Project management system
Finclock project management software helps you to achieve the following:
- Create, plan and monitor projects online.
- Manage tasks and work assignments in real-time.
- Manage project costs online.
- Get work reports from workers in realtime
- Track project expenses and progress.
- Send project reports to customers
- Cut expenses in projects and avoid losing customers in projects.
- Increase productivity of workers in projects
- Manage employees in remote project.
- Complete projects on time.
How Does Project management software serve your organization?
Project management software consists of tools to help you organize projects in your business or organization. A project is essentially a set of activities aimed at reaching a functional or a financial goal in a given timeline. The main elements in a project are goals, resources, and timelines. Hence, using project management software helps you to plan, evaluate, and report the goals, resources, and timelines in a given project. Any organization deals with projects, either on a daily or periodic basis. In this case, a project can be accomplished in a few hours or several months. Thus, a project management system will help you to manage your activities and optimize performance at the least possible costs and timelines. In this guide, we inform you on how to manage projects using online project management software.
Project creation using project management software
Project creation is the first step in project management, which is accomplished using the online project creation feature. In this case, you will create a unique name for the project, which can help all team members to recognize it at a glance. Additionally, you will select the person to manage the project, which can either you or any member of your team. Then, you will write a project brief or introduction. The brief is a summary of instructions that the people should know. Typically a project brief should be about 100 to 150 words. Online project management software includes tools to create a numbered list, which is important to all projects. Hence, a project management system starts with project creation, project brief, and assignment of a project to a project manager.
Project planning using a project management system
Project planning entails the management of the actual activities or tasks to be accomplished under the project. Notably, project management software enables you to select the tasks that will be completed under the project. Online project management includes a list of tasks that are normally performed in the organization. The best project planning tools will start with the selection of tasks per department. Then, the tasks are assigned a start date and end date. The next step is to add task briefs, which instructs the people on what to do under the project.
Project planning using online project management software includes selecting the status of each task. In this case, a task can be assigned the status of the planned task if they will begin on a future date. When the task’s start date arrives, the project management system automatically changes the status of the tasks to the active task list. At the same time, the people assigned the task are notified via SMS, email, or mobile app that they should start working on the task. Moreover, the notification provides brief details of the task and the assigned person may proceed to login into the project management system and check more information. Hence, project planning entails selecting tasks, setting their timelines, adding task summaries, and notifying the team members.
Task management using project management software
The tasks under a given project are managed by making timely reports and changing the status of the tasks. The task reporting feature is provided in a simple, effective, and convenient manner, which enables team members to make task reports from any location, using a web browser (google chrome, safari, Mozilla, and internet explorer). The task reporting feature enables you to add the task report name. Normally a task report name is a brief description of what you have accomplished in that task so far. Then, a task expense is added as a number, which indicates the amount spent to accomplish a given item under the task. The next part is to write a description of the work done, followed by attaching files related to the task completed. Thus, a work reporting under the project management system will indicate the progress and enable the project manager to know how much progress is made under that task.
Project costing encompasses planning the financial aspects of a project. The project management system allows you to select the tasks already included in a project and assigning them the expected costs. In this case, a project costing feature allows you to select items to be added to a given task and the exact number. For instance, project costing in a design, a project may entail selecting the printing papers, selecting the number of papers, and the delivery date for the papers. When you save the details the project management software prompts you to select the supplier from a list of supplier partners. When a supplier is selected, you can choose to send a notification or not. Thus project costing starts with selecting the tasks and assigning items under the tasks and notifying the suppliers.
Tasks involving services are managed in a similar way to the items. In this case, one selects the project tasks, followed by add services. The services can appear in a list of partners where one selects the service provider, sets a cost, start date, an end date for the service. The project manager will select to either send a note or not. When one sends a note, the service provider receives an email or SMS with the details of the services they should provide. Markedly, defining the actual cost of services may involve negotiations, which makes the item and service cost editable as the project proceeds. Hence, project costing using an online project management system involves defining the items/services under a task and notifying the people involved in those activities.
Project total costing is automatically calculated and tabulated according to the tasks under a given project. Markedly, a task may have many items and services. Each cost is accounted for and included in the total project costing. This is usually a report that can be updated as the project proceeds. Markedly, the people allocated costing roles should be defined, to prevent unwanted cost modifications. The online project management software costing is easy and fast to use. The project costing report eventually helps decision-makers to easily define the budgets of projects, which can be linked to invoicing and other financial reporting features.
Project reports and analysis
Project reports help you to improve your business processes continuously. The project management system provides reports that you need to make decisions, both in real-time and periodically. For instance, you can look at the project status and in a few seconds decide the person to send a message or request for a progress report. Furthermore, Finclock project management software provides periodic reports for the project, including the financial report for your projects, progress reports, items use, and task reports. Hence, you will make informed decisions regarding work in your organization.
Project Performance reports
Staff performance reports under a project management system help you to know the best performing and the least performing employees. Use Finclock project management system to view the work reports summary of each employee. The performance is calculated automatically based on the lateness and the number of completed tasks per given period. The managers using Finclock have eliminated manual follow-up of employees and can manage all the employee work automatically. Therefore, using Finclock helps your organization to make informed decisions and work efficiently.
Project financial reports
Project financial reports provide you will details of the money IN and money out for a given project. The money IN is the charges per project while money out is the expenses in a project. Using Finclock Project management system helps you to download financial reports for your projects and simplify the process of revenue analysis. Since the costs and expenses are calculated automatically, the work of a project manager is simplified to just analyzing and exporting the reports to pdf or excel. Using Finclock project management software improves revenue management in the project because managers can be notified when a project cost exceeds the budget set for the project.
Project notification and alerts
Using Finclock project management system, the employees are notified via SMS and email when someone is assigned a task or a project. The SMS notification helps the team member to look at the project or task details immediately thus creates real-time communication. Moreover, the managers get an SMS when a project report is uploaded, which automatically eliminates the need for manual follow-up. The team members can also make requests for information and the recipient gets an email and SMS notification. Furthermore, when the status of a project or task is changed, the relevant managers get notified automatically. Thus, Finclock project management system helps you to manage all projects, save time, money, and improve productivity.
How to choose a project Management System
A Project Management system should save your time and money. The best project management software should do more than that. Here, the task manager app and the projects software should put your organization in a better decision making the position, in real time. Thinking of the best software for project management has to begin with understanding the needs of your business. Some of the questions to ask yourself here include;
What is the nature of your project?
The nature of your projects will determine the choice of a project management system. Are you in products or service business? If your business entails products, it’s easier to standardize reporting in projects, as either incoming or outgoing products. Then you can go deeper to categorize the items and plan on reporting templates. The best project management software for supplies business would require features such as tracking of items, expenses, and even workflows as well as task manager application.
The service industry has different project needs. Let us consider an organization dealing with services, e.g. construction or cleaning. The nature of the projects may be categorized per client. Then, under the client, there will be expenses, tasks, and even income. Now such a business will need a project management system that targets a breakdown of a given client’s job into project, milestone, tasks, sub tasks, etc. This is the power of #1 project management software.
The nature of the business or institution’s operation will largely determine the type of a project management system. Time is gone where we used to force software into a business. Currently, businesses have a choice and you better make the best choice. I recommend Finclock Project management system for businesses. The system provides tools that fit different organizational structures, with detailed reporting features.
How many management levels in the project management software?
The project managers are the end users of project management software. They are the people who interact on a daily basis with the systems. Certainly, you need a system that allows flexible allocation of managers to different projects. I would consider an ideal project to have three levels, who are involved in the real-time project reporting and decision making. In most organizations, a project supervisor will be in direct contact with the project activities, such as allocation of tasks, execution of the tasks, and direct connection with suppliers, client, and the workers All these are provided in the work management system, task manager app and the cloud project management system. As such, project supervisors or team leaders become he best people to record project reports using project management system and the work management system. When the reports are recorded, they need to go to a manager, who will either be processing payments or sending formal reports to the client. Here, we can have an organization with more than one department, such as finance, human resource, and operations. These departments will need to get the reports of the project. However, a good work management system will have the ability to divide the reports as per the department and managerial levels. It is therefore critical to evaluate the number of user levels or the department supported by a project management software, before settling on the purchase. In this case, it is critical to be able to register a trial period and evaluate the system yourself.
What project reports are availed in the project management system?
A project management system will essentially provide reports about the projects. To simplify further, a project report will have a record of the actions taken in a given project. These actions can be in different stages, time and locations. Thus, a good project management software should be able to capture the features of a project, with unlimited flexibility. It is clear to state that good project reporting software should not be limited to certain environments only. Here, a good project management system or task manager system will enable both employees in the office and in the field to contribute to a given project. This collaboration will go a long way in cutting project expenses and timelines.
A good work reporting system will include tools that help people take reports, at different levels of engagement. Here, it will be critical to consider the fact that not all people are interested in the same details about a project. For instance, a project manager in the operations department will like to see exactly what is happening in each location, to the finest details. On the other hand, a finance manager will be interested in the money matters in the project, with evidence of expenditure or payments. So, a good work management system should be able to capture these features and combine them.
Project Analysis in work reporting software
Truly, times are gone when digital reports were just a pile of spreadsheets. The best project reporting software must be able to provide analytics, which is geared towards fast, accurate and informed decision making across the organizational lines of communication. A good project management system will focus on finding the key decision points in a project (KDP). In other fields, we would call this a Key performance indicator (KPIs). These indicators in a work management system should include, tasks completion, task reporting, expenses in a project, project timelines or plans, budgets, and project progress. The most advanced methods of project analysis may require multiple stages of data analysis. However, there have been great improvements brought about by the number 1 project management system for fieldworkers in the world. Finclock has been able to combine all these tools in a simple, task manager application, which has changed the way people view and understand the whole concept of project reports analysis. Here, the project management system application has improved to include real-time project analytics. In essence, the only thing a manager needs to do is to log in to their account and see the real-time project reports.
It is not easy to pick a software that combines everything, but it is possible to find as many features as possible in a good project reporting system. Best project management software will provide analyzed reports for fast decision making. As a manager, no one likes to take too much time with a project report, without finding the information they are looking for. Here, we conducted research with 50 companies across the world. We asked managers which is the best project reporting software. Most of the answers by managers were based on three main parameters of the reports, which include timeliness, accuracy and the level of analytics.
Real-time decision making in work management system
Projects permit different levels of response time. Some projects may be ruined a 30 minutes delay, while others will be okay, even if a report is delayed for a week. Therefore, the nature of the project internals will be important. Some of the best software for project management will insist on real-time reporting. This form of reporting is very important especially in industries which are time critical. Good software for project reporting will take care of the intervals, where the manager can set the reporting intervals. A good way to approach this kind of system is to ensure that the people working in the industry are able to customize the reporting periods, to fit the nature of their operations. Some projects may even require reminders and alerts if there is a late report. In such a case, the alerts and notifications for reporting are important to the mangers and the staff members, who are using the task manager app. The only way to set the alerts and reminders in project reporting is to have a mobile application, email or internal system alerts. Such systems make it necessary for the project managers to file reports after a certain period. As such, the recommended project management software is Finclock, which provides real-time reports, that can be customized as per the nature of company operations.
Field projects management software vs. in-house work management system
Field Project management software
Field projects are the most popular projects across the world. These projects range from construction projects, field service, cleaning, transport projects, guarding, mining, security among other field projects. Majorly, these projects face challenges of streamlining reporting. As such, a good project management system should provide tools that help people in different industries to easily customize a solution to fit their reporting needs. The ability to report from a mobile phone has become a critical feature in project management systems. Here, the project reporting app will be used by field workers such as engineers, supervisors, guarding mangers among others to make reports that streamline the working operations of the company. The current world has changed fast and thus the nature of operations in a project will mainly affect the overall cost. Notably, the competitiveness of global companies requires that for a business to service in field projects, the managers must be able to eliminate time and labor wastage. Using work management system for project management will help a manager to streamline the operations while in the field. A good project management system must, therefore, provide a project reporting application, as part of the reporting methods. Here, Finclock work management system provides project reporting application, which works without an internet connection. The ability of workers to make project reports offline helps in streamlining reporting since there shall be the consistency of reports, regardless of the connectivity. Finclock project management software also includes rugged field service phones, which have a very long battery life. Thus, FinClock project management solution for field service and field workers is the best option.
In-house project management software
In-house projects are conducted on premise or a certain office. Noted that the in-house project management software can be deployed in the Local area network or within the same set of computers. Thus, in-house or on-premise project management software have been easier to deploy than the field service software. However, there are any areas of business operations, which have changed in the recent past. One of the main areas is the level of analytics and workflows. Lately, companies and organizations prefer to use system which will allow seamless workflow across departments. Thus, looking for a project management software that takes care of all the needs is a critical step. Here, we recommend using a work management system that fits both the promise departments and the field service departments. The best software for project management must therefore include the task manager app, if meant to benefit the company. Also, it is clear that the on-premise projects are declining, thus the need to have online project management software.
Online project management software
The world is decentralizing to cloud-based project management systems. The trend is clearly a factor of cost and efficiency. Certainly, the cost of operating a cloud-based project management system is much lower than on-premise project management system. In fact, studies have shown that online project management systems are always 50-75% cheaper than the on-premise project management software. As such, Finclock provides the best online project management software, which can be accessed both using the mobile phone as a mobile app or on the web using common browsers, such as Google, Mozilla, safari or internet explorer. The task manager app within the project management system will include features that range from project creation, milestone creation, project reporting, task reporting, reminders, and requests in projects among others. These features provide the project manager with tools to completely streamline the projects. Thus, Finclock is the best online project management system, which comes at affordable costs and fits all the needs of your business.
Project management system Cycles or stages.
The project cycle refers to the project creation, execution, handover and maintenance stages. As a manager, look for the features provided in each of the project stages. For project creation, check for how the project is named and stored in the database, the formats, the definition of milestones/sprints in a project, the definition of tasks, budgeting and allocation of tasks and the setting of approval levels.
The execution stage entails the actual reporting of the project activities. Here, we are talking of project reports being created by the workers, supervisors, managers and then handed to the clients,, using the task manager app. The best project management system will include features to help the employees and supervisors to create reports in real-time. The faster the reporting feedback, the better it shall be to the project managers, business owners, and the clients. The best way is to also have the project reporting be broken down into milestones and tasks, which will aid in providing as detailed reports as possible.
The most important cycle is the project analysis cycle. In the past, the project analysis was done after a stage is completed. The danger in this type of management is the fact that if there were mistakes or losses, they will only be identified after the project has been completed. Naturally, these management strategies are expensive and inefficient. Modern methods of project analysis have embraced real-time project analysis based on the tasks, milestones, and sprints. Here, we are considering a project analysis, which gives the actual expenses per task, the actual progress of a task and the actual comparison of tasks with the project plan. You will find that such a comparison can be summarized and presented in a dashboard, with indicators of the actual position of the project. This is the greatest power of Finclock project management system. The system offers direct project management analytics, which enables the managers to make a decision at a glance of the dashboard.
The Last cycle in Finclock project management system if the evaluation/ reference projects cycle. This cycle provides managers with the ability to use previous project reports, to compare with the current projects and make continuous improvements as time goes by. The finclock project management system and the task manager app have, included the top engineering algorithms, which enables forecasting, datum projects and the continuous improvements in the KPIs of a project management cycle. As a result, using this system will improve your company profitability exponentially.
Project planning using Project management system
A project plan provides an actual roadmap toward the execution of a given project. When the planning is done properly, it is possible to move fast and maintain top quality. We consider a good project plan as documentation, detailing the project activities, budgets, timelines, and people. These four aspects in a project are critical for any manager. In FinClock project management software, the four items are included in both the management and employee’s level. However, the users shall get information that is relevant to them. A manager in one of the client companies says that Finclock is the software that crunches the numbers for managers. Truly, the crunching of numbers is done from the planning stage to the final stages of each project.
Project report using project management system
Project reporting will include creating of reports either using forms or applications. In most systems, project reporting is done in forms, which can be either manual or common spreadsheets. Then, the data goes to Project management software, where the analysis level can vary from basic to advance. The challenge with this kind of reporting includes lengthy reporting cycles, duplication of work and errors in the reports. A combination of these factors leads to inefficiencies which end up as financial loses in a project.
Using the top project management system, your employees fill be allocated tasks by the project manager. Then, they will be required to make periodic reports on progress. If someone is late or delays sending a project, they are automatically alerted as well as the manager.
How to make project report using Best project management software
The process of making a project report has been simplified into a 3 step process. Using finclock Mobile application, you will only select the project, select tasks and make an update. In the update, the information will collect include the expenses, the progress of tasks, comments and the physical evidence of the work done. Here, the Project management app is used to take photos, comments and audio records can be made. It becomes very efficient to use the best project management system. The best part is that finclock project software provides tools that allow offline project reporting.