Sage ERP X3

Internal training
Project Job Costing

Thomas Perez – Joseph Khoury

3/9/21
Agenda Day 1
1. Market
2. Industry
3. Functional coverage
4. Pre-setting by industry
5. Overview Demo
6. How to?

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Agenda Day 2
1. Demo script Hands on
2. VM test
3. WorkGroups preperation
4. Demo

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Services companies
Focus on

2
Project
based
Services

1 for-profit
companies

3
Services
knowledge
centered

4
Human
capital
is the
major asset
Industries for PJC

Software industry Consulting services Engineering

Fits well to PJC

Pre-setting provided CMMS - Computerized

Installed base
maintenance Long Term Rental
management
management system

Don’t Fit to PJC Manufacturing projects Constructions projects Non-profit organizations

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Some references

Project management
Measuring equipment's Consulting in EDF Group – Council Technical center Management
Manufacturing and organization and engineering consulting and
installation outsourcing

Manufacturing and Water services Fire protection services International Real estate
distribution of rare gases Transport maintenance
for the electronics

Installed base mgt Electronic manufacturing Global supply of services :

Cleanliness, Security, Safety,
Maintenance and
wagon rental
Rent of refrigerated
trucks
Treatment of
industrial waste
…

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Some other references

Barrows (South Dickinson (South

Interactive (Australia)
Africa) Africa)

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Conclusion and positioning

Small
Medium
Small Enterprise Enterprise
Business
business 100-500 More than 500
20-100 Fit with
1-20 Excellent Fit
Excellent Fit Customisations
Difficult fit Review
pre-settings
settings

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Market Trends
Time is money

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Project Job Costing

Pains & challenges

Functional coverage

Qualification elements

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Project Structure

Several
Manage Project Revenue
invoicing
Activities tracking recognition
methods

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Project Templates

Requirements:
- Define project types
- Create Pre-settings by industry

Why
- Speed up the project creation
- Speed up project quotation and launch
- Common project management rules and controls
- Align business process in group structure

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Project Structure

Requirements:
- Managing Parent/Child projects
- Managing Multi-level tasks
- Managing a reporting structure

Why
- Parent/Child: To have a consolidated view of projects that are multi-company
- Multi-Task: Monitor the project in details (a sold task can be subtasked into
multiple cost task)
- Reporting structure: Analyse cost and margin differently fo decision making

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 Project Lifecycle 1 – Situation management

Requirements:
- Launch and plan your project
- Project monitoring
- Compare budget, commited, actual

- Manage rest to be done (+-)

- Add/Delete tasks
Why
- Keep a real time view on operational advancement
- Monitor cost and budget exeeding
- Deliver on time

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Project Lifecycle 2 - Situation management

Requirements:
- Close your monthly financial periods on projects
- Revenue recognition (operational compared to financials)
- Generate invoices according to contractuel commitments

Why
- Consolidated reporting among the group
- Keep control on P&L by project
- Speed up your cash entry by accelerating invoicing

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Project Budget management

Requirements:
- Analytical budgeting fitting to project costing
- Distribute later fixed operating cost into project
- Manage FY budget accordanly with project

Why
- Consistent P&L

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 Advanced invoicing

Requirements:
- Different invoicing types (Completion, Package, Milestones, in house, Recurrent, …)
- Optional automatic invoicing
- Optional : Calculated due to % of margin set on project lines
- Regrouping/Splitting invoices by critiria (Customer, service type, …)

Why
- Enhance productivity of invoicing and time to execution
- Respond to customer invoicing requirements
- Speed up transformation of operational into cash

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 Recurrent contract management

Requirements:
- Be able plan in date predefined services tasks
- Recurrent predefined invoicing according to contract
- Renewal option with revision standards or formula
- Execution of the Contract Coverage (Service included or not included, …)
- Installed base management (Preventive, currative)
Why
- Manage long term contracts
- Simplify recurrents tasks palanification => reduce management cost
- Consumption traçability on each composant

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 Activity

Requirements:
- Time, material & expenses on projects & contracts
- Mobility access (Web, Smartphone, Tablet)
- Generate time sheet entry due to assignements
- Validation by manager

Why
- Calculate cost and operational advancement on projects and contracts
- Generate automatic invoicing due to advancement
- Monitor ressources activities

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 Ressources planification

Requirements:
- Skills tree management
- Project gantt chart planning
- Ressources assignements to task by skills and availability
- Automatic notification for each assignement
Why
- Productivity : Accelarate planification and assignements for companies with important number of
projects and ressources
- Optimise ressouces occupation
- Monitor services cost according to planned budget (don not exeed what was planned)

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Common RFI / RFP Grammar

Project Management Recurrent contract

Project structure management on 3 levels Automatic recurrent invoicing
Project costing (purchases and services) Preventive service request generation
Generate a quote from the project data Curative service request
Billing by completion, steps, date, recurring … Contract coverage
Project situation, WIP and invoicing Material consumption
Project closing entry calculated by completion
Project line revisions tracking Timesheet
Analytical budget generated from project Time and expenses tracking (web & mobile)
*Time and expenses tracking on task Auto-population from the planning
*Subcontracting services process
*Inter-company automatic invoicing Planner
*Commitment on Services tasks Resources skills and availabilities
Stock consumption on projects Project & Team planning
PrePayment management Leave request and approval workflow
Mail notification (Claendar integration Outlook & Google )
MS Project Export
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Functional coverage

The Services request process

WEB
Time Sheet

Web services

Confirmation
Activities entry Interventions X3
Approvals
+ Confirmation

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Functional coverage

Project Management
• A 360 degrees approach

• Management of each process to

and from the project

• A better view of all the activities

and profitability, which leads to
better project management
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Functional coverage

Project structure

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Functional coverage

Recurrent contract
Contract
• Periodic invoicing (using fix price
or indexes)
Contract Contract Contract
line line line
• Installed base management

Installed Installed
• Regular periodic service requests base base
triggering (preventive
maintenance...)
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Pre-setting by industry

Software, consulting and engineering

industries use a main core and contain an
internal project management part.
This pre-setup include :
- A project structure
- Types of project line
- SR process

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Pre-setting by industry
Software industry

Project Phase Type of line Services

Internal licenses
External licenses
Launch
Material in stock Installation
Standard Integration
Purchased material Installation
Implementation Services Deployment
Put into operation Services Training

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Pre-setting by industry
Software industry
Task nature
Type of response for all
Type of service Installation
Project management
Travel Time*

Installation Customer Normal Time

Analysis
Design Customer Week end Time
Setup
Test Customer Night Time
Deployment
Reporting Office Normal Time
Development
Office Week end Time
Training
Training
Training preparation

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Pre-setting by industry
Software industry

Type of service Type of response Task nature

Holiday
Maternity
Absence Absence Paternity
Partial time
Exceptional holiday

Type of service Type of response Task nature

Meeting
Marketing
Internal Internal
Training
Miscellaneous

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Pre-setting by industry
Software industry
Type of expenses Expenses nature
Hotel
Kilometers
Invoice at real price Taxi
Train
Plane
Hotel
Kilometers
Invoice at contract price Taxi
Train
Plane
Hotel
Kilometers
Not invoiced Taxi
Train
Plane

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Pre-setting by industry

CMMS, long term rental and installed base

management use a second main core.

This pre-setup include :

- Contract types
- Default coverage setup
- SR process

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Pre-setting by industry
After sale & maintenance industry
Contract Invoicing Services Coverage
type rule rule
Guarantee Billing No preventive Components
periodically SR can be covered
Servicing Billing Preventive SR Components
periodically can be covered
Maintenance Billing Preventive SR Nothing invoiced
periodically from response

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Pre-setting by industry
After sale & maintenance industry

Type of service Type of activities for all

Reordering
Product installed
Installation
Uninstallation Product uninstalled
Preventive maintenance
Troubleshooting non invoiced Travelling time
Troubleshooting invoiced with quote
Week end Time
Troubleshooting invoiced without quote
Normal Time
*For each one two type of response, internal or Night Time
subcontracted

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Pre-setting by industry
After sale & maintenance industry

Type of service Type of response Task nature

Holiday
Maternity
Absence Absence Paternity
Partial time
Exceptional holiday

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Pre-setting by industry
After sale & maintenance industry
Type of expenses Expenses nature
Hotel
Kilometers
Invoice at real price Taxi
Train
Plane
Hotel
Kilometers
Invoice at contract price Taxi
Train
Plane
Hotel
Kilometers
Not invoiced Taxi
Train
Plane

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How to?

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How to?

PJC price list

- PJC users
- Project management
- Contract in option
- Contract management
- Project in option

- Other options
- Timesheet user
- Planner resources

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