Create a new project and enter the general information and break-up the project into stages. Learn the recommended next steps for setting up a new proposal project.
Setup required before use
Who can use it?
Where is it?
Assistant project manager*
*Can view projects only.
Project Manager level or higher required to add new projects.
Projects > Add
What is a project?
Projects are a central place to store and track all the details about a proposal or an active job. Save details like the project site address location, primary contact, invoice contacts, and the internal staff that make up the project team. Advanced project financials to let you set budgets targets and monitor the actual costs, and report on the profitability. Documents and images assets can be stored in the project folders. Synergy runs in a web browser which allows you to access your project information (including documents and image assets) from any device.
Project structure overview
Projects are created for each job that is proposed, or for each confirmed project that you have won. Projects allow you to enter general information like the project portfolio type, the project site address, the primary contact to call for project queries, the main contact(s) to post and email invoices to for the project, who internally is the project manager for this job. Two types of projects are available in Synergy:
Use a simple project to create a quick record that can be used to create a proposal to send out to the client, or invoice the client an agreed fee for the project works. Simple projects are normally used projects that are short in duration, and do not require a large amount of project management or planning.
Simple projects allow you to:
- Nominate a project level fee for the project scope of works. (Also known as an agreed fee or fixed fee.)
- Send out a quote or proposal document for the project fee.
- Quickly invoice the full project fee to the client.
- Create a task list for the work to be completed for the project fee.
- Assign tasks to the staff that need to complete the work, and set due dates for the tasks.
- Staff can check off the tasks as they are completed in the project work breakdown.
Click above to how tasks can be part of a simple project.
Tip: Simple projects do not have any phase or stages, only tasks can be added to a simple project.
Project with a full work breakdown structure
Projects with a full work breakdown structure are projects that have multiple steps or sections of work that need to be completed. This type of project normally runs for a longer duration than a simple project, and requires more details about the parts of the project to be shown on the proposal or invoice documents that are sent out to the client.
The parts of the full work breakdown structure are:
Use phases when you are working on large projects to group together the project stages. *This feature is available with the Synergy Business or Enterprise products.*
Phases allows you to keep all the stages with common tasks in a phase group. Keeping all the stages in the same phase group makes it easier for your team to locate the parts of the job they are working on in the projects and reports. Phases also help your clients by showing the phase grouping of the stages on Synergy documents like proposals and invoices.
Within each project stages are created to describe the components of the job that you are going to complete. E.g. A project to design an apartment complex may need the stages like: fee proposal, concept design, schematic design, landscape design, and variations.
Stages allow you to track different information that is used for creating invoices to send to the client such as agreed fee values, tax rates to be used, budgets, and who internally is responsible for that stage of the project. The cost center and discipline details can also be tracked on each stage for reporting purposes and for mapping how your invoice data is transferred to your accounting system using Accounting add-ons.
Setup a task to describe each section of work for the stage. Assign each task to the staff member that will be completing the work, and set a due date for the task. Tasks are selected by staff when entering their timesheets, to track how much time they spend working on each project task.