Getting Started with Projects

Sara Morcillo VidalImplementation Manager

Introduction:

Autotask Implementation Manager 1 year

15 years in IT

Implemented over 60 customers

Spanish, English, Afrikaans, Italian and Portuguese

Tweet About Us: #CommLive Facebook: www.facebook.com/Autotask

Agenda:

Introduction to Project Management

Definitions Why Use Projects? Project Security/Permissions Creating New Projects Working With Projects

Project Definitions:

Project: Management of a planned set of steps you and/or your

resources will take to meet a specific business objective; either internal or customer facing. Projects typically have different phases, tasks, key players (team), deadlines, and a budget.

Project Definitions:

Phase: Method of organizing different stages of the project and

grouping all related tasks

Task: The executable items that need to be completed

Why Use Projects?

Create and manage client projects, proposals and internal projects, consisting of multiple tasks that need to be completed by varying deadlines and varied resources,

Client Project, is a set work you undertake to perform for your customer and will be billing them for it. Most commonly linked to a quoted fix price, covered in Autotask as a Fixed Price Contract.

Proposal Project, is used to defined a project before it begins, or to create a ‘scope’

document. This type of project can be linked to an Opportunity, thereby giving the Sales Person more power, assistance to be able to close the deal, by being able to include the project plan into the customer proposal.

Example: Network Installaion

Internal Project, is used to monitor time and materials on tasks performed for your own company. This will help you to track costs internally.

Example: Software Installation for your own Call Center

Why Use Projects? - continued

Manage resource time (track “estimated” to “actual” hours – both billable and non-billable),

Maintain separate billing requirements, set up budgets, track costs/profitability,

Communicate with internal and external project team members and access project-related documents.

Project Permissions:

Who has access to project data in Autotask? Account Owner Project Lead Team Member Department Member Workgroups (Virtual Departments)

Projects: Security/Configuration:

Open Autotask

Projects: Security/Configuration: - continued

Project Configuration

Open Autotask

Projects: Security/Configuration: - continued

Workflow Levels

Open Autotask

Creating New Projects:

From Projects module>New Project

Open Autotask

Creating New Projects: - continued

From a Saved Project Template

Open Autotask

Creating New Projects: - continued

Import from CSV file

Open Autotask

Business Case:

Office 365 Migration: Charged at fixed price (€5000.00), to be collected in

installments (milestones); 50% up front, 50% upon completion.

Materials billed separately

Estimated number of hours determined in pricing, but fee is consistent regardless if we’re over or under anticipated number of hours. No labor will be billed hourly.

Open Autotask

Creating Business Case Project

Create Phase(s) Directly into the schedule

Creating Business Case Project - continued

Phase Page

Creating Business Case Project - continued

Create Task(s) Directly into the schedule

Creating Business Case Project - continued

Task Page

Open Autotask

Working with Projects

Dashboard My Projects My Tasks & Tickets Dispatchers Workshop

Summary:

Projects should be used to manage both client and internal projects consisting of multiple tasks to be completed by varying timeframes and performed by varying resources.

Best Practices for creating projects: Use Templates Import from CSV Task Library

Best Practices for working with projects: Use Workflow Rules Use Dashboards Use Reports

Thank you!