How Project Management Systems Can Knit A Team Together In A Software Environment Online

What is Project System and how does it work?

Project system is an online environment for managing large projects. It works with a system of clients, employees, jobs, and work records. In a nutshell, work is performed by employees for clients. The jobs are recorded and the work performed (by employee for client) is recorded. As the project manager, you have visibility and control over the entire process.

How does the system work?

The system is made up of three basic components:

a. A contact database of clients

b. An employee database

c. A job system

d. A work record

As the project manager, go to Add New job and enter:

a. Select the client from a drop down list

b. Select the employee assigned to the job.

c. Describe what you want done in specific terms.

d. Set the priority of the job.

When the employee logs onto Project system they are taken to the Job Queue. In the Job Queue is a list of jobs they are to work on. As they work on the job they record what they do in their work record (and the hours worked). As the project manager you control who does what. You also have immediate feedback as to what each employee has actually done. Project System works equally well when employees are not in the same physical location.

How do I keep track of jobs?

You have a master job list (see screens, number 3). When a client calls needing something done, just Add the job into the system and assign it to an employee. Then that job is being handled. You don't have to juggle dozens of details because they are all in Project System. With this tool you can manage far more than you could keeping things in your head or on post-its.

How do employees know what to do?

Keep in mind your employees do not get paid unless they do the work in Project System. As a matter of course, they will log into Project System when they start work. When the employee logs in the first thing they see is their job screen. This is a list of the jobs assigned to them. They work on the top job down, recording what they did and how long it took.

How can I make the employees participate in the system?

Simple, put the work in the system. If they don't open the system and do what's assigned, they don't get paid. Employee pay is based on hours logged into the system. If there are no hours logged, no pay.

What if we work in different cities?

Project System is a web-based system. It works well in the office. It works just as well on the road. It is perfect for coordinating projects, clients, and labor from remote locations. You can have employees, contractors, and clients anywhere in the country.

How does the labor get billed?

All the work done goes into Project System. Labor accumulates in the system database. Once a week, go into the system and Invoice the labor by posting it to the client. The system automatically generates invoices by picking up all posted labor and compiling invoices. Every minute is accounted for.

How many clients can I have?

Project System will accommodate an unlimited number of clients. Not all contacts are paying clients. A typical project may have around 100 paying clients.

How my employees can I have?

You can access as many people as you want into the system. A typical organization is usually about 10 people.