Program Administration

The program administration has been divided into three sections: register management, calendar management and organizational settings.

Register Maintenance

ProjectManager contains a user directory, user groups, customer directory, supplier directory, a directory of all available products and services, common project types as well as recurring phases and activities.
  
User Directory and User Groups
Everyone who is to work in the program needs to be registered with one of the following user roles: project member, project manager or administrator. All users are also divided into various user groups. These are specified by the administrator for each organization and can for instance be marketing, finance, programming and so on.
  
Customers
The searchable customer directory contains information about all customers and can be exported as an Excel file.
  
Suppliers

This directory contains information on all the suppliers that are registered in the system. The directory is searchable and can be exported as an Excel file.
  
Products and Services
This contains information on the extra products and services that can be used in connection with a project, for instance car rentals or client dinners. Project members are authorized to search and view the directory as well as register any costs incurred on the projects they are connected to. The directory can be exported as an Excel file.
  
Project Types, Phases and Activities

Here the administrator defines a number of standard project structures with phases and activities that suit your organization’s processes. This way you do not need to enter these details for each project, making it quicker and easier to create new projects. If you should need to, it is possible to both edit and add phases while a project is ongoing. Through use of standard project types an automatic quality control is built in to the process. By working according to set processes you ascertain that nothing is forgotten or overlooked!

Calendar Maintenance

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Normal Working Hours and Vacations
The administrator needs to specify the normal working hours for all project members as well as managers. This information is used to keep track of workload levels which are vital when planning and allocating resources to a project. The normal working hours are entered on a month-by-month basis as well as for each individual date. Any planned leave also needs to be registered in the calendar.  

Holidays and Week Numbers
The administrator specifies which holiday dates are to be in the system and thus be detracted from the available working time. A system for numbering the weeks of the year also needs to be selected, since the number of days of the week that are required to be in the new year for it to be called week one varies between different countries.

Organizational Settings

In this section the administrator adds details about the company itself. Information such as details for invoicing, account numbers, time codes and result units for accounting is entered here. It is also here that a logbook with automated error messages from the program can be found.
  
Result Units
All result units that are to be available for registrations are specified here. NB the term result unit can refer to the result unit that a particular user belongs to or to that which a particular project belongs to. It is the result unit of the actual project that determines where a project is registered.
  
Time Codes
Each organization defines the time codes that are to be available for time registration in the program. In addition to the regular rate, codes with various ways of measuring costs and representing different types of working hours are needed, for instance for creating complete reports with details for invoicing and salary payments. These codes can be for overtime, night shifts, sick leave and so on.
  
Verifications and User Rights
The verifications menu lets the administrator select whether registrations need to be verified before being used for generating reports or salary details. This is also where the standard user rights for project managers and project members are specified.
  
Languages
The administrator specifies which languages will be active in the application. ProjectManager is available in English, French, German and Swedish.