Projects module

In this article, you will find general and useful information about projects and project cards.

General information

RecMan is built for flexibility, and it is therefore important to know a few fundamental things concerning projects and assignments. The main thing is that all of the assignments you work with must be associated with a project. A project can be anything from a request for concrete agreed staffing assignments to an internal project.

There are several project types:

• Staffing – For all kinds of requests, assignments, etc., relating to staffing, where work will be logged. Use of RecMan as a staffing solution.
• Recruitment – For all types of recruitment contracts, search, headhunting, etc., where no work will be logged. Use of RecMan as a recruiting solution.
• Recruitment & Staffing – For mixed projects.
• Consulting – For consulting projects.
• Other – For all projects that do not fit into any other categories and where work will be logged.

Each project has a main phase that will help you sort and manage projects, which can provide the basis for budgeting and forecasting. These phases are:

• Request – It is a request from a customer to acquire a candidate which is actively being worked on.
• Not started – This means that the project is registered, but it is neither canceled nor active. It means quite simply that the project does not have any activity at the moment, but it could be done later.
• Active or Active (urgent) – A project that is actively being worked on, for example, where candidates are in the pipeline and is the next step after the request.
• Solved (ended) – This means the assignment is fixed and completely finished, and there is no more activity on the project.
• Solved (ongoing) – Normally only for staffing, this means that the employee is found and is working, and the activity consists of paying the candidates and creating orders and invoices. Once the assignment is complete, the project should be changed to Solved (ended).
• Canceled – Project that is initiated but that has then been canceled.
• Lost – Lost is used specifically on potential projects that have then, for instance, been taken over by a competitor or stopped by internal affairs. This status can be helpful statistics-wise to keep track of a project that was actually lost.

Project type and phase can be changed for multiple projects at once. Just select all the necessary projects, and the buttons will appear on the top:

Projects also have statuses:

• Complete
• On track
• At risk
• Off track
• On hold
• Not set

You are also able to add value to the project when editing the project information. The value will also be shown in the project overview.

Project Overview

To navigate to the available Projects, hover over the blue projects icon and click Projects.

Projects icon in the menu bar

Using search and filter to keep track

The layout is similar to the rest of the system and allows you to filter the viewable projects in the menu on the left.

If you have employees working on a project and work is logged, they will appear in the project list under the project they are working on. The briefcase icon next to the employee is a shortcut to the job contract of the employee, while the clock icon is a shortcut to the registration of the employee’s work.

Overview of the project card

To get an overview of the Project card, see the image below with explanations for each numbered field.

Overview of the project card

1. Project name: On top, you see the name of the project, when it was created and when it was last updated. You'll also see which co-worker created and updated it.
2. Edit project: This is where you can edit the project or delete it by pressing the garbage can. In the editor, you can input the following:
   Edit project fields

   • Department
   • Project number
   • Status
   • Phase
   • Project type
   • Responsible co-worker
   • Name
   • Description
   • Value
   • Our invoice reference
   • Customer invoice reference
   • Period

   • Payment category

     

3. Project information: Shows general information about the project.
4. Icons: With these icons, you can click to expand to find/input more information about:
   • Resources: Shows co-workers, contact persons etc., that are assigned to the project as a resource. You can add/remove resources as well as send mails from here.
   • Key figures: Provides an overview of the economy of the project based on employees, revenue, salary and contribution margin.
   • Economy: Shows a graph of the project revenue over the past two years. You also get an overview of the latest invoices sent that are tied to the project.
   • Files: You can upload/download files tied to the project.
   • Offers: An overview of offers and agreements submitted in connection with the project. You can also create new offers/agreements and get information about where they were sent and whether they were opened and signed.
   • Staffing calendar: Shortcut to the staffing calendar.
   • Logged work: Shortcut to logged work.
5. Salary- and project data*: Here, you can set overriding salary and project data for the project. The options can be viewed below by expanding:
   Salary- and project data fields

   • Default holiday salary
   • Default collective agreement
   • Default salary matrix category
   • Default invoice price
   • Default hour salary
   • The overriding social cost (which will override the one set in a collective agreement and job)
   • Mark-up factor
   • Addition factor
   • Mark-up
   • Piecework period type
   • Skills profile
   • Template - customer agreement
   • Customer agreement - contact person
   • Template - employee agreement
   • Email template - customer agreement
   • Email template - employee agreement
   • Occupation code

   

6. Price list - collective agreement*: Here, you can specify a collective agreement with the following fields:
   Price list - collective agreement fields

   • Article type: E.g., Salary, absence, addition & deduction.
   • Article: Such as hourly wage and overtime
   • Salary calculation: Fixed price, In addition, or Factor.
   • Invoice calculation: Fixed price, In addition, Factor or Mark-up salary factor.

   

7. Jobs: Here, you find both active and previous jobs. You can easily change the working period for the job and go to the employee agreement.
8. Candidates in pipeline: Provides an overview of the candidates in the project and where they are in the hiring process.
9. Split commission*: This makes it possible to split the commission in percentages between several co-workers on the project. Split commissions will be visible in the report Economy overview.
10. Directions*: General directions to the workplace.
11. Industry: Here, you can define which industry the project belongs to.
12. Notes: A text box to write useful notes about the project.
13. Tasks: Tasks tied to the project. Here, you can add, edit, delete, and complete tasks.
14. Attributes: Attributes are custom-made data fields that you can use as search criteria that are not standard on the project card. These are set up in System Settings → Projects → Attributes.
15. Log: A log of events/activities related to the project. You also have the option to manually write log entries with the ability to link those to a category, candidate and contact person.
16. Job Postings: Which job posts are associated with the project? You can quickly navigate to the job post and applicants from here.
17. Orders: This box allows you to register an order, e.g., if a startup advance should be billed. All invoiceable matters unrelated to work (logged work, etc.) should be put in order. An order is like a draft of an invoice that allows you to enter it without having to actually send one. You don't need to create an order of logged work; the system will do that automatically through Order backlog - work.

* Enabled through the Project System Settings.