The planning overview is one of the cornerstones of AutoPilot. By regular revision of the project’s ETC, the project leaders ensure that the finances are current in all projects.
The project leader therefore has control of the individual project’s finances and can intervene, communicate and be business aware.
The project leader creates projects and activates them. Subsequently the project leader plans the progress of the project.
Accordingly, the project leader is able to allocate the required staffing and create the ETC budget.
A simple colour coding will show if the activities are available for further registration of hours or not. This ensures a realistic registration and thereby reliable business intelligence data.
If the project’s fee is divided between its activities, an Expected Current Rate of Return will be shown per activity. This gives the project leader an early warning for those activities that will have financial trouble. This makes it possible for early intervention if necessary.
Sound project management is the foundation of a sound project management culture.
The project is then divided into work packages and activities as required by the project leader.
An Expected Current Rate of Return is calculated based on the number of hours used and ETC budget.
The planning overview shows the spare capacity for each employee and is used, in cooperation with other project leaders, to reallocate staffing resources that conflict with each other.
The Capacity Graph will quickly reveal if the budgeted staffing hours are nearing their capacity limit, and if it is time to bring in external resources, or if there is too little work in relation to the staffing hours available.
The timesheet is a cornerstone in AutoPilot. All employees fill in and submit their timesheets daily. This ensures the company has up-to-date information of all projects’ management foundation.
The project leader has decided what activities are open to registration for each project. The timesheet automatically shows the activities an employee is allocated to.
The only thing the user needs to do, is to register the number of hours. It is possible to link notes and expenses to the hours. If the project leader has switched on the pencil icon, a note is needed about the number of hours spent.
The Submit function provides the user with the possibility of checking the figures before submitting them. After submitting, the registrations will automatically become part of the basis of billing and automatically enter into the project leader’s planning and forecast of the projects’ Expected Rate of Return.
A sound and accurate culture of registration is fundamental for a sound project management culture.
The billing system has access to all elements in the Project Business Information Model, such as:
- The agreed fee
- The number of hours spent
- Subcontractor expenses and other expenses
- Instalment payment plans for billing
The billing system provides the most outstanding service to the customer:
- The invoice can be sent as soon as the basis for billing occurs
- The invoice can show work packages to match the demands of the customer
- Previous invoices, the remainder of the billing and remaining balance can be shown
- The number of hours spent can be shown including any notes employees may have made
The project leader registers the agreed fees and the fee breakdown.
The project leader can continuously review the project’s ETC Plan and create invoice proposals for the projects. Thereby the project leaders have an overview of the finances of all projects.
In this way, project leaders perform sound project management by:
- Being at the forefront
- Being business aware
A sound billing culture completes a sound project management culture.
Knowing your Business
The Management team is able to analyse the company’s earning capacity apportioned on self-selected criteria, by using business intelligence.
The Management team sets up the framework for the analysis themselves.
In the example below, the Management team has divided the company into sectors and grouped the projects by fee ranges.
The AutoPilot concept of software, business development and software support aids everything in regards to realistic registration.
Through continued and sustained support from the Management team, this will ensure reliable data and thereby reliable Business Intelligence.
Business critical decisions will then become well-founded.