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Microsoft Dynamics Solutions for Project and Resource Management.
USE THE DYNAMICS.
proRM - PROJECT & RESOURCE MANAGEMENT
Driving efficiency and effective-ness for all types of Project.Built by proMX on Microsoft Dynamics CRM, proRM
is a comprehensive Project and Resource Manage-
ment solution, driving your business from the
initial project planning stage, through to cutting
the final invoice. Providing enhanced capabilities
in Resource Management, Skills and Qualification
Management, and Availability Tracking proRM
expands on the functionality of traditional Project
Management software to offer a more complete,
integrated solution. By capturing all the activities
and effort expended to deliver the project, by all
the staff involved proRM provides the platform for
Project Leaders to access project status, costs and
profitability.
Information at your fingertips. proRM manages your business through every
stage of you projects. Even within the prelimina-
ry project planning phase, proRM enables you to
capture all the activities and effort expended, and
so include this “cost of sales” in the measurement
and reporting of overall project or customer profi-
tability.
The integrated Human Resources Management
Module provide a comprehensive overview of the
qualifications and availability of internal resources
required to successfully deliver projects on time
and on budget.
proRM links staff and budgets to both internal and
external projects; allows internal staff resources to
capture and record expended effort easily through
a simple, optimized client, allowing companies to
manage all information and effort expended right
up to invoicing.
From Sales to Project Completion.proRM provides capabilities in all the key areas
during all the phases of a project (see figure on the
right):
Sales
• 360-degree customer view
• Account and activity management
• Resource availability
Forecast
• Revenue forecast
• Resource availability
• Employee qualifications and skill sets
• Costs
Project Planning
• Resource Allocation
• Project Milestones
• Tasks
Implementation
• Time expended recording
• Project Management
• Project Command & Control
• Communication
Project Completion
• Evaluation
• Quality Assurance
• Documentation
Integration
• ERP (NAV, Sage, SAP, etc.)
• Microsoft Office SharePoint Server
• Microsoft Project
proRM Business Advantage:
• Optimal planning and control through accurate
employee performance management.
• Outlook-like client’s familiar and intuitive inter-
face ensures all employee effort is captured, and
allocated to the correct project.
• Project Managers can immediately access and
evaluate all activities within a single, centralized
database.
• The integrated reporting and Invoice Assistant
facilitates the accurate reporting and invoicing of
all services.
• Skill Profiles captured within proRM ensure the
optimal resource mix for each projects can be
identified, maximizing revenue billing potential
THE proRM MODULES
Seamless Integration.
Personnel Management
proRM captures and stores relevant employee
information roles, skills and certifications.
Activity Recording
Staff can quickly and accurately record effort and
time expended against specific projects via the
proRM Web Client or the proRM Windows Client.
All the captured activities are captured and logged
in the central project database, and displayed to
the project leaders in an easily understood Dash-
board format.
Project Management
proRM supports the creation of a full range of
project types, internal (e.g. Marketing) or external;
fixed price or Time and Materials; and any number
of dependant sub-projects.
The module does not only integrate project and
staff budgets, but can also incorporate material
costs and third parties deliverables.
proRM fully supports the importing and exporting
for data and project structures with other applica-
tions such as Microsoft Project.
Project Invoicing
The Invoicing Assistant collates all billable costs
and consolidates them in a client invoice. proRM
can pass the invoice details either to an ERP or
Finance package, or print the invoice via Word.
Skills Management
proRM captures and manages the skill profile for
each employee of the organization ensuring all
project requests are resourced with the most ap-
propriate people quickly and effectively.
PERSONNEL MANAGEMENT
Your Most Important Resource.The Personnel Management Module provides a
single, centralized repository for the capture and
recording off all key personnel information. This
information includes defined roles, team member-
ships, working time models, internal and external
charging rates, travel rates, and employee con-
tracts and evaluations.
The Personnel Management Module also allow
companies to capture and record employees skills
and experience, qualifications, training profiles,
agreed goals and Continuous Professional Develop-
ment (CPD) activities.
The Benefit.The comprehensive data on employees and teams
provide an optimal overview of available resources,
allowing business to optimize the allocation of staff
across multiple projects. By accessing defined
team affiliations, roles, charging and costs rates
Project Leaders are able to allocate and reallocate
resources to projects to ensure all staff are alloca-
ted to the most profitable project tasks to maxi-
mize revenue for your business. Extensive Capabilities for Input of Information by
Staff.
proRM captures the following employee infor-
mation:
• Personal information
• Working time models
• Standard roles
• Team memberships
• Internal and external charging rates
• Defined Targets and Goals
• Travel
• Qualification and Certification
• Supporting Documents, e.g. contracts
PROJECT MANAGEMENT
Create the Project.Project Managers are able to quickly create new
projects with only basic information. They simply
need provide a Project Name, select the Customer
from the Customer Database, define the Project
Type and confirm the site from which the project
will be resourced. Next they will define the im-
plementation timeframe, and the budgeted effort
(man hours) for the new project; and confirm if the
project is fixed price or Time and Material model.
Allocate Resources.Once the basic project has been created, the Pro-
ject Manager is able to allocate resources. This
can be done as a manual process, or the selection
can be automated by stepping though the Team
Wizard. Based on the information provided, the
Team Wizard will designate all the relevant team
members with their possible roles and hourly rates
to the project. The Project Manager can then de-
termine and assign resources within the available
team members for that specific project, based on
timescales, location and assigned hourly budget.
Create multi-level projects in only a few steps.
Additional Features:
• Multi-level and interdependent projects can be
created to support a project structure to any
required depth or complexity.
• proRM is designed to work seamlessly with
Microsoft Project, allowing information to be im-
ported from this widely used Project Management
tool. Project Manager can create Project Plans
within a familiar environment, import these plans
into proRM and then allocate staff, budgets and
effort.
ACTIVITY RECORDING
Excellent Ergonomics.Excellent ergonomics was the primary design cri-
teria for the proRM clients. This focus ensures an
absolute minimum of non-productive administra-
tive overhead for project staff which in turn drives
productivity and efficiency, and ensures the accu-
racy and timeliness of the data.
The Advantages of proMX Activity Recording:
• Both clients utilize a familiar Outlook-like inter-
face minimizing training requirements and barri-
ers to user adoption.
• Employees can use the fast entry capabilities
offered by the proRM-Windows client like a time
stamp clock and switch simply between the diffe-
rent projects against which they have been assi-
gned for recording all activities (see illustration).
The proRM Clients. The accurate and timely recording of activities for
any project is key to the success of any Project or
Resource Management tool. proRM has recog-
nized this fact and developed optimized clients
specifically for the proRM application. These
clients are available in two versions:
• proRM-Web-Client
The web client allows staff to allocate and record
activities within a web page. This ensures the
solution can be fully platform independent, requi-
ring only access to an internet browser.
• proRM-Windows-Client
The windows client is installed on the employees’
machine using a simple, ClickOnce installation
process. Once installed the employee is able to
start, amend and terminate to recording of effort
against specific projects directly from the win-
dows task bar.
ACTIVITY MANAGEMENT
Central Evaluation.Every activity registered by the staff via the
proRM clients is stored in the central activity
database and is available for immediate evaluation
by the project manager. The Project Manager can
continuously process, adjust amend and approve
each entry
Versatile and Comfortable.To prevent any activity from “falling through the
cracks“ proRM assigns a status flag to all sche-
duled activities. proRM utilizes state transitions
allowing the project to be effectively managed with
a few, simple mouse clicks (see figure at right):
• Booked
The default status. The activity entry was collec-
ted and stored in proRM.
• Completed
The employee confirms that the associated task
has been completed. Once flagged as completed
the record is locked from further editing, except
by the Project Manager.
• Approved
The Project Manager has reviewed and approved
the record. An approved chargeable activity entry
is automatically forwarded to billing.
• Invoice assigned
The record will be included in an invoice during
the next scheduled invoice run.
• Charged
An invoice has been generated for the activity
entry.
• Paid
The company has received and processed pay-
ment for the service.
• Canceled
The invoice to the customer has been canceled.
Comfortably manage all activities of a multi-level
project.
More details on proRM activity management:
• proRM workflows automatically update the
status of activity records based defined criteria,
maximizing the efficiency and ease of use of the
solution.
• Project Managers are able to bulk edit multiple
activities simultaneously.
PROJECT COMMAND & CONTROL
Everything Under Control. proRM provides the capability to capture a
great deal of information regarding ongoing project
utilization, cost trends and potential interventions.
proRM includes visually rich dashboards to provide
an at a glance summary of each project allowing
Project managers to quickly evaluate if further
analysis or investigation is required. For parent
projects the data from all the sub-projects is auto-
matically rolled up and included within the parent
project dashboard.
Business Benefits. proRM provides a comprehensive overview of
project costs and margins, development of billable
and non-billable services, incurred expenses or ad-
ditional related projects costs (infrastructure, third
party services etc.).
Additionally proRM provides:
• proRM includes a comprehensive range of stan-
dard reports to provide Project Managers with a
full range of information in an easily understood
format. Reports include Staff Utilization, working
hours and employee workload.
• Powerful ad hoc reporting capability. In addition
to the full range supplier, pre-built reports Project
Managers can access the report configurator to
quickly create their own reports at the customer,
employee or project level. The configurator will
also assist in creating fully branded document
templates.
• Project Managers can leverage Dynamics CRM’s
integration with Microsoft Office to export data to
Microsoft Excel for further analysis.
WORKLOAD
Excellent view.The workload is one of the comprehensive reports
provided in proRM offering a precise overview of
the employees‘ working hours. The activity records
are shown in relation to the monthly target hours
based on the working time model of each emplo-
yee. The workload also considers holidays by sub-
tracting them from the employee‘s target hours.
The Benefit.proRM offers more flexibility enabling you to ma-
nage your resources efficiently based on meaning-
ful employee and project data. For instance, you
can easily identify if additional resources need to
be allocated to a specific project or if new projects
can assigned to your employees.
The workload allows you to quickly view:
• Target hours
• Actual hours
• Billable and non-billable hours
• Holidays
• Illness
• Free-time compensation and others
• Billable workload (in percent)
WORKING TIME ACCOUNT
The working time account considers:
• Current status of working hours
• Holidays
• Remaining holidays
• Special holidays
• Overtime (total number, planned, remainder)
• Target/actual working times of employees
• Illness
• Reduced Days
Tailored Administration. The working time account primarily serves as a ba-
sis for a balance which is accessible for the Project
Leaders via a statistic as well as for the employees
within the proRM Windows or web client. The wor-
king time account considers data such as working
hours, holidays, overtime, etc.
It enables employees to close their activities for
specific periods. Period closings can be performed
on a daily basis or even in advance. Once a
period has been closed, the activity records which
fall within this period can no longer be modified by
the employee. The Project Leader has the option to
cancel, to edit or to delete period closings via the
administrator area.
SKILL MANAGEMENT
A Strong Back. A fully customizable skill profile to be created for
each employee within proRM, simplifying the
allocation of roles for internal or external project
requests, by providing an accurate insight into the
abilities and capabilities of staff.
The Benefit.The result is a comprehensive repository of the
collective knowledge of your entire company, allow
you to easily carry out skills gap analysis based on
long term IT strategy or short term tactical requi-
rements.
Additional Capabilities:
• Employee skill profiles can be exported as a PDF
and made available to support Response to Ten-
der or proposal requests.
• proRM is fully customizable allowing companies
to create their own skills and skill categories
within the application.
• Companies can also leverage the Advanced Find
capabilities native to Dynamics CRM to interro-
gate the skills database for specific skills and
categories, for example as a result of a request
for information from Sales.
INVOICING
Fast and Accurate.proRM provides Project Managers with an integra-
ted, wizard driven, Invoice Assistant.
The Project Manager simply selects the customer,
defines the accounting period and select those
items to be included in the invoice from the resul-
ting list (services, fixed costs, payroll items, travel
expenses, etc.).
Efficiency through Automation.The Invoice Assistant automatically collates all
the incurred project costs for the customer from
the database, and presents them to the Project
Manager for selection. Billable service items that
occurred within the accounting period, but have
not yet been approved, will be included in later
invoice runs once the required status transition has
occurred. This ensures both the accuracy of the
customer invoices, and that no billable work for
services ever “falls between the cracks”.
Other capabilities include:
• Any invoice created by proRM can be printed via
Word, can be exported as a PDF or can be trans-
ferred to an ERP or accounting solution.
• proRM can provide pre-built connectors for Mi-
crosoft Dynamics ERP solutions including Dyna-
mics NAV and Dynamics AX.
• A built in wizard assists in the creation of docu-
ment templates complying with corporate bran-
ding guidelines.
proRM allows your business to quickly and accu-
rately create fully corporate branded invoices for
your clients.
INTEGRATIONS
Open to Everything. The proRM system architecture is divided into two
areas which can be easily connected with a wide
range of different ERP software solutions. Microsoft
Dynamics CRM is connected to the Microsoft web
service enabling the Project Leaders to instantly
view all project-related data. The displayed data
are entered by using the proRM web- or Windows-
Client being retrieved, among others, by the
proRM web service.
The Benefit.A number of connector tools enable you to connect
the Microsoft web service as well as the proRM
web service to various ERP solutions. proMX easily
adapts Microsoft Dynamics CRM and proRM to the
workflow of your company ensuring a seamless
integration of proRM into your processes.
Supported ERP Connections:
• SAP
• NAV
• AX
Connection established by using:
• BizTalk
• Scribe
• Syncster
• proMX Connector
THE COMPANY proMX
We Orchestrate your Projects.Success – Competency – Partnership. These are
the values the business model of proMX is based
on. The successful system integration company
proMX which has its business activities both local-
ly and globally is focused on customer-specific and
integrated business solutions for small and medi-
um-sized companies offering comprehensive and
proven applications for business-critical segments
and processes.
Our expertise ranges from strategic consulting
services, process optimization, customized soft-
ware development to planning and implementing
complete infrastructures. The solutions of proMX
include Business Intelligence software, Customer
Relation Management (CRM), Custom Development
and Unified Communication.
proMX GmbHNordring 100 | 90409 NurembergTel.: +49 (9 11) 2 39 80 4-0Fax: +49 (9 11) 2 39 80 4-20E-Mail: [email protected]
For more information:
+49 (9 11) 2 39 80 4-0www.proRM.netwww.proMX.net