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    Project Dashboard

    Title Info | Setup | Project Details | Contact Information | Dashboard Sections | Resources

    When you first open a project, you are taken to the Project Dashboard. It is a way to see an overall account of how the project is doing and navigation to detailed areas of the project. You can see summarized financial information, along with basic client contact information and project communications and a log of what has occurred on the project as a whole. 

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    Title Info

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    Project Number, Project Name, Client ID

    Favorite

    • Clicking the "Star" will make the project a Favorite for you. Then when you go to the Projects page, there will be a tab called Favorites you can click on to this project listed there.

    Print

    • Clicking Print will give you various options of what you want to be printed in a PDF Job Jacket.
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    More

    • Give you access to System Settings, Refresh Project Financials, and Delete.
      • System Settings: This is where you can control which Dashboard items and Project Details are visible.
      • Refresh Project Financials: This can recalculate the project financials numbers with what is currently in the system. In case things have changed so rapidly that the overnight refresh has not run yet.
      • Delete: If the project has no financial transactions applied yet, then it can be deleted if necessary. But once a single transaction has been created, the project cannot be deleted.
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    Setup

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    Schedule

    Estimates

    • Opens up the Estimates list for the project. You can then create or print Estimates from here too. For more on this, please refer to the Estimates Overview guide.

    Project Settings

    • Gives you access to the Project Setup, which includes the name and click of the project, along with Billing and Accounting sections.
    • There should not be too much of a need to access this page if your intake workflow is set up to fill in these details for you based on your Clients Setup and Project Templates. For more on this, please refer to the New Project guide.

    Team

    • Gives you access to the users who are on the Team of the project.
    • While you can add and remove users to the Team, you cannot remove Team members who are also assigned in the schedule.
    • There is also a Subscriptions section that can play a role in who gets put on the Email To list for Conversations by default. And who you want to set as a default Approver for Deliverables.
    • There is also an Auto Assign option to push the Team member with matching services to your Approved Estimates budget in the schedule. Be very careful with this option, however, as it will wipe out what's currently assigned in your schedule. So be sure to read the New Project and Estimates Overview guides thoroughly to understand how this works.

    Project Details

    Project Status | Specs | Change Request | Misc Costs | Files | Deliverables | Daily Feed | Conversations | To Dos | Budget | Billing | Transactions | Quotes | Purchase Orders | Broadcast Orders | Insertion Orders | Burn Chart

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    Project Status

    • This is a clickable link to change the status of this project. The Project Status can control things such as if the project is Active, or allows time and expenses to be entered or changed. For more on this please refer to the Project Status Codes guide.

    Specs (if not Shown On Right)

    • Opens the Spec Sheet list for this project. For more info check out the Define Spec Sheets guide.

    Change Requests (if not Shown On Right)

    • Opens the Change Request list for the project. For more info check out the Change Request guide.

    Misc Costs

    • Opens the Misc Costs screen for this project.

    Files

    • Opens the Files screen for this project. For more info refer to the Project Files guide.

    Deliverables (if not Shown On Right)

    • If enabled, opens the Deliverable Board for the project. For more info refer to the Deliverables Overview guide.

    Daily Feed (if not Shown On Right)

    • Opens a screen of all the projects transactions and changes, by date and user.

    Conversations (if not Shown On Right)

    • Opens a screen of all the project conversations. For more info refer to the Project Conversations guide.

    To-Dos

    • If To-Dos are enabled, then this will open the To-Do board for this project.

    Budget

    • Opens the budget screen for the project.

    Billing

    • Opens the Billing screen to edit transactions and generate an invoice for the project.

    Transactions

    • Opens the Transactions report view, but is limited to only the projects transactions you are currently looking at. To report on all project transactions, use the Views > Projects > Transactions.

    Quotes

    • Shows open Quotes only for the project. Use the Views to locate closed Quotes.

    Purchase Orders

    • Shows the open Purchase Orders only for the project. Use the Views to locate closed orders.

    Broadcast Orders

    • Shows the open Broadcast Orders only for the project. Use the Views to locate closed orders.

    Insertion Orders

    • Shows the open Insertion Orders only for the project. Use the Views to locate closed orders.

    Burn Chart

    • This is a visual representation of the project allocations vs actuals. For more info refer to the Burn Chart guide.

    Contact Information

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    Client

    • Shows the Client Name. Also, you can click on the blue text of the name to open the Client Record.

    Primary Contact

    • Shows the Primary Contacts Name. Also, you can click on the blue text of the name to open the Contact Record.

    Email

    • Displays the Email Address of the Primary Contact above.

    Account Manager

    • Display the Account Manager assigned to this project.

    Dashboard Sections

    Daily Feed | Spec Sheets | Deliverables | Recent Conversations | Custom Fields | Project Snapshot | Project Profitability | Team

    Daily Feed

    • The project feed tracks almost any transaction or change to the project.
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    Spec Sheets

    • Shows the Spec Sheets that are entered on the project for quick access.
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    Deliverables

    • Shows all Deliverables made for the project and their current Round / Approval Status.
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    Recent Conversations

    • Shows the most Recently Added or Replied To Conversation thread at the top.
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    Custom Fields

    • If using Custom Fields, only the ones that are populated will appear here.
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    Project Snapshot

    NOTES:

    • This section is hidden by default.
    • The calculations on this page are performed each evening during the server reset. Click the Apply button from the Snapshot Options to have the project recalculate immediately.
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    The Project Snapshot is a module summarizing the current financial information of the project. Divided into two major sections, the Project Summary and the Project Profitability, it allows a user to see, at a glance, where the project stands in terms of budgeted versus actual time costs and billings. It also displays the to-date figures for projected profit and actual profit of the project.

    This guide will provide users with the formulas used to obtain the figures or the location from which the figures are derived.

    NOTE: When comparing the actuals on the project dashboard vs. what you see in a Billing Worksheet can differ. This can occur when you prebill an order, but do not yet have the vendor invoice entered.

    Options

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    You can define how the financial information of the project is displayed, including allocating overhead on the project level.

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    • Include Unapproved Transactions: Includes Time and Expenses that have not been approved in the calculations.
    • Include Sales Tax: includes Sales tax from Invoices in the calculations.
    • Allocate Overhead By: Select how you want to allocate overhead on the project:
      NOTE: The allocated overhead amount is not displayed in the Actual Profit area of the Dashboard. It is only included in the calculation for Operating Profit (AGI - Total Inside Costs). For the actual amount, see Reports>Financial Reports>Project P&L (Detail)
      • Hours=(Total Client Hours/Total Hours) (Total Overhead $) >>(Total Project Hrs/Total Client Hrs)(Client Overhead $)
      • Labor Cost=(Total Client Labor Cost/Total Labor Cost)(Total Overhead $) >> (Total Project Labor Cost/Total Client Labor Cost)(Client Overhead $)
      • Total Bill=(Total Client Billing/Total Billing)(Total Overhead $) >> (Total Project Billing/Total Client Billing)(Client Overhead $)
      • None:
    • Realized Rate Method:
      • From Labor Billed:
      • From Total Billed:
      • From Labor Income Accounts:

    Hours

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    This area provides a comparison of Project Budget vs. Actuals. The Budgets are based upon all approved Estimates and Change Orders for the project. Hours are based upon all approved and unapproved time entries. Billing is based upon approved Invoices only.

    • Total Budgeted Hours: Sum of All Labor Hours from Approved Estimates and Change Orders.
    • Less Total Actual Hours: Sum of All Time Sheet Hours logged against the project. Hours shown are determined by the setting in the Snapshot Options area, Approved or Approved + Unapproved.
    • Remaining Budgeted Hours: Equals Total Budgeted Hours - Total Actual Hours.
    • Projected Average Hourly Rate: Equals Total Labor $ Amount from Approved Estimate(s) and Change Order(s) at Gross / Total Labor Hours from Approved Estimate(s) and Change Order(s).
    • Realized Average Hourly Rate: Equals Total Labor $ Amount Billed or marked Billed to Date / Actual Hours.
    • Total Allocated Hours: Equals Total number of hours that have been allocated across all tasks.
    • Future Allocated Hours: Equals Total number of hours allocated to future tasks.
    • Currency:

    Amounts

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    Includes unbilled, billed, and marked as billed transactions.

    • Budget from Approved Estimates: Sum of All Gross Labor and Expenses from Approved Estimate(s) not including taxes.
    • Budget from Approved Change Orders: Sum of All Gross Labor and Expenses from Approved Change Order(s) not including taxes.
    • Total Approved Budget: Equals Budget from Approved Estimates + Budget from Approved Change Orders.
    • Less Total Actual Billable: Total Approved Budget – Total Actual Billable Amount. NOTE: Total Amount does not include Open Unbilled Order amounts. You can match this number in the Project Budget Analysis report using the "[Inside Costs Gross] + [Outside Costs Gross] + [Labor Gross]".
    • Remaining Budget Amount: Equals Total Approved Budget – Total Actual Billable Amount.
    • Currency:

    Billing

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    • Total Advance Billings:
    • Open Unapplied Advanced Billings: Sum of All Approved client invoice lines, where the invoice has been marked Advance Billed, from orders linked to the project that have not been reconciled to the vendor invoice. Click on the edit icon to see a list of Invoices associated with this figure.
    • Total Standard Billings: Sum of All Approved client invoice lines generated from transactions. Click on the edit icon to see a list of Invoices associated with this figure. 
    • Total Amount Billed: Sum of All Approved client invoice lines generated for the project, including the unapplied amount from the Advance Billing invoice, Fixed-fee, and standard billing invoices.
    • Total Approved Budget: sum of all approved estimates and change order estimates
    • Remaining to Bill On Estimate: This is a calculation of Total Approved Budget minus Total Amount Billed.
    • Revenue to Recognize: This is a calculation of the Total Approved Budget amount minus the Total Amount Billed on the project.
    • Currency: defines the project currency

    Project Profitability

    NOTES:

    • This section is hidden by default.
    • While the budget screen adds Open Orders Gross Unbilled, the Dashboard Section does not.
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    Estimate

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    • Hours: The sum of all hours contained in all approved estimates and change orders.
    • Total Labor: The sum of Labor Gross amounts.
    • Labor Contingency: The sum of all labor contingency amounts contained in all approved estimates and change orders. calculation = (Labor Gross)(% Contingency entered on single estimate).
    • Gross Expenses: The sum of Gross Expenses contained in all approved estimates and change orders.
    • Total: Sum of Total Labor + Gross Expenses.
    • Net Expenses: The sum of Net Expenses contained in all approved estimates and change orders.
    • Gross Profit (AGI): Calculation of Total - Net Expenses: %= AGI/Total.
    • Labor At Net: The sum of Labor cost contained in all approved estimates and change orders.
      NOTE: labor cost is set on the individual Services/Roles via Admin>System Setup>Time and Billing>Services: Hourly Cost.
    • Net Profit: Calculation of AGI - Labor At Net : % = Net Profit/Total.
    • Sales Tax:
    • Total With Tax:
    • Projected Hourly Margin: Calculation of Net Profit/Hours.
    • Currency: If using multi-currency, this will appear.

    WIP

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    NOTE: This section is based on the actual unbilled transactions regardless if you are Posting Work In Progress (WIP) or not. So you may see differing numbers between this screen and your WIP Analysis report.

    • Labor: Total of unbilled Labor Gross.
    • Inside Costs: Total of unbilled Misc Costs and Expense Reports Gross.
    • Outside Production Costs: Total of unbilled Vouchers Net.
    • Outside Media Costs: Total of unbilled Media Vouchers Net.
    • Total WIP: Calculation of Labor + Inside Costs + Outside Production Costs + Outside Media Costs.
    • Currency: If using multi-currency, this will appear.

    Actual

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    This section displays figures based on Posted transactions only. This area will include Journal Entries entered against the project. These will not be reflected in the Project Budget screen.

    • Revenue: Sums All Posted GL Transactions related to "Revenue" GL Account Types for the project (Invoices, Receipts, WIP Posting and Journal Entries).
    • Outside Costs: Sums All Posted Transactions related to "COGS" GL Account Types for this project.
    • AGI: Is the "Agency Gross Income" and its calculation is based on the following = "Revenue - Outside Costs".
    • Direct Expenses: Sums All Posted Transactions related to "Expense" GL Account Types for the project.
    • Inside Expense Cost: Sums Misc Cost (Net) and approved Expense Reports that have not been converted to a voucher for the project.
    • Inside Labor Cost: Sums all approved time entries. Calculation: (# of hours)(hourly cost from employee record).
    • Operating Profit: Calculation = AGI - (Direct Expenses+Inside Expense Cost+Inside Labor Cost).
    • Other Income: Sums all transactions posted to the Other Income account for the project.
    • Other Expenses: Sums all transactions posted to the Other Expense account for the project.
    • Overhead Allocation: Looks at the systems entire life time to calculate this projects Overhead Allocation. Would be the same as running the Project Profit and Loss with a date range of All.
    • Net Profit: Calculation =Operating Profit +Other Income - Other Expense.
      NOTE: The following calculations settings will depend upon the selection made under Options: Realized Rate Method.
    • Realized Average Hourly Rate:
      • Labor Billed: Calculation = Labor Billed / Actual Hours, where labor billed = sum of Billed Hours x Billed Rate from time entered against the project. This does NOT include hours marked as Write Off.
      • Total Billed: Calculation=Total Billed / Actual Hours, where total billed = Billed Amount + Advance Billed Open; Billed Amount = sum of the total amount of all invoices for the project.
      • Labor Income Accounts: Calculation = Total Amount in Labor Income Accounts / Actual Hours, where labor income accounts total = Journal Entries + invoiced labor tracked to "Labor Income" GL accounts.
    • Realized Average Hourly Cost: Calculation= Total Labor Net / Total Actual Hours.
    • Realized Average Hourly Margin: Calculation = Realized Average Hourly Rate - Realized Average Hourly Cost.
    • Currency: If using multi-currency, this will appear.

    Write Off

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    This area shows a summary of transactions that have been marked as Write Off on the Project. All figures are based upon billable/Gross amount.

    %: The % displayed for each section is based upon the total write-off amount on the project: calculation = Section write-off total / Total Write Off Amount.

    • Total Labor At Written Off At Gross: Sum of all Labor marked as Write Off on the project.
    • Total Outside Costs Written Off At Gross: Sum of all Vendor Invoices marked as Write Off on the project.
    • Total Inside Costs Written Off at Gross: Sum of all gross Expense Report and Misc. Cost transactions marked as Write Off on the project.
      NOTE: Expense Reports that have been converted to Vouchers for reimbursement will be seen in Outside Costs.
    • Total Write Off Amount: Equals Total Labor Written-Off at Gross + Total Outside Costs Written-Off at Gross + Total Inside Costs Written-Off at Gross.
    • Currency: If using multi-currency, this will appear.

    Team

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    • This shows you a list of the team members on the project and their contact info.

    Resources

    Transaction Preferences

    Define Services

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