportunities that are not well-defined yet. You can see it as a place where to put all the ideas that you usually write on a notebook or on a Post-It.
If you add a follow up date, WETHOD will remind you when the opportunity is expiring.
Use the arrow to edit, delete or simply get all details about an opportunity.
Here you can find all the projects of the company, each project has significant information you can check and edit. Clicking on a project lets you see it in more details and actions about it.
An opportunity evolves into a Project when things get serious, in order to take this step you must have an idea about the significant information listed above.
A Project can furthermore have an invoice plan and a budget.
A project is considered started if it has a start date in the past or if someone has submitted timesheets for it.
When you move the start or end date of a project with a probability lower than 90%, its production plan will reflect the changes, adapting the duration and distributing the production accordingly.
A project is considered active when its probability reaches 90%, only when this happens it makes sense to plan for people or to do a timeheets for this project. An active project must have a job order.
Billable Projects must have a probability of 100%.
When a project status reach 0, it’s a good practice to archive it.
When a project reach 50% of probability, it’s a good practice to make a budget for it.
Here is a list of probabilities and their meaning:
- 0% - We lost it! Project is not going to be done
- 10% - The chances are low but maybe we can do something
- 25% - We can try it!
- 50% - I’m pretty confident we can do it!
- 75% - We are going to do it!
- 90% - We are going to do it and we now have the ‘job order’
- 100% - It’s all ready, we also have the ‘client PO’
If Alice works for ACME and you’re are talking with her about a possible new project, ACME is your client and Alice is your actual contact with that client. As simple as it sounds!
You can add a new contact for a client from Clients or straight from pipeline, during the project creation.
You can make the client contact a required field in your company settings.
If you need to search for a project, you just need to type some keywords on the search input.
If you need a more specific and advanced search, we offer you some search query that can help you:
|If you are looking for a project where:||Type in:||Note|
|the Name is project1||project:project1|
|the ID is 8||id:8|
|the Value is 25||value:25|
|the Job Order Category is Internal||joc:internal|
|the Project Type is innovation||type:innovation||Use type:null to search for projects whitout a Project Type|
|the Probability is 50||prob:50|
|the Start Date is January 2016||start:0116||Month first|
|the End Date is December 2017||end:1217||Month first|
|the Budget Status is Draft||status:0||Available values: 0(draft), 1(approval), 2(approved)|
|the Invoice Plan Status is manual||plan:1||Available values: 0(auto), 1(manual)|
|the Client Name is wethodspa||client:wethodspa|
|the Client PO is 30||po:30||Use po:null to search for projects whitout a Client PO|
|the PM Name or Surname is Luca||pm:luca|
|the Account Name or Surname is gb||account:gb|
|the Program Name is wethod||program:wethod|
|the Metadata tag is dev or des||metadata:tag=dev,des|
There are also some search operators, let’s have a look on them:
- If you want to search a project from values greater than or equal to x: “ x+ ”
- If you want to search a project from values less than or equal to x: “ x- ”
- If you want to search a project from values greater or equal to x and less or equal to y: “ x…y ”
- If you want to search a project from values not equal to x: “ !x ”
You can also combine query and operators:
- Operator1 OR Operator2: “ , ”
- Operator1 AND Operator2: “ ; ”
- project:wethod, php ; start:0116+ ; prob:50…75
This search operator will find all the projects with name “wethod” or “php”, with a date start greater than January 2016 and a probability between 50% and 75%.
- client:luca; value: 25- ; end:1217+
This search operator will find all the projects of the client Luca, with value less or equal to 25 and with an end date in or after December 2017
- pm:tomas, luca; prob:30…50; status:2
This search operator will find all the project whose PM is Tomas or Luca, with a probability between 30 and 50 and a budget status which is approved.
Here you can set a plan to emit invoices for the project. An invoice plan can be:
- Automatic: an invoice is automatically planned for each project’s duration month, the invoice amount is obtained by dividing project’s estimate by project’s duration;
- Manual: you need to manually insert each amount you plan to invoice.
Next to the automatic/manual button you will find the view selector with 2 different options:
- Expanded: All months are shown, even those with no amount planned or invoiced.
- Compact: Only months with planned amounts or invoices are shown.
On the right side you have a recap of the total amounts you have currently invoiced, have yet to invoice and the sum of your plan amounts.
The planned indicator helps your check that the sum of all your planned months matches the project’s estimate.
An error with additional information appears beneath it if the two mismatch.
Just below you can find a calendar where every card represents a month with some additional information:
- Planned: the amount you plan to invoice for the given month;
- Invoiced: the amount actually invoiced for the given month. This is automatically updated each time you create an invoice for the project;
- To be invoiced: the difference between Planned and Invoiced for the given month.
- While in manual mode you can also add notes to a month through the notes button in the top right corner of the card.
When in manual mode the invoice plan is saved automatically after every change.
Please mind the sum of each planned month must be equal to the total planned value shown in the top right corner.
If the values do no match the invoice plan won’t be saved and an error message will appear warning you about the difference between the project’s estimate and the amount you planned.
You can find the invoices (listed in your plan) in the Invoices widget, there they’re ready to be created and sent.
Sometimes you want to link several projects together and handle the invoice plan from a single central project.
This can be done using a billing group.
To create a new billing group visit the invoice plan of a project you wish to link and click on the “Delegate invoice plan” button.
Now select a project that will be used as the billing group master. Please mind that not all projects can be added to a billing group, in fact to be part of a billing group a project must:
- Not be “Invoice Driven”: The project job order category should not be marked as “Invoice driven budget”.
- Not have any invoices.
- Not have a multicurrency budget. At the moment we only support projects using the master currency.
- Not be archived.
Once your new billing group is created you can access the group invoice plan from the master project invoice plan page.
The invoice plan total it’s made by the sum of all projects totals and you should plan accordingly.
Trying to access the invoice plan of a linked project will result in an error since now every operations should be performed from the master project.
For example if you wish to generate a new invoice for a project that is part of a group you have to assign the invoice to the master project.
If you wish to unlink a project from a group you can either:
- Access the master project invoice plan -> click on the “Show linked projects” button -> Click on the “unlink” button next to the name of the project you wish to unlink.
- Access the linked project invoice plan -> Click on the “Revoke delegation” button.
Beware that since you have removed a project from the group the total will change.
If you master invoice plan was set on “manual” mode you will have to adjust your plan to reflect the changes.
If your company is part of a group](/group-setup/index/) you have the possibility to connect a project to an [intercompany task, this makes it an intercompany project: its final net price and probability are updated to reflect the intercompany task’s external costs and intercompany task’s project’s probability.
To connect a project you firsty need to be invited, this can be done from inside a budget as explained here. When you receive the invitation, just follow the link and select from the dropdown the project you want to connect.
Successfully connected projects are identified by a label below their names.
Wouldn’t be great to be able to collect feedback about the reasons that led to win or lose a project?
In the company section you can configure a set of reasons that project managers can use to describe why a project’s probability went up to 90 (so the project was won) or down to 0 (so the project was lost).
When you enable the related flag for a job order category, the user will be asked for a feedback each time a project in that category gets won or lost.
Projects are often stages or parts of something bigger, you can use a Program to group together different projects in order to see their aggregate economic reports
Sometimes managing your customers’ relationships can be difficult and you can easily get lost. With the timeline you can keep all your customer relationship’s history and everyone in your team can access it.
You can reach a project’s timeline from the pipeline: choose a project, click on it and look for the timeline button in the bottom-right corner.
Add activities you think are important to remember like calls, emails and meetings. To every added activity you can link a follow-up which is nothing more than another event. A follow-up is usuallly settled in the future, so you can think of it as a sort of reminder.
The timeline gets automatically populated with some useful project’s events like the creation of an order or invoice, the changes to the project value and margin, the project’s first project status and a lot more.
To work well and efficiently on a project you first need to understand it and then highlight its main aspects. In WETHOD you can start “drawing” your project since its first stages by defining:
- A brief which explains what are the client’s needs
- A concepts which tells how you are going to answer the client’s needs
- Some goals that define some key metrics to measure project’s success (mostly deriving from client’s satisfaction)
- Files about your project (like documents or presentations) that you want to store and share with your team
- A set of boards to help you manage things to do
You can access this section from projects and basically everywhere you can see the canvas icon:
Hit the button from the menu of actions available on the top bar to start a Project & Team Review:
There is a dedicated widget to appreciate the average Kudos (points coming from reviews of a project):
This is your storage for the project: it’s a good idea to keep all assets for a project in a single place, so they can be easily found and used by all of your team members.
A board takes the form of a simplified spreadsheet where you can add and re-order columns and rows.
Columns comes in different types:
- Status which is basically a label with a color (don’t like the default ones? Edit them!)
- Date which let you choose a single date or a period
- Member which let you choose one or more employees from your company
- Milestone which let you add an important event, with a type and a date
When you add a column of type status or number you automatically get a summary below the column, for a number column you can choose which kind of summary you want to see: sum, average, min or max.
You can re-order columns, rows and boards by simply drag and drop them where you prefer.
Do you hate tables? Ya they’re not this kind of friendly, so what about organizing all your tasks into cards that you can move from a list to another? You can do this by switching your view from spreadsheet to kanban: your table will be transformed into a list and no row will be harmed.
Lists are automagically created by pivoting all spreadsheet’s rows on the first column of type status but don’t worry, you can always usa another column of type status.
To see and edit details of a card just click on it.
You can re-order cards and lists by simply drag and drop them where you prefer.
Start looking at your tasks from a different point of view: all date and milestone columns are showed on the Gantt, this means that from here you can appreciate how all your tasks fit together.
To see and edit details of an item just click on its name.
What you can do from here:
- Move dates and milestones by dragging them where you prefer
- Change a date’s start or duration by stretch or extend them
Project & Team Review
This tool allows the team to collect feedback on a project and the skills of both managers and collaborators who worked on the same project.
Project & Team Review must be enabled from Company Settings.
How it works
When a project has been archived, WETHOD will ask the project manager to request a review of the team members on the project.
This feature can also be used on selected job order categories, see section Project & Team members review settings](/settings/index/#company) to learn more. Pending review requests are shown in [Desk.
Request intermediate reviews
Reviews can be requested any time by the project manager, or whoever has the permission to do so:
- From the project canvas, hit the button from the menu of actions available on the top bar of the page
- From the project list, click on a project and head the action buttons > click “more actions” > “Request Review”
Reviews are anonymous and are based on the Net Promoter Score (NPS), which is a scale that goes from 1 point to 10 points:
- From 1 to 6 kudos: Not good/Not likely
- From 7 to 8 kudos: Neutral
- From 9 to 10 kudos: Very good/Very likely
Each team member will be asked to review the project and the other members on each of the given criteria. Each project manager will be asked to review the project and its team members.
To add or edit criteria for the evaluation of projects and team members go to Project & Team members review settings.
Changes to criteria are available only to next reviews, past reviews’ criteria are not updated to ensure consistency.
You can find user’s review results in the Profile](/settings/index/#kudos) section, while you need to visit the [Canvas section to see project’s review results.
In order to maintain a review anonymous, you can set a minimum number of unique reviewers to collect feedback from before showing review’s results in the profile page and the project canvas. This can ben managed in Project & Team members review settings.
To enable specific role’s permission to request a review go to menu Settings > Permissions > Pipeline > review.