Getting Started with Projects


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Projects are a natural part of any MSP business. For this reason, learning to efficiently create a project is essential to a solid service delivery. You will be guided through the exciting new Project interface. Learn insight on the right configuration for efficient project creation and management.

[Presenter: Sara Morcillo Vidal, Autotask & Moderator: Melissa Hockenberry, Autotask]

Published in: Technology, Business
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Getting Started with Projects

  1. 1. Getting Started with Projects Sara Morcillo Vidal Implementation Manager
  2. 2. 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:
  3. 3. Agenda:  Introduction to Project Management      Definitions Why Use Projects? Project Security/Permissions Creating New Projects Working With Projects
  4. 4. 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.
  5. 5. 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
  6. 6. 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
  7. 7. 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.
  8. 8. Project Permissions:  Who has access to project data in Autotask?      Account Owner Project Lead Team Member Department Member Workgroups (Virtual Departments)
  9. 9. Projects: Security/Configuration: Open Autotask
  10. 10. Projects: Security/Configuration: - continued  Project Configuration Open Autotask
  11. 11. Projects: Security/Configuration: - continued  Workflow Levels Open Autotask
  12. 12. Creating New Projects:  From Projects module>New Project Open Autotask
  13. 13. Creating New Projects: - continued  From a Saved Project Template Open Autotask
  14. 14. Creating New Projects: - continued  Import from CSV file Open Autotask
  15. 15. 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
  16. 16. Creating Business Case Project  Create Phase(s)  Directly into the schedule
  17. 17. Creating Business Case Project - continued  Phase Page
  18. 18. Creating Business Case Project - continued  Create Task(s)  Directly into the schedule
  19. 19. Creating Business Case Project - continued  Task Page Open Autotask
  20. 20. Working with Projects     Dashboard My Projects My Tasks & Tickets Dispatchers Workshop
  21. 21. 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
  22. 22. Thank you!