Project Management

Integrated Standard Solution for HandlingProjects and Time Entry in Navision Financialsand Navision Attain

2

The certified add-on solution Project Management for

Navision Financials and Navision Attain is a strong

project management tool integrated with the financial

and administrative system. Why waste time and money

maintaining several different systems, when you can

Business Problems

• Present financial and administration system is

outdated

• No integration between project management

and the General Ledger

• ”Islands of data” - different systems for each

part of the project management process

• Manual routines for time- and expenses

registration

• Time-consuming invoicing process for projects

• Lack of statistical data across projects

• Costly handling of projects and time registration

• Manuel work in progress

have all the functionality in one system. Project

Management is developed to strengthen the handling

of projects and time registration within a broad spectrum

of project-oriented companies:

Solutions

• Integrated solution for project management

• Tools for controlling economy and resources

• One system for planning projects and allocating

resources

• User friendly solution for registration of hours

and expenditure

• Efficient handling of invoicing process for all

projects ensures quickly invoicing

• Management information across projects

• Significant economic benefits by means of

improved project management and simple

time registration

• Automatically handling of work in progress

management. The most frequently business problems

are listed below together with Project Managements

solution to these.

During the last couple of years NaviCom has

counselled a number of international companies in

relation to their business processes with project

Project Management - The Tool of the Future

• Architects, engineers and contractors

• Advertising, PR and media companies

• IT companies and WEB consultants

• Governmental and public companies

• Research and development companies

• Accountants and management consultants

• Wholesales and production companies

3

The basic data necessary to efficient and effectively

management of projects are defined on the project card.

The project no., customer name, resources responsible

for the project and how to invoice resource types, items

and expenses, are defined on this card. At the same

time the project card contains information about

customer split and by which percentage split the

selected customers should be invoiced.

On the Project Card it is possible to

• Assign key persons to the project

• Mark the project as internal

• Relate the project to a main project

• Choose to use work in progress

• Choose if the project should be invoiced as

”fixed” or ”ongoing” project

• Define method for work in progress

• Define customer split on the project

• Define what the project should effect in the G/L

budget

• Define dimensions for the project

Basic Information

Project Card

4

The task list consists of a project header with

information about customer and project, as well as task

list with specified main and sub tasks. These task lists

can be organised by type in order to have data displayed

in a user defined and friendly format.

On the task list you can see the budgeted and actual

cost and price amounts for resources, items and

expenses. In addition to this you can see the number of

hours and resources.

On the project task list it is possible to

• Use activity calendar for creation of a project

plan

• See main tasks or all tasks

• Delete unused task lines

• Set up of project specific prices for resources

and expenses

• Create a payment plan and invoice set up

• See budgeted hours and amounts compared

with actual hours and amounts

• Copy project budget and task lines from another

project

• Automatically move dates for the project

budget

Overview

Task List

5

The relevant information can be keyed in on the project

when a project budget has been created/calculated. In

the budget windows you can key in the number of units

or the amount to be budgeted for resource groups,

resources, items or expenses. It is possible to budget

on units and / or amount.

Once the budget has been created Project

Management updates the columns in the task list in order

to give a complete overview of the project budget.

Under budgets it is possible to

• Budget directly on the task lines

• Budget per day, week, month, quarter or year

• Differentiate on cost or price depending on the

project, the resource and/or the work type

• Budget on resource groups

• Split group budget on individual resources

• Budget on items

• Budget on expenses

Planning

Budgeting

6

Under project statistics it is possible to see

• Budgeted sales amount, cost amount

• Budgeted profit, profit percentage and factor

• Actual invoiced price, sales amount and cost

amount

• Actual profit, profit percentage and factor

• Actual expense invoicing and expense invoicing

percentage

Detailed information about the budgeted amounts and

the actual values for each project can be seen under

project statistics.

It is easy to get a complete project overview covering

payments, resources, items and expenses.

If the Main project functionality on the project card is

used it is also possible to see project statistics for all

subprojects assigned to the main project.

Follow-up

Project Statistics

7

Under time entry it is possible for the individual resource

to quickly register their time usage and expenditure on

the project tasks they are working on in the chosen

period.

In the time entry window it is possible to see the norm

time per time detail level (i.e. day) and per time period

(i.e. week) as well as the difference between the

registered number of hours and the norm time.

Furthermore, it is possible to see the number of

registered hours marked as chargeable.

Time and Expenditure Registration

In the Time Entry Window it is possible to

• Carry out all time registrations in one window

• Automatically import budgeted tasks for the

resource

• Add new projects and tasks

• Register time usage on the individual task

• Register any expenditure and mileage related

to the task

• Make a detailed text description of the

performed work

• Change chargeability for a time usage

Efficient Time Entry

8

Using NaviWEP via a web browser you can perform

many of the same registrations as in Project

Management as well as seeing statistics, transactions,

task lists and payment plans for the individual projects.

As project manager it is possible to edit and approve

time and expenditure registrations. When the project

manager approves the registered hours and expenditure

they are registered in the same area as data registered

directly in Project Management.

In NaviWEP it is possible to

• Adjust the time sheet

• Enter time usage on the individual task

• Enter any expenditure and mileage related to

the task

• Make a detailed text description of the

performed work

• Manage projects

• See statistics, transactions, task lists and

payment plans

• Edit and approve time and expenditure entries

Web-based Time Entry and Project Management

Time and Disbursement Registration via NaviWEP

9

When the resources have closed their time period, it is

transferred to the approval stage. By using the various

filters at the top of the approval window, the project

manager can easily get an overview of the registrations

on particular projects. The registered hours and

expenditure can be edited before they are approved. For

instance, it is possible to change an entry to chargeable

or assign the entry to another project. It is possible to

post all lines together. However, it is possible to post

one line at a time should you find yourself in a situation

where you need to.

Under Approval it is possible to

• Use filters to quickly focus on own projects

• See budget and actual usage on the tasks

• See total usage per task in the period

• See the different registrations on each task

• Edit the various registrations

• Approve registrations

Efficient Approval Procedure

Time and Disbursement Approval

10

A set of standard reports has been developed for Project

Management, focusing on the main areas: projects,

resources in relation to projects, project expenses,

invoicing of projects and the basis for this and the

projects in general. The reports can be used as tools by

project members, project managers, accounting

personnel as well as managers. With the reports you

can structure and summarise data and print them.

With the reports it is possible to

• Structure and summarise project data

• Perform targeted follow-up

• React quickly to avoid ill-handled projects

• Get an overview of the chargeability of the

resources

• Supervise the profitability of the projects

Reporting

Reports

11

The standard reports for Project Management are assembled in a Report Appendix, which gives a descriptive

explanation for each report. Below an illustration of one of the standard reports.

Report Example

12

To ensure that Project Management can handle the

customers various working procedures and the project

progresses the best way possible, there are a set of

processes to be performed and certain tools related to

these processes to be used.

Customer Contact

When the customer has accepted an agreement, the

workshop analysis and a possible conversion analysis

are calculated.

Internal Procedures

After agreement upon a workshop analysis with the

customer, the customer completes and forwards a

document containing ”internal procedures”. The internal

procedures describe how projects are currently handled

and what expectations/demands the customer has for

a new system.

Preparation

Originating in the customers internal procedures and

the company profile, the basis and focus of the work-

shop analysis is prepared. Furthermore an initial project

plan with main tasks is defined.

Training / Project Group

Before the actual workshop analysis is carried out the

customers project group is trained in the standard Project

Management solution in order to ensure the project

group the right qualifications for making vital decisions

in the workshop.

Workshop

NaviCom consultants examine the standard Project

Management solution together with the customers

project group and compare the solution to the customer’s

current working procedures and methods. The future

procedures and set up are determined in cooperation

with the customer.

Project Phases

Project Management - Methodology and Tools

13

Report Writing

In the analysis report, all areas in Project Management

are described including recommended set up and

development. The report includes information regarding

handling of project, test period and sign-off procedure.

The financial benefits of implementing Project

Management will also be descriped

Quote and Project Plan

The final solution and the associated services are sold

based on the analysis report. When agreeing upon

the solution a detailed project plan for implementation

is designed including status meeting, possible vacation

plans etc.

Conversion

Converting from another system requires a specific

conversion analysis. All the essential areas in the

accounts will be taken in consideration in this analysis.

Training / User

All users will be trained in the customer specific

solution before the test implementation.

Test Implementation

A test version of the solution is installed at the customer

before the system goes into operation, in order to have

the solution tested for any errors or shortcomings. This

will also enable the customer to use all areas of the

solution when the system goes into operation.

Test Period

Errors / shortcomings should be reported to NaviCom

in writing. Any new developments beside the ones

described in the analysis report are descriped on a

requisition basis, and forwarded to NaviCom’s project

manager.

Delivery / Approval

The system is finally implemented on a server, when

the customer has run the test system without errors or

shortcomings. The customer then has the opportunity

to test for further errors and shortcomings in the

programming as described in the analysis report. When

the project has been delivered and approved by the

customer, we recommend a test period of 6 months at

least before evaluation of the entire project.

Project Management Tools

• Workshop analysis

• Users manuals

• Report appendix

• Initial work sheet

• Internal procedures

• Checklists

• Test plan

• Hand-over documents

• Recommended network specifications

• NaviWEP technical requirements

• Set up document

• Process list with responsibility assignment

• Conversion analysis

• Error Report

• ROI ”Return on Investment”

Project Management - Methodology and Tools

14

NaviCom is one of the most important Navision

Solution Centres. We are completely focused on the

Navision products and this ensures that all of our

employees are trained and accredited in the products

we provide.

NaviCom currently employs 70 people with business

units in London and Denmark. We are Navision

specialists with more than 14 years of experience and

over the years have focused entirely on Navision

projects; the experience of our employees makes us

highly effective and efficient.

Benefits when using NaviCom as supplier

• NaviCom focuses especially on Project

Management

• The customer will experience a professional

advisor in all Navision relations

• Special methodology for implementing Project

Management

• Online remote access and local onsite support

by NaviCom

• Significant opportunities for the customer to

influence the future development of NaviCom’s

Project Management solutions

NaviCom is a choice that reaches far into the future. We

are dedicated to using NaviCom’s unique business

methodology that ensures success.

Besides being Navision supplier for the market in

general we have a strong focus on vertical solutions.

Since 1998 we have developed a Project Management

solution especially targeted to companies having project

management as a key area. Project Management is also

certified by Navision Software Ltd.

The NaviCom Project Management module is sold

throughout the world to companies with an unlimited

number of users.

NaviCom as a Partner

”NaviCom has a strict focus on Project

Management and project economy. Competence,

methodology and marketing goes hand in hand

and reflects years of hard work. Future customers

will get a very competent collaborator.” Søren Fink-Jensen, Chief Executive Officer of Navision Denmark a/s.

15

Whether you are out to conquer new markets,

strengthen your business relationships or increase

profit, we have the solution that matches your business

and its plans for growth.

Navision uses the latest technology and industry

standards to provide us with a simple, elegant platform

that we use to solve your unique challenges. When we

develop your solution we build on the experience and

practical examples of over 133.000 projects managed

by over 2.300 local Navision Solution Centres around

the world.

The methodology and tools available to Navision

Solution Centres around the world ensures that you get

a solution built to match your work processes and goals.

We work closely with you to identify your way of doing

business. The solution matches your specifications within

time and budget. The result is a cost-effective and

adaptable business solution.

Navision - The Way to Grow

www.navi-com.comwww.microsoft.com

Project Management is in

the following countries

Are you experiencing business process problems in relation

to projects time demanding manual procedures? Would you

like to discover ways to make real improvements to your

business? Project Management is the solution for you. If

you wish to learn more about Project Management please

contact one of our dedicated teams.

Denmark

Norway

Sweden

United Kingdom

Spain

Canada

USA

For information on international

certified Project Management

distributors, please contact

NaviCom in Denmark.

NaviCom A/SSlotsmarken 14DK-2970 HørsholmPhone +45 45 16 06 00Fax +45 45 16 06 06

NaviCom A/SAndkærvej 19DK-7100 VejlePhone +45 76 49 83 80Fax +45 76 49 83 89