Project status

What is the project status?

The project status is used to show at a glance what the overall progress is for the project and each of stage. The status setting controls what actions can be completed in Synergy for both the project and for each stage. The status change pop-up allows users to update the project level status and the stage(s) status in the one action.

How each status option is used

• Proposal Default status for a new Project. Track the costs associated with creating the project and the fee proposal. Custom proposal status - Use the custom proposal status to track the project / stage through the life cycle of winning the work in the project forecast. Reports can be generated to display the custom status details and the likelihood percentage value for each project. e.g. Which items are Prospects @ 30% , or Tender @ 50% status and how likely the work is to be won.

• Active Project work has been approved and / or the budget has been finalized. Projects / stages can now be invoiced. Custom active status - Use the custom active status to track or report on the project through-out its active cycle. e.g. Create a custom status for In Design, At Council, In Construction, or Defects Liability Period.

• Pending invoice Used to show that a project / stages is ready for invoicing as all the work has been completed, and to stop staff from being able to select the stage when entering timesheets. e.g. When you have invoiced 100% of a stage, you can update the status to Pending Invoice and staff are unable to allocate any further timesheet transactions. Also the client will see this stage as 100% complete on the invoice. This status is only available for billable projects, as non-billable projects do not allow for invoicing to be completed.
  Tip: The hold status will also deny staff allocating time and expenses to the project / stage, however hold stages are also not shown in the invoice wizard.

• Hold Change the status to hold when there are outstanding client invoices or when work is waiting on approval. Projects / stages with this status cannot be invoiced, and transactions allocation to the stage is disabled. This blocks the selection of this stage by staff when entering timesheets or expenses.

• Complete When all the work for a project is finished and invoiced the status is changed to complete. A completed projects / stages do not allow any invoicing to be completed, or and time or expense transaction to be added by staff. When a project or stage is changed to be complete, then all the WIP transactions are written off (only non-invoiced transactions are written off). This write-off action can be reversed.

• Unsuccessful Use this status if project / stage was lost or unsuccessful. This status allows analysis of win / loss ratios for projects within the reports. When a project / stage is change to unsuccessful then all WIP will be written off if there are non-invoiced transactions. This action can be reversed.

Actions available for each status option

Why use the project status?

Update the progress of each project or stage to show when the work has been proposed, won (active), or lost (unsuccessful). Updating the status also impacts on what your staff can update on the project. e.g. If invoices can be created, or if time and expenses can be allocated to the project.