Project Management Module (PMS)

The Project Management module provides tools for managing projects, tasks, timesheets, milestones, and bug tracking. It helps teams deliver projects on time and within budget.

Table of Contents

• Project Setup
• Task Management
• Milestones
• Timesheet & Time Tracking
• Project Cost Tracking
• Bug Tracking
• Reports & Analytics

Project Setup

Creating a Project

1. Navigate to Projects > Projects
2. Click + Create Project
3. Fill in project details

Project Status

Adding Team Members

1. Open project
2. Go to Team tab
3. Click + Add Member
4. Select users and assign roles

Task Management

Task Stages

Configure task workflow in Projects > Task Stage:

• To Do
• In Progress
• Review
• Done

Creating Tasks

1. Open project
2. Go to Tasks tab
3. Click + Create Task
4. Enter: Task Name, Priority, Assigned To, Due Date, Description

Task Board (Kanban)

View tasks in Kanban format:

• Columns represent stages
• Drag cards between columns
• Quick view of workload

Task Details

Each task includes:

• Subtasks/Checklist: Break down into smaller items
• Comments: Team discussions
• Files: Attach documents and screenshots
• Time Logged: Hours worked on task

Milestones

Milestones mark significant project checkpoints.

Creating a Milestone

1. Open project
2. Go to Milestones tab
3. Click + Create Milestone
4. Enter: Milestone Name, Due Date, Description

Milestone Progress

Milestone: Beta Release
Progress: 75% (6/8 tasks completed)
├── [x] Feature A
├── [x] Feature B
├── [x] Feature C
├── [ ] Bug fixes
└── [ ] Testing

Timesheet & Time Tracking

Time Entry Methods

Method 1: Manual Timesheet

1. Go to Projects > Timesheet
2. Click + Add Timesheet
3. Enter: Date, Project, Task, Hours, Description

Method 2: Timer

1. On a task, click Start Timer
2. Work on task
3. Click Stop Timer
4. Time auto-logged

Timesheet Approval

1. Employee submits timesheet
2. Manager reviews in Timesheet Approval
3. Options: Approve, Reject, or Edit

Billable vs Non-Billable

• Billable: Charged to client
• Non-Billable: Internal/overhead

Project Cost Tracking

The system tracks all costs associated with projects, including labor costs from timesheets, direct expenses, and overhead allocation.

How Timesheet Costs Work

Each timesheet entry contributes to the project's total cost:

1. Employee logs hours to a project
2. System calculates employee's hourly rate from their payslip
3. Cost = Hours worked × Hourly rate

Hourly Rate Calculation

Hourly Rate = Employee Net Salary / Total Work Hours in Month

Example:
Employee Net Salary: 10,000
Total Work Hours: 160 (8 hours × 20 days)
Hourly Rate: 10,000 / 160 = 62.50 per hour

Cost Distribution Example

Employee works on 3 projects in a month:

Project Alpha: 40 hours → Cost: 40 × 62.50 = 2,500
Project Beta:  80 hours → Cost: 80 × 62.50 = 5,000
Project Gamma: 40 hours → Cost: 40 × 62.50 = 2,500
─────────────────────────────────────────────────
Total:        160 hours → Cost: 10,000 (= Net Salary)

Project Expenses

Track additional costs beyond labor:

Direct Expenses

Expenses linked to specific projects:

• Software licenses
• Equipment purchases
• Travel costs
• Contractor fees
• Materials

Adding an Expense

1. Open project
2. Go to Expenses tab
3. Click + Add Expense
4. Enter: Name, Amount, Date, Description
5. Attach receipt if needed

Overhead Expenses

Company-wide costs not tied to specific projects (rent, utilities, admin costs). These are allocated proportionally across all projects:

Project Overhead = Total Overhead × (Project Cost / Total Company Cost)

Example:
Total Overhead: 5,000
Project Alpha Cost: 10,000
Total Company Cost: 50,000

Project Alpha Overhead = 5,000 × (10,000 / 50,000) = 1,000

Total Project Cost Formula

Total Project Cost = Timesheet Costs (labor)
                   + Direct Expenses
                   + Payslip Allocation
                   + Overhead Allocation

Project Income

Track revenue received from projects:

1. Open project
2. Go to Income tab
3. Click + Add Income
4. Enter: Amount, Date, Description

Profitability Analysis

Project Profit = Total Income - Total Cost

Example:
Total Income:  50,000
Total Cost:    35,000
─────────────────────
Profit:        15,000 (30% margin)

Timesheet-Payslip Integration

Payslips can be linked to projects for cost allocation:

• When generating payslips, employee time is distributed across projects
• Each project gets a portion of the payslip cost based on hours worked
• Monthly cost aggregation shows total labor cost per project

Cost Reports

Viewing Project Costs

1. Go to Projects > Project Expenses
2. Select date range
3. View breakdown by:
   • Timesheet expenses (labor)
   • Direct expenses
   • Overhead allocation
   • Total cost
4. Export reports in Excel format

Bug Tracking

Bug Statuses

Configure in Projects > Bug Status:

1. New
2. Open
3. In Progress
4. Resolved
5. Closed
6. Reopened

Reporting a Bug

1. Open project
2. Go to Bugs tab
3. Click + Create Bug
4. Enter: Title, Assigned To, Priority, Status, Description

Bug Details Include

• Steps to Reproduce: Numbered list
• Expected Result: What should happen
• Actual Result: What happens instead
• Screenshots: Visual evidence

Bug Workflow

New → Open → In Progress → Resolved → Closed
       ↓                      ↓
    Won't Fix             Reopened

Reports & Analytics

Project Dashboard

Overview metrics:

• Progress: Overall completion %
• Hours: Logged vs estimated
• Budget: Spent vs allocated
• Tasks: Completed vs total

Progress Calculation

Project Progress = (Completed Tasks / Total Tasks) × 100
Hours Progress = (Logged Hours / Estimated Hours) × 100
Budget Progress = (Expenses / Budget) × 100

Available Reports

Quick Reference

Project Lifecycle

Initiation → Planning → Execution → Monitoring → Closure
     │           │           │           │          │
     ├─ Create   ├─ Tasks    ├─ Work     ├─ Track   ├─ Review
     ├─ Define   ├─ Assign   ├─ Log      ├─ Report  ├─ Archive
     └─ Team     └─ Schedule └─ Discuss  └─ Adjust  └─ Close