Accessible directly after creating a project, the project sheet includes all the essential information on your initiatives.
It is a collaborative space in which each person assigned to the project will be able to exchange and configure the project according to their access profile.
The following guide introduces you to the sections of your project sheet. If necessary, you can hide certain sections, choose their display order or reactivate them. For more information, see the guide Set up sections of your project sheet.
Project Sheet Menu
The project sheet comes up with a secondary menu allowing you to perform various actions:
- Customize Page: This button allows you to display sections you have chosen to hide and choose their display order. For more information, see the Setup sections of your project sheet.
- Save As Template: Once your project is set up, you can save it as a template so that you can recreate other projects that share the same information more quickly.
- Download the PDF: you can also choose to export your project sheet in PDF format.
- Download in Excel: you can export your project sheet in Excel format with this option.
- Close Project: This option allows you to declare a project as completed. This project will no longer be available on the planning page or in the timesheets. If you are on a closed Project Sheet, closing button will be replaced by Open the project in order to modify it again.
You can also choose a customized period from the project sheet header to view the information for this initiative between chosen dates. By default, the period will be start and end dates of your project.
The description field on the project sheet allows you to enter important information of your project and to include different multimedia elements (tables, lists ...) which will guide your teams towards the accomplishment of the objectives.
This field is usually used to define precisely the mission of your project and its objectives.
A clear and well-defined mission with SMART objectives is a guarantee of the success of your project.
Make sure to identify goals such as
- Specific: each objective must correspond to a specific goal that your teams understand
- Measurable: your goals must be quantifiable to measure your progress
- Achievable: your goals must be realistic to motivate your teams
- Relevant: the objectives of your projects must be consistent with your company’s strategy
- Time-bound: your goals must have a deadline
Note: We recommend that you include media items (images, videos, PDF document ...) in the Attached Files section rather than in the Description field.
1. The project sheet includes basic information about your initiative:
- The start and end dates of the project;
- If relevant, the closing date of the project and the name of the person who carried out this action.
- Its main category
- Its secondary category
- Its duration in working days
- The allocated budget
- The planned expenses
2. Progress bars allow you to compare the planned work versus the work done by your teams.
The Hours Planned bar shows the number of scheduled hours for all resources assigned to your project.
The Actual Hours bar shows you the same type of information for actual hours.
Good management practices imply that the Actual Hours bar should be as close as possible to the Scheduled Hours one, without ever exceeding it.
3. This diagram shows the overall achievement rate of the objectives you have defined for this project.
This rate will increase automatically depending on the progress’ rate of each objective and / or the objectives declared as completed.
State and historic changes
Project State shows the current health status of your project.
In general, we identify three different states:
- Green State: The project is proceeding as planned. Your teams have not encountered any particular difficulties and your project should end on the scheduled date.
- Yellow Status: The project is experiencing minor difficulties and might be late. This situation is usually temporary and indicates that your teams have already identified solutions to put in place.
- Red Status: Your project is experiencing major difficulties and could fail. Your teams are no longer able to carry out your project. You have to take immediate action or else your initiative will fail.
Clicking the Edit button to the right of this section will allow you to change the current state of your project and view the history of the previous states of this initiative. The Status Change History section of the project report presents the different states of your project during its realization.
You can then analyze all the problems encountered and solutions put in place to identify what lessons you learned at the end of your project.
You can attach to your project sheet different types of media files that will help your teams achieve their goals.
These files will be available at all times for each person assigned to the project, even after the end of the project. They can at the same time download each of these files or even delete them.
This area usually includes the following files:
- Project Guide
- List of required
- Lessons learned…
Project’s deliverables define the major stages of a project in order to have a more precise follow-up on the progress of those objectives.
Each deliverable in Beeye has its own manager, rate of progress and, if needed, start and end dates.
You can perform different actions on these deliverables:
- Creation: by clicking on New deliverable
- Modification: by clicking on the name of the deliverable
- Delete: trash icon
- Moving in the list: using the drag-and-drop method
Custom fields allow you to add additional information fields that are not available by default in Beeye. They are useful for faithfully reproducing your business processes in the application.
These custom fields can be attached to a project (eg delivery date of the supplier) or to a deliverable (eg budget allocated to a specific deliverable).
These fields are available in different formats:
- Text fields can contain all types of characters (letters, numbers, symbols ...)
- Number fields can only contain numeric values
- Dates fields give you the option of choosing a date
- The list fields allow you to choose one of several options that you have defined beforehand
- The Employee fields allow you to choose a resource among your company.
For more information, please refer to the following guides:
- Understand the different custom field types
- Set up custom fields for your projects and tasks
- Manage custom fields for your projects and tasks
- Add or edit the value associated with custom fields in the Manage tasks of your projects
The Team table shows you each resource assigned to this project as well as the amount of work planned and completed.
More precisely, you will be able to consult in this table the following information:
- Scheduled hours
- Hours achieved on this project
- The rest-to-do (the remaining scheduled hours since the last real time entered)
- The projected total (sum of actual hours and rest-to-do)
- Selling Hourly rate
- The total amount used (the product between the hours worked and the hourly selling rate)
Warning: the data presented in this table take into account the period chosen.
Note: this table allows you to modify at any time the selling hourly rate of each resource. However, access it requires a particular access profile.
In this section you can define the different objectives of your project and measure their progress rates as you go along.
As a reminder, good objectives are "SMART" objectives:
If necessary, you can assign an end date, a maximum quantized value, and a current value to measure the progress of each.
Warning: This section is intended to identify the final objectives of your project, ie the objectives on which the success of your project depends directly.