Cloud-Based ERP Software for Optimizing Organizational Operations
Our ERP systems help businesses or organizations in managing and automating their core business processes. It’s a complete modular solution that fulfills all your business needs.
Project Management
Project management is the systematic approach of planning, organizing, and controlling resources to achieve specific project goals. It involves defining objectives, allocating resources, scheduling tasks, and monitoring progress to ensure successful completion within constraints such as time, budget, and scope.
We’ll go through creating and managing projects, setting milestones, handling bugs, surveys, and lead management step by step for each feature. Let’s begin!
Project Management:
- Manage Projects: Learn how to efficiently handle projects by editing, updating, and deleting them as needed.
- Create Project: Discover the steps to create a new project, including assigning users, adding milestones, and tasks.
- Milestone and Tasks: Understand how to create milestones and tasks within a project to track progress effectively.
- Project Releases: Learn how to create and add project milestones to mark significant progress points.
- Bugs/Incidents: Explore the process of logging and adding bugs or incidents encountered during project execution.
- Project Reports: Project reports are documents that provide detailed information about the progress, status, and outcomes of a specific project. Access valuable project insights, track progress, and make informed decisions.
Milestone Management
Survey Management: Learn how to create or delete surveys to gather feedback or information relevant to the project.
Lead Management: Understand how to create or delete leads, managing potential opportunities effectively.
Manage Projects
In the “Manage Projects” section, users can create new projects and edit existing ones to make necessary adjustments.
The project list displays completed projects along with details such as project name, project lead, client, start date, finish date, estimated hours, assigned hours, actual hours, completion status, and more.
Users have the ability to search for projects using the text search bar. Additionally, there are multiple filtering options available, including Client, Project Lead, and Status. The project list is sorted alphabetically by project name.
Users can export project data in various formats such as CSV, Excel, and PDF. They can also customize the filter options using the “Show/Hide Columns” feature.
The data can be sorted using the following headers:
- PROJECT NAME
- PROJECT LEAD
- CLIENT
- START DATE
- FINISH DATE
- STATUS
- MILESTONE
- SURVEY
To manage or edit project details, simply click on the project or edit icon next to the project and then click the “Save” button to apply changes.
Note: Fields marked with an asterisk (*) are mandatory for creating a new project.
Create Project
Creating Projects refers to the initial phase in project management where objectives are identified, resources are allocated, and plans are established to achieve specific goals within a defined timeframe. During this process, you’ll discover the steps to create a new project, which may include assigning users, adding milestones, and tasks.
Follow these steps to create a new project:
- Click on the “NEW PROJECT” button.
- Choose the project type from the dropdown list.
- Select the client name from the dropdown list. To add a new client, click the “+” button or icon.
The Project Code will be automatically generated.
Note: Fields marked with an asterisk (*) are mandatory for creating a new project.
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- In the “Project Name” field, enter the project name following your organization’s naming convention.
- Specify the project’s Awarded Date, Expected Start Date, Finish Date, and Expected Hand Over Dates.
- Choose the Project Lead from the dropdown list.
- Enter the project cost in the designated text field.
- Select the project’s status from the dropdown list based on its current stage.
- Add the Project Estimated Hours and Total Number of Slides. This information aids in calculating the project’s ROI.
- The following three values will be derived from task management:
- Project Assigned Hours
- Project Actual Hours
- Project Completed Hours
- In the Project Description field, provide information related to the project and updates for future reference.
- After entering all the information, click on the “Save” button to save your changes.
Assigning Users
In this section, you can assign users (employees) to the given project.
Select one or more users from the dropdown below.
Note: If you are unable to find the desired user in the dropdown, please contact your super admin.
Adding Milestones
A milestone marks a specific point in time within a project schedule, indicating the completion of a significant deliverable. Here, you’ll learn the steps to create a milestone.
In this section, you can create a new milestone by clicking the “New Milestone” button.
After creating the new milestone, fill in the relevant information in the following text entry fields:
- Milestone
- Start Date
- End Date
- Description
Select the appropriate status for the milestone from the dropdown list. Then, click the “Commit” button to finalize your changes and save the milestone information by clicking the “Save” button in the project section.
If you wish to delete the milestone data, you can do so by clicking the delete button or icon.
Creating Tasks
A tasks are specific activities or actions that need to be performed to accomplish project objectives or deliverables. Here, you’ll learn the steps to create a task.
In this section, you can create task(s) for a project.
To create tasks, follow these steps:
- Click the “New Task” button.
- Select the appropriate milestone from the milestone dropdown.
- Enter the task name and task time in minutes in the text entry field.
- Assign the task by selecting the appropriate team member from the “Assign to” dropdown.
- Update the task status based on the work task update from the status dropdown.
- Enter the start and end dates in their respective fields.
- Update the task type by selecting from the dropdown menu.
- Click the “Commit” button once you enter each task details.
You can repeat this process to create multiple tasks and assign them to the respective team members.
Once all tasks are entered, click the “Save” button to submit all committed tasks to the database.
You can duplicate all saved tasks by clicking the “Duplicate” button.
To delete a task, simply click on the delete button or icon associated with the task.
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Add Multiple Tasks at Once
Bulk tasks can be entered using the “Upload Task Excel” option.
You can increase the number of records displayed per page by selecting the desired option from the dropdown menu.
To export the saved tasks, you have four options:
- CSV
- Excel
Additionally, the search option enables you to find and search for the desired information efficiently.
Types of Supported Documents
In this section, you can manage document(s) related to a project.
- Documents can be assigned based on designated roles.
- Only those roles assigned here will have access to the respective document.
To add a document, enter details for the following text entry fields:
- Document #
- Description
Select the specific designation to assign the document from the dropdown list.
To attach the document,
- Click the “Choose” button
- Select the file to attach
- Click the “Save” button
Note:
- You can download the attached document by selecting the download icon.
- If you wish to delete an attached document, you can do so by clicking the delete button.
- Supported documents include pdf, ppt, docx, jpeg, and png.
Managing Notification Alerts
Notification refers to a message or alert that informs users about a specific event, action, or update within a system or application. This feature manages notification alerts and specifies recipients.
There are three preconfigured notification settings available.
- You can add content to the title fields.
- Notification alerts can be configured using the toggle button.
- After selecting the desired options, click the “Save” button to apply the changes.
Project Releases
Project Releases refer to the process of distributing a specific version or iteration of a project to its intended audience. It is a section in project management where you can manage and track the different releases of the projects. This section displays details such as the Project Name, Release Version, Release Date, Release By and Incident Status.
To View the List of Releases
- By default, the Release List displays the most recent releases.
- You can use the search bar in the upper right corner to search for releases by project name, release name, or any other text included in the list.
To View the List of Releases Based on Selected Criteria
You can filter the list by several criteria using the dropdown menus at the top of the table.
- Project: Filter by project name
- Release: Filter by release name (Select all to show all releases)
Sorting the List of Releases
The Release List appears to be sorted by project name by default. It is not possible to sort the list by other criteria at this time.
Exporting the List of Releases
You can export the Release List data in a variety of formats by clicking the buttons above the table.
- Copy: The data is copied in an unspecified format, likely proprietary and can be pasted in the excel or word document formats.
- CSV: Exports the data in comma-separated values format
- Excel: Exports the data in Microsoft Excel format
- PDF: Exports the data in Portable Document Format
Adding a Release
Click the “+ ADD RELEASE” button to add a new release.
Deleting a Release
Click the checkbox next to the release you want to delete, then click the “DELETE” button.
Note: Once releases are deleted, they cannot be recovered.
Viewing Details of a Release
Clicking on the Edit icon will open a detailed view of that release.
Bugs/Incidents Column
- Within the bugs/incidents column, you have the following options:
- OPEN
- IN PROGRESS
- COMPLETED
- REOPEN
- CLOSED
In the bug column, you can log bugs by clicking the bug icon.
Note: Additionally, you have the option to attach a screenshot if necessary, and then click the “Save” button to finalize the entry.
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Bugs/Incidents
Bugs, also known as software defects or issues, are unintended errors or flaws in a computer program that result in incorrect behavior, unexpected outputs, or system failures. In this section, you’ll find details such as Project, Release, Incident Number, Status, Incident Type, and Severity. Utilizing these options allows you to obtain the project’s incident status.
Viewing Incidents/Bugs
- By default, the Incident tracker displays all incidents.
- You can utilize the search bar in the upper right corner to find Incidents by project name, incident number, or any other text included in the list.
Filtering Incidents/Bugs
You can refine the list using the dropdown menus at the top of the table.
- Project: Filter by Project Name (Select ‘All’ to display all projects)
- Status: Filter by Incident Status (Open, Completed, etc.) Select ‘All’ to show all statuses
Sorting Incidents/Bugs
The incidents can be sorted by clicking on the column header you wish to sort by. Clicking the header again will sort the items in descending order.
Exporting Incidents/Bugs
- You can export the Incident data in various formats by clicking the buttons at the top right corner of the table.
- Show/Hide Columns: Allows you to choose displayed columns
- Copy: Copies Incident data to your clipboard
- CSV: Exports data in comma-separated values format
- Excel: Exports data in Microsoft Excel format
- PDF: Exports data in Portable Document Format
Adding an Incidents/Bugs
- BenchStep ERP allows you to create new bug incidents directly from the Incident view.
- To do so, use the ‘ADD INCIDENT’ option in BenchStep.
Deleting Incidents/Bugs
- BenchStep ERP allows you to delete bugs/incidents directly from the Incident view.
- Simply select the bug incident and use the ‘DELETE’ button to proceed with deletion.
Note: Please be aware that once bugs/incidents are deleted, they cannot be recovered.
Viewing Incidents/Bugs Details
- Clicking on the Edit icon in the Incidents column will open a detailed view of that bug incident.
Survey Management
A survey is a methodical inquiry or examination carried out to gather information, opinions, or data from a targeted group of individuals. This List allows you to view and manage all of your surveys.
In this view, you can see details including Project, Survey Name, Survey Type, Due Date, Edit, and Responses.
Viewing the Survey List
By default, the Survey List displays all surveys. You can use the search bar in the upper right corner to search for surveys by project name, survey name, or any other text included in the list.
Sorting the Survey List
The Survey List is sorted by Project, Survey Name, Survey Type, Due Date, and other criteria.
Exporting the Survey List
You can export the survey data in a variety of formats by clicking the buttons above the table.
- Show/Hide Columns: This button allows you to choose which columns are displayed in the list.
- Copy: Copies the survey data to your clipboard.
- CSV: Exports the data in comma-separated values format.
- Excel: Exports the data in Microsoft Excel format.
- PDF: Exports the data in Portable Document Format.
Creating a Survey
BenchStep ERP allows you to create a new survey directly from the survey view. You will need to use the “New Survey” option in BenchStep to initiate the creation of new survey incidents.
Deleting a Survey
The Survey List allows you to delete surveys. Click the checkbox next to the survey you want to delete, then click the “DELETE” button. Be aware that deleted surveys cannot be recovered.
Editing Survey Details
Clicking on the Edit icon in the Edit column will open a popup to make updates to that survey.
Copying the Survey Link
The Survey List allows you to copy the link to a survey. Click the “COPY SURVEY LINK” link in the far right column for the survey you want to copy.
Survey Responses
Survey responses can be viewed by clicking on the response icon.
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Milestone Management
Milestone Management is the process of identifying, tracking, and managing key milestones or significant events within a project’s timeline. This list allows you to view and manage all of your project milestones.
In this view, you can see details including Project, Milestone Name, Start Date, End Date, Assigned Task Hours, Actual Task Hours, and Edit.
Viewing the Project Milestone List
- You can use the search bar in the upper right corner to search for milestones by project name, milestone name, Date Range or any other text included in the list.
Sorting the Project Milestone List
- The Project Milestone List appears to be sorted by project name by default. It is possible to sort the list by other criteria.
Exporting the Project Milestone List
- You can export the Project Milestone List data in a variety of formats by clicking the buttons above the table.
- Show/Hide Columns: This button allows you to choose which columns are displayed in the list
- Copy: Copies the project milestone list data to your clipboard
- CSV: Exports the data in comma-separated values format
- Excel: Exports the data in Microsoft Excel format
- PDF: Exports the data in Portable Document Format
Adding a Milestone
- Click the “+ NEW MILESTONE” button to add a new milestone.
Deleting a Milestone
- Click the checkbox next to the milestone you want to delete, then click the “DELETE” button. Be aware that deleted milestones cannot be recovered.
Viewing Milestone Details
- Clicking on the Edit column in the Project Milestone List will open a detailed view of that milestone.
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Lead Management
Lead management refers to the systematic process of capturing, tracking, nurturing, and converting potential customers or leads into paying customers. This list allows you to view and manage all of your leads.
In this view, you can see details including Prospect Name, Status, Initiated Date, Initiated By, Current Status, and Status History.
Viewing the Lead List
- By default, the Lead List displays all leads.
- You can use the search bar in the upper right corner to search for leads by prospect name, status, or any other text included in the list.
Filtering the Lead List
- You can filter the list by several criteria using the dropdown menus at the top of the table.
- Prospect Name: Filter by prospect name (Select all to show all prospects)
- Status: Filter by lead status (Select all to show all statuses)
Sorting the Lead List
- The Lead List appears to be sorted by Prospect Name by default. Sort the list by other criteria by clicking the headers of the table.
Exporting the Lead List
- You can export the Lead List data in a variety of formats by clicking the buttons above the table.
- Show/Hide Columns: This button allows you to choose which columns are displayed in the list
- Copy: Copies the Lead List data to your clipboard
- CSV: Exports the data in comma-separated values format
- Excel: Exports the data in Microsoft Excel format
- PDF: Exports the data in Portable Document Format
Adding a Lead
- Click the “+ NEW LEAD” button to add a new lead.
Deleting a Lead
- Click the checkbox next to the lead you want to delete, then click the “DELETE” button. Be aware that deleted leads cannot be recovered.
Viewing Lead Details
- Clicking on a prospect name in the Prospect Name column will open a detailed view of that lead.
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Project Reports
The Project Reports section provides comprehensive insights into various aspects of your projects. This report allows you to analyze project progress, identify areas for improvement, and make data-driven decisions.
Here’s a breakdown of the available reports based on the list you provided:
Task Management Reports
- Task Hours Report: This report provides task hours of each team member. It includes information like assigned and actual task hours.
- Daily Task Report: This report offers a daily snapshot of tasks completed, tasks in progress, and upcoming tasks. It can be helpful for monitoring project progress and identifying any potential roadblocks.
- Manage Task Report: This report provides a broader view of task management for a specific period. It could include data on tasks created, tasks completed, and resource allocation across tasks.
Resource Management Reports
- Working Hours Monitoring: This report helps track the working hours of your team members allocated to projects. It can provide insights into individual and team productivity and identify potential areas for optimization.
- Daily Resource Report: Similar to the Daily Task Report, this report focuses on resource allocation on a daily basis. It can show which resource is assigned to which projects.
Project Progress Reports
- Monthly Milestones: This report tracks the progress of project milestones over a month. It likely shows Project, Client, Project Lead and Milestone name
Client and Quality Management Reports
- Client Report: This report summarizes the number of projects and their status.
- Quality Audit Report: This report likely details the results of quality audits conducted on project deliverables. It includes QC Rounds, Total tasks, Development Tasks, Client feedbacks, potential issues identified, etc.
- Quality Incident Report: This report helps track and manage quality incidents encountered during the project. It can provide details like incident description, severity level, impact on the project, and resolution steps.
- Quality Bug Severity Report: This report focuses on software development projects and analyzes the severity of bugs identified. It shows bugs based on their impact and urgency and tracks their resolution progress.
Additional Notes
- The specific functionalities and data displayed in these reports might vary depending on your BenchStep ERP configuration.
- It’s recommended to consult the BenchStep ERP administrator for detailed information on filtering, customizing, and exporting report data.
