In the new version of Beeye, you can create projects from any page. There are two main ways you can create projects: the “standard” and the “quick” way.
The following guide describes the steps to follow to create a project the standard way. To learn more about the quick way, please read Creating a project with the quick method.
To learn more about managing your projects within the right pane, please read Introducing the project management right pane.
To see how you can create a project based on a template, please read Creating a project from a template.
Creating a project the standard way
The standard way of creating a project is particularly useful when you want to assign resources to a project and plan efforts as soon as you create the project. The information will be used to anticipate the profitability of your projects from its inception.
However, you do not need to assign resources to the project yet if you don’t want to.
To start, click the Create button in the top menu and select A project.
First step: Fill in basic information
You can now give your project a name and optionally fill in more information:
- Description: contains the project objectives, the risks and obstacles that can arise and the lessons learned during similar projects. This section can contain different HTML elements.
- Planned expenses: includes all expenses related to materials, primary resources, purchases from suppliers, etc. Expenses due to human resources will be added latest in the last step.
- Budget: the available budget that will be used to estimate the profitability of your project.
Second step: Configure project options
Indicate the start and end dates for your project
There are two options:
- Indicate the start and end date of your project. The duration of your project will be computed automatically.
- Indicate the start date and the duration of the project in months or weeks. The end date of the project will be computed automatically.
Indicate the main and secondary categories
Important: project categories must be set before in the corresponding configuration page. Please read our guide Primary and secondary project categories to learn more.
To begin, click on the field and select the main category your project belongs to.
Optional: You can fill in the fields for the secondary category that will be used for the project. To do that, follow the same process with the secondary category.
Third step: Assign resources to your project
This last step consists of assigning resources to the project. To understand the information shown on this page, please look at our guide Allocating resources to projects.
In this section, we will see how to use the filters. Then we will look at the resource allocation process.
Filtering your employees
This section will show you all the filters you can use to narrow down your list of employees and find the ones most suited to your project.
Filters can be combined to narrow down your search even more.
Filtering by skill
Important: To filter by skill, you need to set up the skills beforehand in the corresponding configuration page. Users will need to set up their skills and skill levels in their profile. Please read our guide Managing skills and expertise levels to learn more.
To filter by skill and skill level, simply select the skill you want from the dropdown menu.
You can find employees quickly by typing their first and last name in the quick search bar.
Filter by team
- Click on the Team field to display all the available teams. You can start typing a team’s name to refine your search.
- Click on the team you want to pick resources from. You can select several teams if you want.
- After you’ve picked the resources you want, you can deselect the team filter by clicking on the cross icon.
Filter by availability
The availability filter allows you to filter your resources based on their workload to quickly identify employees who are available for your project.
As a reminder, availability is computed as the difference between the number of hours available and the number of hours planned for that person.
To filter employees based on their availability, click on the dropdown menu and choose the level of availability you want for your resource.
After selecting the resources that meet your criteria, you can click on the menu again and choose “All” to see all your resources again.
Terminologie à uniformiser:
- Traduire direction par team partout (i.e. enlever tous les “direction”)
- Traduire capacité par availability ou utilization partout (i.e. enlever « capacity »)
Choosing a planning method
Note : The different planning methods are explained in the guide Allocating resources to your project.
To pick a planning method, you just need to select from the Planning method menu so time can be allocated to resources as you wish.
Important: You choice will only be enforced after you create the project. You can only choose one planning method for the whole project team.
To finish creating your project, you need at least one person to be assigned to it.
Note: you do not have to specify any efforts or hourly rates at this stage. You can modify them later on.
1. In the list of resources, you can click on the “+” icon to add the resource to your project.
2. For each member of the project team, you can specify:
- Efforts: take into account the planning method you’ve chosen earlier
- Billable rate: if it’s different from the default billable rate for that resource
Note: Access to hourly rates requires a specific access level. See the guide on Set up access rights.
Each resource assigned to the project will impact the data shown in the right-hand side so you can estimate the profitability of your project in real time based on the team composition.
You can click on the minus sign icon next to a resource to remove them from the project.
Once you’ve assembled your team for the project and checked if it meets your profitability requirements, you can create the project.
You will automatically be redirected to the project page.
If you want to learn more about the project page, please read our guide Project sheet presentation.