Administration – Projects Admin

Most configuration of Projects occurs during the setup of each Project in the main Projects Application itself. Therefore the amount of enterprise wide preconfiguration and preparation that needs to occur from a main administrative perspective is quite light. Especially so, when compared with some of the other application genres in the combined business applications suite.

That said, the Project Management application suite is no slouch and is a powerful tool. It is deeply integrated into many other areas of the solution set including assets, resources, employees, self-service users, contracts, CRM, e-HR and more.  It is therefore heavily reliant on the effective setup and preparation of your entire company ‘instance’, employees, calendars, task management and so on.  For example, when a CRM user promotes an Opportunity into an Order they click a simple yes/no prompt that asks them if they’d like a Project to be created against the Opportunity.  All historic data, documents, drawings, quotations, proposals, communications and activities/tasks that lead to the Order are immediately attached to the new Project including everything that took place before the opporunity was even created (it’s history as a lead by way of further example).  No transfer of documentation, no kick off meetings, no scrambling project office trying desperately to gather all the requirements; all over again. It all happens; instantly!

Once correctly prepared, Project Management is a deeply integrated software solution that works seamlessly and effectively as a horizontally integrated element that utilises and leverages almost every other facet of the entire solution suite. If you use Contract Management then it uses that too; if you use e-HR it use that and so on. It is fully able to leverage your internal and external resources, companies, clients and employees.  Assigning tasks is no longer a standalone activity handled by a project manager who then has to scramble to orchestrate those resources.  They simply build out their project task by task, laying out the prerequisites and dependencies and the task matrix is generated automatically; including the charts, plan, run time and overall expenses.  This is the type of tool that most project managers have always dreamed about; but never been able to realise effectively.  For more details on using the Project Management Application please refer to the relevant user guide. They are listed at the bottom of this page.

We will now describe the administrative features that will need some attention by your main administrator so that the groundwork is ready for the application proper.


Resource Groups

Contains a dictionary which allows you to group additional resources that you may add to the scope of your projects that are not inherently internal resources to your organisation.  When adding employees as users to your platform you have the option, with each, to set the employee up as a ‘resource’ (tick box) and note their monthly, daily, hourly and overtime rates.  This immediately makes each employee tagged as a reference available to be used for jobs/projects and more.

  • The purpose of this dictionary is to enable your business to add additional resources and group these additional resources by the fundamental type/role that they operate within.

    Use this dictionary to add additional resource group types to your projects, for example, consultants, contractors, architects and so on, so that as you add additional external resources to the pool of talent available to your projects that they can be managed within their groups.  This makes it easier to select the appropriate available resources that you can apply to projects even if your company/business uses a lot of additional external or hired in resources to do some or all of the work.

Change Manager

  • Default i-VO rules

    i-VO is a specialist ‘template’ used in a range of platform solutions that cater to the needs of businesses that need granular change control and authorisation processes in place.  i-VO stands for ‘interactive-Variation Orders’ and is an application that allows users in a Project to raise ‘changes’ based on rules you define.

    For example, if a change in scope raises a change with a value above X then notify the client and seek their approval and sign off of the change.  The client will use a specialist mobile application so that as your workforce encounters these changes in a project, even on site, they may alert the client and seek the necessary approval in real-time for the change. With astute use this technology keeps the client and project as a whole in lock-step around cost changes and your project can avoid final bill-shock on completion when clients begin to raise objections to items billed.  This application is used extensively in the building trade for obvious reasons; or in any industry that suffers projects with constant scope or requirements creep.

    The other type of change it can track includes a change in time; as time costs money.  So changes in cost or changes in time may be supported by a real time tracking and authorisations tool with notifications and acceptance/sign-off.

    Use this dictionary to define new rules or edit existing ones.  To add a new rule, click on the yellow Add New button;

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  • Each rule can be made up of either extra cost, extra delay or both.  With each rule you create you can then elect to trigger a manager approval with a subsequent approval and acceptance by the client.

    NOTE : i-VO is a specialist solution from Trivaeo. To use i-VO in production you should have engaged with Trivaeo directly to enable the necessary business logic and mobile applications interactions layer with your solution.  Whilst the i-VO rules is a fixed functionality that you will see as a standard applications user you will be unable to use the technology unless you have specifically arranged to receive it and have it enabled by Trivaeo as a ‘solution’.

  • Auto Numbering Settings for Change Requests

    Define your own auto numbering settings for Projects so that projects you begin to orchestrate with the business applications suite follow in sequence from your legacy systems.  Use the Enterprise Wide and Site Name settings to add additional meta to the numbering and set the next in sequence number that will be used on the next project.

    From that moment forwards all projects created will run in natural sequence.

  • Change Request Reasons

    Your projects will always face some form of ‘change requests’ that originate from the project itself, a change from the client or even a change that is required by a 3rd party; for example a buildings inspector or a tester.  Use this dictionary to present all the different types of change requests you wish to track in your projects.

  • Change Effects

    Changes in projects typically expose themselves in one of two ways.  One, they create additional cost or two, they create the need to burn additional time to get the task/job/project done.

    For each type of change possible in your industry please describe the typical impact as either an additional cost, additional time or even both.  This will ensure that as your project users record new changes to the project that they are automatically triggered to enter the appropriate change in cost or time accordingly.