Project

Project management tool in Sweet One enables a seamless transition from the sales process into the implementation process. By starting a project directly from a successful deal, the project inherits selected information from the related deal.

Plan, work with and follow up projects. Invite external parties such as customers, partners or subcontractors to collaborate and share information. Plan your projects in a timeline and assign available resources. With support for time reporting and digital personnel ledger you can keep track of work time and attendance. Handle documents and digital forms and share them with customers or external personnel. Project management tool in Sweet One offers a wide and collaborative solution for people looking for an easy to use project management support system.

Project pipeline

The pipeline is placed under Projects in the side menu.

The pipeline has a separated column for every status. The total number of projects is shown in the column’s header.

The pipeline contains wide filter functionality and sorting options and shows projects according to the filter/sort selection.

The pipeline has a drag-and-drop function for changing the status (the function is not available on phone).

Projects are presented as boxes in the pipeline. Each box contains the following information:

• Subject and project’s number
• City where the project is registered
• Dates of planned start and planned delivery
• Project manager

Create new project

New project has to be started from a deal. Under the more menu bottom in the action bar on the deal - select Start project to create a new project related to this deal.

Fill in general information about the project. Some information and relations such as related users, companies, company groups, contacts, private persons, marketing projects, notes, activities, cases, work orders and documents will be inherited from the deal automatically.

Note

Deal and related project share data and relations (to other objects) which will be shown on both deal and related project by default.

Project view

The project view presents three different parts: header, action bar and tabs.

The header contains general information about the project. Information can be edited in the edit mode. Status can be changed by clicking on a different status name in the status bar.

Actions

Action bar contains the following functionality:

Map - opens Google maps with project’s address

Insert - shortcut to upload files to the project

Check-in/out - functionality to check-in/out on the project and start time report and attendance registration. The user can check in at the beginning of the working day and check out at the end of the working day then a time report is created.

Add articles - functionality to add articles to the project

Tags - expands section for editing project tags

More - expands section for additional actions

Tabs

Relations - the list shows objects related to the project. New relations can be added under the more menu button in the action bar. Relations to users, companies, company groups, contacts, private persons and marketing projects are inherited from the deal and listed here. The deal related to the project is also shown in the relation list.

Work order - the list shows all work orders related to the project. Work orders related to the deal are inherited by related project and listed here.

Articles - the list shows all articles related to the project.

Time report - the list shows all the time reports related to the project.

Activities - the list shows all activities related to the project. Activities related to the deal are inherited by related project and listed here.

Cases - the list shows all cases related to the project. Cases related to the deal are inherited by related project and listed here.

Forms - the tab shows all the available form templates published on the object. To start a new form from a template, click on it. The list shows both ongoing (can be opened to continue) and finished forms (can only be previewed). The PDF icon enables to download the form (in PDF format). The bin icon enables to delete a form. The envelop icon enables the user to send a form with an e-mail (sent as PDF attachment).

Document - the list shows files uploaded on the project as well as those uploaded on the deal related to the project.

Notes - list of all notes saved on the project and on the deal related to the project. It is possible to create new notes (internal or external) as well as edit and remove the existing ones (Notes are placed below all the tabs).

See also

in order to delete the project the user has to have feature Delete

Time report on project

Project management tool in Sweet One offers an easy to use solution for time reporting. Time reports can be automatically generated by the simple check in/out function on each project. Calendar, follow up and attestation function helps the organization to keep track of both the work time and the outcome. Time report function can be also used for project and resource planning.

Time report can have the following statuses:

1. New - time report is saved but not marked as ready for attestation
2. Ready for attestation - time report is saved and marked as ready for attestation
3. Attested - time report is attested and locked for editing by project manager

Add a new project members

To report time on a project a user has to be related to the project with the role project manager or project member. Therefore, it is important to add all the project members to a project, this is also important when it comes to follow-up, attestation, expense reporting and attendance registration.

Project members are added under the more button in the action bar on the project – relate responsible. Search for a specific user and select correct role - save.

Report time on project

Time reporting is always related to a project. Time reporting can be done by:

1. Check-in/out functionality on the project view.
2. Time report calendar - creating new time report.

Check in/out - time report - project view

The easiest way to report time is by using check in/out function. By checking in when you start your work and checking out when you end it - a time report is created and saved with calculated work hours.

The user can check in from the action bar on the project view. When checking in a time stamp is saved and the check in button is changed to active. The user can check out by navigating back to the project and clicking the active check in button to end the session.

Check in

Check out

Tip

When the user is checked in - a green icon in the right-hand side upper corner is shown. The list of projects with active check in status is shown after clicking on the green icon. From here the user can check out by clicking the check out button in the list.

When a user checks out a control view of time report is shown. Here it is possible to change information about the time report. Several time reports can be added to the same project with the same date - when, for example, the reported time shall be divided into different categories such as normal time and over time.

Click on the report to open the edit view and edit information about time report. Click add time report to add an additional time report.

Calendar - time report

Calendar for time reporting is in submenu My time reports in Time menu, see section time report calendar for more information.

It is possible to create new time reports by clicking any date in the calendar.

Time report - new and edit view

Creating a new time report or open an existing one in order to see it in the edit mode:

Already existing time report contains the following information:

Created by - none editable information about user and date of registration.

Responsible - by default set to the user who created the time report but can be changed if time reporting for different user.

Start - date for time report ( when reporting in period end date is also shown)

Project - by default the project from which the time report was created (if the view opens from the project; if the view opens from Time report no Project is prefilled). It is possible to change the project by searching and selecting another project. Available project are related to the user and still ongoing (not finished).

Work order - the list of work orders (not closed) related to the project selected by the user.

Article - the list shows articles of type ‘service’ from Register (articles with type Product are not in the drop down).

Category - by default set to normal (time). Might be changed by selecting different category from drop-down.

Work time - by default calculated from the time stamps from check in/out. Can be adjusted by counter.

Internal note - possibility to add an internal note to the time report.

Report is ready for attestation - true by default. The user is finished with time report and it is ready to be attested by project manager. When the user wants to complete the time report or make further changes the checkbox can be ‘unchecked’, the time report will be saved but not available for attestation. Reports which are ready for attestation will be marked yellow in time report calendar and reports which are saved but not ready for attestation will be marked red.

Tip

Report in period - it is possible to report time for a certain period of time. By clicking report in period under the start date the user can set a report until date and select weekdays for which time report shall be created. This is useful when reporting absence or working regular hours with the same project for an extended period.

Tip

Save and copy it is possible to copy the existing time report. Current time report is saved and a new copy is viewed after clicking save and copy. Here the user can simply save the new time report with adjusted changes. This can be useful when the user has to report activities concerning different categories on the same report during the same date, for example when adding over time.

Time report calendar

Time report calendar is placed in the submenu My time reports under Time in the side menu.

User’s time reports are presented in the monthly calendar view. Colored indicators represent different statuses of time reports on daily bases. A full circle represents 8 working hours (can be adjusted as a setting).

In the top of the calendar aggregated information about the month and time reports are shown.

Different colours are used in calendar to indicate different statuses for time reports:

• green - time reports that have been registered and attested by project manager

• yellow - time reports that have been registered but not yet attested

• red - time reports marked in red can either be:

  1. Time reports that have been registered but not marked as ready for attestation
  2. Hours on passed dates that lack reported time to reach full expected work time (8 hours for weekdays as standard setting).

• split circle - a split circle contains either several time reports with different statuses or a time report which is not complete (does not cover 8 hours)

Tip

There is the possibility to register time during weekends and public holidays.

Expected work hours - ‘expected work hours’ is the number of hours that a user is expected to work on daily basis. Expected work hours is set to 8 hours for weekdays in the standard setting. Weekends and public holidays have no expected work time in the standard setting and the passed dates without reported time will not be marked in red.

Both the number of expected work hours as well as the fact that weekends shall have expected work time can be set and changed as a setting by administrator.

To see the time reports for certain dates simply click on it. From here the user can create new time reports and open the edit view for the existing once.

Attestation of time reports

Time reports that are saved as ready for attestation can be attested. Attested time reports are controlled, approved and locked (no changes can be done).

Attestation of time report is usually done by project manager but can be also done by other users with feature ProjectManager.

Attestation of time can be done by using:

1. Attest function - available in Time menu, Attest time reports submenu
2. Actions - available in Time menu, Time report submenu

Attest function - Attest time reports submenu

This function is available only for users with feature ProjectManager. Attestation is done on project level and all ongoing projects where the user is set as project manager (relation on project) is shown in the lists.

The view contains tree lists:

1. All - presents all ongoing projects
2. To attest - presents projects that have time reports which are ready for attestation
3. Not ready to attest - presents time reports which have not been marked as ready for attestation

The colour indicates the status of time report: green - attested and done; yellow - still to be attested; red - saved but not marked as ready to attest

Attesting time reports

Click on the selected project and the attest view is shown. Time reports are listed by month.

To attest time reports, mark the check-box to the right or select attest all. Only time reports with red and yellow indicators are listed and only yellow once can be attested.

Attest with actions functionality - Time reports submenu

A selection list with time reports in placed in Time side menu under Time reports submenu where time report can be attested with the use of actions. It is also possible to change the status from not ready to attest into ready for attest by using actions.

With the help of filter functionality select the project of your interest, click actions under the more menu and select the rows which should be updated. Click action set attested and time reports will be updated and saved as attested.

Time reports - follow up

Follow up on time reporting is often an essential and necessary process within controlling and securing an organization’s activities and performance.

There are two different functions in Sweet One helping the user to follow up or to get statistics concerning time reports :

1. business area
2. selection list

Follow up - business area

If the organization (users) is divided into groups, the business area follow up function in Sweet can be used to get an indicator of progress of time reporting within the organization.

The business area function is placed under Time in menu (available only for users with feature BusinessArea).

Organization set up

To use the business area follow up function the organization (users) has to be organized in user groups. Follow up will be done by indicators on user group level with possibility to drill down to specific users within a group.

In order to follow up time reporting in Business area submenu the user must have feature BusinessArea and be a part of user group with role BA responsible. In Business Area the user sees the list of projects to which members of his group are related. The user has to have role BA responsible while other group members should be added with role Member to the user group.

Business area view

The list shows projects where the user is set as BA responsible, the list is shown by month.

Colour indicators are calculated (aggregated from users within the group) and shown by project and month. The indicator shows the proportion of attested time (green), time ready for attestation (yellow) and passed dates that are missing time reports (or time reports not ready for attestation) (red).

With the help of Business area view responsible gets a good indication of the status and progress of time reporting within his teams.

By clicking on a group, the underlying group members are listed in the same view - on user level. The same colour indicators are calculated and shown by group member and month.

Click on a selected user in order to see this person’s time report calendar. New time report can be created or the existing can be edited.

Tip

Managing role - if a manager shall have access and be able to see the Business Area follow up function for all teams, the feature BusinessArea is needed. The manager should also be related as BA responsible to all user groups (teams). There is no problem with having several users related to a user group with role BA responsible as long as everybody has permissions.

Follow up - selection list

A selection list is placed in Time menu under Time reports submenu. The selection list can be used for the following up purpose with possibility for excel export and actions. The list has a wide range of filter options and actions which enable mass updating of time reports.

Tip

Specific selections can be saved and accessible as a selection report under My lists part of the menu. Read more about how to work with saved and shared selections.

Expense report on project

Travel allowances are registered in My expense reports section under Time menu. The list shows all the user’s expense reports with information about date (travel start date), related project and status (attested/not attested).

Creating expense reports

To register a new expense report, click new expense report in top of the list.

The content in the expense report view is designed in accordance with the regulations set by the Swedish Tax Agency regarding travel allowances.

Number of whole and half days is calculated from the start and end date as well as time due to the Swedish Tax Agency regulations. Information about deductions for meals, lodging and travel time can be entered. The user can save the expanse report as ready for attestation (project manager can attest) or not and set if expence receipt will be handed in separately.

Attestation of expense reports

The attestation function is placed in Time menu under Attest expense reports submenu (available for user with feature ProjectManager).

The user can attest all the projects available in the list. The list shows all projects with status ongoing where the user is set as a project manager.

The view has two lists:

1. All - all ongoing projects
2. To attest - only projects which have expense reports ready for attest

The colours indicate if all expense reports for a project are attested (green) or if there are expense reports to attest (yellow).

Attest expense reports

Click on the project, the edit view opens. To attest expense reports mark the check-box to the right or select attest all. Expense reports are listed by month.

Attendance registration on project

Attendance registration function in Sweet One is a toll for managing a digital personnel ledger for work sites (projects). The function is developed from requirements set by the Swedish Tax Agency regarding logging of attendance within the construction sector, but the function can be used for any purposes connected to register attendance in projects.

The attendance registration supports functions such as:

• invite external users - people within a project who are not users of Sweet One can be invited to register attendance. This can be a customer, personal within a subcontractor or other external personal entering a work site.
• register attendance - done by users when entering a work site, can initiate a time report for efficient time reporting.
• check in colleague - register attendance on a project for another user’s behalf.
• history - function to follow up my attendance registrations
• attendance list - report for follow up attendance on project level. Report can be exported to excel and a digital copy can be created and handed to the Swedish Tax Agency (or other) in case of a control or for other follow up purposes

User has to have feature Attendance to see and access Attendance registration in the menu.

Register attendance

Registering attendance is done on the project level by users when entering a work site (project). By checking in on a project, a time stamp is saved and an attendance report is created (with status ongoing). When checking-out an additional time stamp is saved and the attendance report is saved with status ended.

Attendance registration can be done by:

1. Check in/out function on project view
2. Attendance registration in menu

Check in on project

When a user checks in on a project (from the project view) to start a time report an attendance report is also created with start time. When checking out, the control view for time report opens but the attendance registration is also updated with end time and status which is set to ended.

Check in:

Check out:

If check in is done without a time report being created a control view for the attendance registration will be shown when check-out is done (instead of control view for the time report).

If the attendance registration needs to be adjusted, it can be opened from the history section.

Tip

When the user is checked in into a project - a green icon in the right-hand side upper corner is shown. After clicking on the green icon a list of projects with active check-in is shown. From here the user can check out by simply clicking the check out bottom in the list.

Attendance registration in menu

The function register attendance is placed under Attendance registration in the menu.

The list shows projects related to the user (with role project manager or project member). A project must be ongoing (have info about planned delivery) to be shown in the list and available for check in.

By clicking check in on a project in the list an attendance registration is created with status ongoing and start time sets. The user can also choose to start a time report for the check in.

When clicking yes a time report is created in the same way as check in from the project view. When clicking no only the attendance registration will be started.

When a user has checked in on a project the button in the list changes to function for check out. Also, the green icon in the right-hand side upper corner is shown indicating an active check in.

When the user leaves the work site (project) check out shall be done. By clicking check out in the register attendance list for a project the attendance registration is updated with end time and status is set to ended. If no time report has been created for the period, a control view of the attendance registration is shown with possibility to edit start and end time and status.

If a time report has been created for the check in period, a control view of the time report will be shown instead. If the attendance registration needs to be adjusted, it can be opened from the history section.

History

History is placed under Attendance registration in the menu and contains a list of all previous ‘attendance registrations’ connected to the user.

The list can be filtered by project name and the start date. Click on a row in order to open the attendance registration, here the start/end time and the status can be changed.

Attendance list

Attendance list enables users to get a list of attendance registration for a project. The list can be filtered to show a complete history or just the current workers who are checked in - this is called ‘the digital personnel ledger’. It is possible to export the list directly or to send by email to recipients for distribution as an excel file - this can be user if a control of current workers on site is done.

Attendance list functionality is placed under Attendance registration in menu (only available for users with feature Project Manager)

The view shows a list of all ongoing projects related to the user. From the project list it is possible to:

1. Create a new attendance report
2. Click on a project to open attendance registration list for the project.

Create New attendance report

From here it is possible to create a new attendance registration for any user, not just yourself. This can be done when the user enters the work site or retroactively.

Search the user, set start (and end time), select correct status and save. If the attendance registration is saved with status checked in the selected user will have an active check in. From the attendance list it is then possible to find all active attendance registrations to change them to ended if the user can’t check out by himself. It is also possible to use the Check in colleague functionality to check out other users from projects.

Attendance registration list

By clicking on a project, the attendance list for the project is opened.

The list is sorted in a chronological order by start time but can be changed by clicking on another column header. The list can be filtered by start date, responsible (user), project (default selected) and status. To see all active checked in users, filter by: Status = Checked in.

The list can be exported to excel or send directly as an excel file by e-mail to multiple recipients.

Check in colleague

It is possible to check in other internal and external users. This can be the case for workers that don’t have access to Sweet One or just for some that have forgotten their mobile.

Check in colleague function is placed under Attendance registration in menu (available only for users with feature CheckInColleague).

The view shows a list of ongoing projects related to the user. From the project list it is possible to:

1. Create a new attendance report
2. Open list of active check ins (attendance registrations with status Checked in)

Create New attendance report

From here it is possible to check in and create a new attendance registration for any internal or external user by entering the user’s ID06 number.

When saving the user will have an active check in with an attendance registration and status checked in.

Attendance reports with active status ‘checked in’

Click on a project in order to see a list of users checked in (attendance registration with status ‘checked in’).

It is possible to ‘check out’ from the attendance registration list (status checked in). When checking out the ‘end time’ is set and the status is set to ‘ended’. It is possible to edit information about ‘start time’, ‘end time’ and ‘status’ before saving.