Smart WFM Podcasts: Recent Episodes
Natasha
Adding a Collaborator.
You must add a collaborator if you are going to produce a multi-project invoice, otherwise it is optional.
The last step in setting up your new project is to add a collaborator.
This step is very important as it enables the information needed for invoicing, to be populated in the reports.
Locate the project once it has been set up and select Invite, then Add to Collaborator.
In the Too section, add the Collaborator's name, for example, for UKG projects, add UKG Australia, or for ADP projects add ADP Limited, and then click the "Send Invitation" button.
Select Project Permissions and move the slider from Contributor to Financials, and save the change.
Lastly, set up the modules as tasks on the project, to enable the consultants to track time against them, and so that the director can check the budget against the tasks.
Financials.
For ADP projects, the budget is determined from a commercial model located under Operations, Financial, ADP, and then select the commercial model for the project.
Keep in mind the modules needed for the project, the number of employees, as well as the 20% project management factor assumed on projects. These are calculated separately.
Add up the figures for the modules, taking the number of employees in mind, for example: ADP, TLM, Accruals, and Scheduler > 300 employees is 187 hours to do the consulting. For the PM, the sum of TLM, Accruals, and Scheduler > 300 employees is 37 hours, adding up to 224 hours. In this example, that means the BUDGET is $22,400.
TARGET MARGIN is 60%.
Add the CURRENCY that this project will be invoiced in.
BE CAREFUL as you cannot change the currency once the project is saved.
Select the RATE CARD according to the project.
The REVENUE RECOGNITION METHOD is "none".
Select the TASK BILLING MODE according to the project.
TASK DEFAULT is "Billable".
If we have any changes to the Schedule OrBudget they need to be approved.
Financials
For WFD projects, the budget is determined by an hourly rate agreement.
Multiply the hours specified on the UKG Dashboard by the contractually agreed upon hourly rate to get the budget amount.
If no hours are stipulated simply enter "TBC".
TARGET MARGIN is 60%.
Add the CURRENCY that this project will be invoiced in.
You cannot change the currency once the project is saved.
Select the RATE CARD according to the project.
The REVENUE RECOGNITION METHOD is "none".
Select the TASK BILLING MODE according to the project.
TASK DEFAULT is "Billable".
If we have any changes to the Schedule OrBudget they need to be approved.
Search Function
Use the Search function at the top of the page if you wish to search for a specific project.
Time & Expenses
Search for the project, and click on it to see the Activity tab of that project.
Select the Time & Expenses tab.
This tab displays an overview of the consultants that booked time to this project and when they worked on it.
You can refine the view by typing the name of the consultant.
The Utilization Report
From the main side menu, select Insights, then select Utilization for Principals.
The Dashboard displays a list of reports, which can be accessed by clicking on the report or by using the tabs at the top. Select the Utilization by Week tab.
Adjust what is displayed by refining your selection using the filters.
The graphic will show the target capacity , in the yellow area, that we're looking to reach against the consultant's actual utilization rate , in the green area.
Portfolio Scoreboard
From the main side menu, select Insights, then select Project Health for Principals.
Directors must locate Insights then Project Health to see the information pertinent to them.
The Dashboard displays a list of reports, which can be accessed by clicking on the report or by using the tabs at the top. Select the Portfolio Scoreboard tab.
You can refine the scoreboard using the filter option.
The report indicates all the projects' Health status but also allows you to drill into a specific project for more information.
Note: Insight reports are not real-time. The server may take up to an hour, to update data recently added.
Changing a Project's Scope in Mavenlink
Scope changes are only done in Mavenlink once the agreements have been signed with the client.
Search for the project and click on it to open it.
To the right of the Activity feed is a quick view of the project with four tabs:
Click on the appropriate tab and select the option to update the information.
For budget changes, add the PO Number into the Message block and click "Submit".
Adding a New Health Report
Search and open your project on the Activity page.
Click on the side panel icon, in the top-right corner of the page.
Once the side panel opens, click on the Health tab.
Click "add New Health Report" and enter the color status, pick either red, yellow or green, for each category, along with a short explanation.
It is important to select a color and a reason for all categories. If this isn't done, the project healthReport won't calculate correctly.
Once the explanations are entered, click "Save".
New Task: Project Management: Time & Fees
The information will default from the setup of the project.
Using the Commercial spreadsheet, combine all the modules for PM and calculate the Budget.
Once this is done the project is set up, and the consultants will be able to book time against these tasks, as well as writing posts for the Activity Feed.
New Task: Time & Fees
The information will default from the setup of the project.
Add the Budget for each module, according to the Commercial spreadsheet.
Use the same method to add all the tasks for each of the modules with their specific budgets.
Financials
For WFR projects, the budget is determined from a commercial model located under Operations, Financial, WFR, and then select the commercial model for the project.
Keep in mind the modules needed for the project, the number of employees, as well as the 20% project management factor assumed on projects. These are calculated separately.
Add up the figures for the modules, taking the number of employees in mind, for example: WFR, TLM, Accruals, and Scheduler > 300 employees is 187 hours to do the consulting. For the PM, the sum of TLM, Accruals, and Scheduler > 300 employees is 37 hours, adding up to 224 hours. In this example, that means the BUDGET is $22,400.
TARGET MARGIN is 40%.
Add the CURRENCY that this project will be invoiced in.
BE CAREFUL as you cannot change the currency once the project is saved.
Select the RATE CARD according to the project.
The REVENUE RECOGNITION METHOD is "none".
Select the TASK BILLING MODE according to the project.
TASK DEFAULT is "Billable".
If we have any changes to the ScheduleOrBudget they need to be approved.
New Task: Project Management: Custom Fields
Clicking on the panel icon next to the task name, will open a panel to the right, containing more information about the task. Navigate to the Custom Fields section in this panel.
In the Custom Fields section:
Select a date, if applicable, that this task has gone active on. If it is not active yet, do not select a date.
Select the suitable Current Phase of this project from “ACCEPTANCE”, “DISCOVER & ASSESS”, “BUILD & TEST” or “DEPLOY & SUPPORT’.
Indicate whether the Module is active or not.
Project Management is not a module, so therefore select "no" and ignore the Module field.
Add a New Task: Project Management
Adding Project Management as a new task, in the top right, click Add Task.
Following the naming convention of Tasks, this task Title is WFR Project Management”.
In the next column add the PM.
In the Status column, select the suitable option from “Not started”, “Started”, “Needs info” or “Completed”.
The Start Date and the Due Date is the same as the project.
Once this is done, select the panel icon next to the Task name.
Add a New Task
•Next to the Activity tab, select the Task Tracker tab.
•In the top right, click "Add Task".
•The naming convention of Tasks are as follows: [The name of the software], space, [the work that is being done], space, dash, space, [and the task that's being added]. For example: “WFR, space, Consulting, dash, TLM”.
•Set the assigned consultants as they are the ones that can book time to this task.
Make sure that you have added the consultants to the
It's not expected that the PMs will be booking time to the consulting modules, instead they will book their time to the project management task.
•In the Status column, select the suitable option from “Not started”, “Started”, “Needs info” or “Completed”.
•The Start Date and the Due Date is the same as the project.
•Once this is done, select the panel icon next to the Task name.
Adding a Collaborator
- The last step in setting up your new project is to add a collaborator.
This step is very important as it enables the information needed for invoicing, to be populated in the reports.
- Lastly set up the modules as tasks on the project to enable the consultants to track time against them and so that the director can check the budget against the tasks.
The Activity Log
- The first action is to post the project information received, as all the history of the project must sit in the activity log.
- Upload the documents pertaining to the project, for example, the PSEO and S2S, as they are critical for everyone on the project.
- The principals, directors, and consultants need to know what the scope of the project is and must deliver to scope.
New Task: Custom Fields
In the Custom Fields section:
Do not select a date, as this task is not active at the moment.
Current Phase of this project, is ACCEPTANCE.
Is the Module active, No.
Is the task a Module, Yes, and the Module is TLM.
Note: If this was a work order, the setup will be the same, except in the name of the project, after the colon on UKG Australia, enter capital WO and another colon and space. For example: UKG: Australia: WO. If it is a WO, the task and module would be set to "Work Order". Everything else stays the same. That enables us to separate and view all of our work orders separately.
Custom Fields.
Return to the project, and the next option from the cog icon list, is Custom Fields.
No specific "Custom Fields" are necessary.
Return to the project and the next option from the cog icon list, is Project Permissions.
The Director, Team Lead, and the consultants, will be visible with their specific access.
Make sure that "Deefault Access" is ticked for the Team Lead and Consultant roles.
Organizations
- Return to the project and the next option from the cog icon list, is Organizations.
- This information will default from the project.
Rates and Roles.
Follow the progress of the setup by selecting the next option from the cog icon list, Rates & Roles.
The information will default from the previously created Rate card.
Review the roles for each participant to ensure they are linked correctly and that their rates are correct.
**"
Set the Primary Group in accordance with the project and once set, click “Create Project”.
This means the basis of the project is created. To recheck or change any of this data, select the cog icon and Settings, and the same Project Settings screen will appear.**
General: Dates and Project Color.
The "Start Date" would be the day the project is created, and the Due Date would typically be negotiated and captured in the scope of work, or if it is a WFR project, count 14 weeks from the current day.
No description is needed unless there's something specific to say about this project.
"Project color" can be allocated as follows:
Lime for WFR projects
Cyan for Internal projects
Red for ADP projects
Green for UKG Dimensions projects
Violet for UKG Dimensions Direct projects
Indigo for UKG WFR Direct projects,
and, "Yellow", for Partner projects
Organizations: Department, and Provider Team: Lead and Consultant.
Administrators can invite participants onto the project and when an update is posted in that activity, it must be visible to them, therefore select "Posts Are Public by Default" in the "WHO CAN SEE COMMUNICATIONS" field.
Select the department responsible for the project, and select "All (Global)" in the "Choose geography" field.
"Provider lead" is the project manager on the project.
When the project lead is selected, they default in with their "Permissions", however this can be changed.
Select the consultant.
General: Naming Convention for New Projects
In Mavenlink from the menu, hover over Projects and click the plus icon to add a new project.
In the Project Name section, paste the name previously copied from the project email received, or copied from the UKG Dashboard.
Our projects have a certain cadence in terms of their naming.
Start with, the type of Project, UKG or ADP for example, space, open bracket, the Country, close bracket, colon, and the project's name. Or if it's a work order, start with the type of Project, space, open bracket, the Country, close bracket, colon, WO, colon, and the project's name. If it is not a UKG or ADP project, simply enter the client's name, colon, and the project's name.
PROVIDER name is the default name “Smart WFM”.
The CLIENT name is left as a default.
Saving the Project Documents
When an email is received about a new project, it will contain the needed information to set up a Maven link project.
For example, it may contain the Professional Services Engagement Overview (PSEO), which is the scope of the project, and the UKG Ready Sales to Service Handover Excel spreadsheet (S2S), containing the background information on the project.
Use this email to set up the project:
Save the documents in a safe location and copy the name of the project.
A director can get more information about a project by looking in the project, at the Activity Feed.
The consultants have been asked to always keep the activity feed up to date with what's happening in the project, so that everyone knows the progress.
Once your selection has been made, click UPDATE.
This will set the deefault view for each time you enter the top-level view of your projects.
Selecting Columns
Set up the columns to be able to view all the active projects, showing any revenue that has been received against it, how the budgets are tracking, and the provider lead (or PM) that is responsible for these projects.
Below is a recommendation of columns to use.
Projects
Filtering with Color
Projects are linked to specific colors and can therefore be easily filtered by selecting the correct color.
Setting up Task View
Select the preferred view from the View option, and select the needed columns.
Once the columns are selected, click Update, and it will save this view as the deefault.
Use this view, to see the budget broken down at a module level, as opposed to the project level.
Search a specific project, to see the modules that are underway in that project.
Active Tasks
Once a module is finished, it goes active (or goes live). Change the STATUS of the task to "Completed".
From the Task view, update the information regarding which phase the project is in and what date the project went active on, to report on the number of modules that have gone active.
We have a commercial agreement with UKG to deliver an agreed number of modules each fiscal year.
UKG’s fiscal year, runs from the 1st of October to the 30th of September, therefore filter on this Date Range to see all the active modules for the fiscal year.
To look at all the modules that we've got active currently, filter on active days.
Each project has specific modules or tasks that will be implemented.
To see what modules are planned, use the task view. Access it from the menu, through Tasks and All Tasks.
Tip: Open it up in a separate tab for easy access.