Project functions

Owned by Erich Must Wessel
Last updated: Sept 21, 2023
6 min read

When you start using the project module:

  • Learn about the different project features/tools

  • Decided how Project should work in the organisation

  • Define project types and project configuration

  • Build data in Manage to manage projects, and tag them to related project types

  • The organization meets the QM365 advisor, who guides them in how to use the setup

 

Introduksjon til Project: QM365 Project Intro

Project dimensions and phases

Each project must have at least one project room but can have more. Projects may require several rooms because there are several complicated phases or because different rooms require different access rights: One internal room and one for your customer. Anyway - create as many project rooms as necessary, set different access rights for each room and define different resources/tools and content for each room.

Project tools

The following data can be registered in Manage and tagged to relevant project types, and if necessary in a project, this data can be copied to the project room:

  • Document templates

  • Checklist for document/delivery plan

  • Tasks

  • Checkpoints

  • Goal

  • Requirements

Project card

The project card is set up in the Project list in Manage. This contains metadata for each project as the two screenshots below show.

Process map

Each project room can have any of the process maps from Manage as the start page. This enables a layout that clearly shows how the project will be carried out step by step. It works just like in PM. In addition, a setting is available so that the resources below can display, not only data from Manage, but also local data related to the project processes such as local risk assessment, tasks, checkpoints, requirements, local templates and targets. To manage this setting, register a case in our support system and we will help you.

  1. For each project type, you can define which process map is the start page. This is defined in the setup for project type.

  2. When editing the Project Card for a Project Room, you must remember to tick the option to show the process map

     

Document templates

Documents published from the Document Workspace can be copied to a project room. This requires that the document card contains the following information:

  • The document must be marked with the relevant project type. 

  • The document can have the default save location included - making it easy for the end user to save the completed template to the correct location.

  • The document can be marked on a relevant process if you want it to also appear in one or more relevant processes.

  • Users will find the template(s) in the "Document" tab under the heading "Local Document Templates":

     

Project Archive

All documents produced in the project can be stored in the Project Archive. The project archive can be set up with several folders and subfolders. Each folder can have different access rights.

Project archive folder setup can be predefined in the Project type list in Manage.

The project archive can be accessed both from the left menu and from the tab called "Documents". The documents in the tab are displayed as a clean list regardless of the folder structure.

Documents from the Document/Delivery Plan function - These documents will also be stored in the Project Archive. Separate folders are automatically saved when documents are uploaded.

Storage options - There is no need to use the project archive function. Project documents can be stored outside the project room, for example in a Teams channel. In such cases, when you create the project, the correct storage location may be predefined as the storage location.

Document-/deliveryplan (DD-plan)

This function, abbreviated as "DD Plan", is used when documents and/or deliveries need several control points before handing over to e.g., a customer. These can be documents such as construction drawings or project plans. For each DD plan, several documents can be uploaded, and one or more checklists can be added. Each checkpoint in a checklist can be approved, checked with deviations or not relevant. Deviations are closed later when they have been processed. Watch the video for a more detailed explanation:

Dokument plan/delivery plan introduction: DDPlan Overview

Tasks

 

Tasks are assigned to a person, you can also add, for example:

  • Title (required)

  • Description

  • Task type (meeting, milestone, follow-up, task) 

  • Priority (high, normal, low)

  • Status (not started, in progress, completed, postponed, waiting for someone else) 

  • % Finished

  • Start and due date

  • Process (can be displayed on a process) 

  • Role (to filter out information about roles)

  • Build the task list

This is done from the left menu under the "Project management" menu:

Add new tasks by clicking the "New Task" button.

Different list views - By clicking on the three dots you can choose different views. If you have the rights, you can also change the views and even create new ones.

Project Tasks

In the project task view, you will see two views. The first filtered on the logged-in user and the second all tasks:

One of the buttons will also give you a GANNT chart view:

Checkpoints

Checkpoints are similar to Tasks. Both can be prepared as resources in Manage by tagging the process and therefore become visible in the resource view:

The main function of checkpoints is that each checkpoint can be assigned to one responsible person. This person is the only one who can approve the completion of this checkpoint. It's a good idea to use this function on, for example, milestones and checkpoints that require approval from a specific person.

Objectives

Objectives are various goals to be achieved during a project. A goal can be tagged to a process, so that it appears in the resource view in the process maps. If tagged by project type in Manage, it will also be copied into relevant project spaces. Within each project room, this list can be edited.

Requirements

Requirements make it possible to manage all types of requirements: contractual, legal, quality, health and safety, etc. Copy from Manage in relation to the project or modify the existing one in the list as needed for the project.

Edit each one and enter more relevant information such as link, implementation date, responsible person, process, role, whether compliant or not (or non-relevant) and even a comment on the compliance assessment.

Risks

Risk works a little differently than most resources. All data is stored in the risk module. ​When you work with risk, you can tag relevant project types. When you open a project, the system will display all risks associated with this project type. This means that if more risks are to be registered, they must be created in the risk module first. It is impossible to create separate local risks within a project. The risks will be ready to be evaluated in the project room.

Incidents

If the Better feature is turned on for the project, the Better functionality will be embedded in each project. This enables the users of the project room to report incidents, observations, suggestions for improvement and positive feedback. The project manager will automatically be assigned to a case manager who can in turn assign any case to other colleagues in the project. All events belonging to the project room will be visible in the "Case" tab: