Projects are designed to track workflow through the life of an engagement. They allow your company to track due dates of staff assignments separately from the due date of the engagement.
The Project Interface is one of the most complex screens in OfficeTools. To access projects, navigate to the Projects tab at the top of the screen.
First off, as a reminder you will always have a client selected while you are on any given tab. So you are viewing a specific contact’s projects, not all projects that exist for your firm. To access this type of list please run a project due date report.
The toolbar found in the Projects tab allows for functions like adding a new project, editing an existing project, deleting, printing, saving, and searching projects, tracking a time card, starting a timer, emailing various information regarding the project, and accessing the project settings.
Assign Work Button is how you will first assign a project to a staff. It is the beginning process to starting a project.
The Worklist/Budget button will allow you access to the full audit trail of this project. Who has worked on which step, when those steps were assigned, completed, and how much the budgets were, are, and how much was actually tracked. The Worklist is where you will go to get an idea of what has gone on during the lifetime of this project.
The Notes button allows access to a specific notes section specifically for this one project. Plug in all project related notes into this section throughout the year to make sure they are all reconciled together when needed. Project notes can also be set to rollover to the next occurrence of this project.
Delivery allows you track how the project was delivered to the Government if applicable and how it was delivered to the client. There is a delivery report that can be ran to see the dates and methods your projects are being delivered by.
Invoice Now takes the Estimated Fee or if there isn’t one, the Actual Fee and invoices all time associated to this project for that amount. It is a great way to quickly and easily invoice a client and have OfficeTools grab all related time and invoice it from the Projects tab.
The Manage button is a powerful tool that allows for mass edits, reassignments, changes to staff, and most powerfully mass deletions. Use should be limited and monitored.