Project Management

The Merit project management application empowers efficient task management, effective work execution, swift delegation, and close monitoring of delegated tasks for enhanced productivity.

Creating Projects and Related Tasks

A project status can be classified as follows:

Open: The project is in progress.
Pending: The project is temporarily paused.
Cancelled: The project is terminated prematurely.
Closed: The project is successfully concluded.

In the Members tab, users can be added to the project, also influencing access rights. Additionally, the system automatically updates customers regarding project progress, ensuring transparent communication throughout the project lifecycle.

Managing tasks

After defining a project, you input tasks for execution. Tasks exist in these states:

Draft: Entered but not validated by the responsible person.
Open: Ready for work or currently in progress.
Closed: Successfully completed.
Cancelled: No longer necessary.
Pending: Awaiting response from another party (e.g., customer information).

Tasks may be assigned to users, who assume responsibility for their closure.

Tasks in Project Management

Users have the autonomy to oversee their respective tasks through the array of menus at their disposal. Concerning invoicing tasks, multiple methods have been outlined for efficient execution: invoicing derived from a sales order, invoicing based on analytic costs such as service times and expenses, invoicing facilitated by deliveries, and manual invoicing. While these options present utility, there are circumstances where it proves more advantageous to conduct invoicing from service or purchase orders. Such a strategy ensures streamlined processes and aligns with specific operational requirements, enhancing overall efficiency and accuracy in financial transactions.

These invoicing methods offer enhanced flexibility, featuring diverse pricing tiers delineated in the pricelist and accommodating various invoicable products. It proves advantageous to streamline invoicing methods within your company by expanding the utilization of existing methods. For instance, to integrate Sales Orders with Project tasks effectively, consider creating specialized products like “Consultant” and “Senior Developer.” These products should be configured with specific attributes: Product Type set to “Service,” Procurement Method as “Make to Order,” and Supply Method as “Produce.” Upon configuring these parameters, Merit automatically generates a corresponding task in project management upon order approval. To refine this integration further, designate a default project for your product. Within the Product form, navigate to the Procurement & Locations tab and specify the default project to which the automatically generated task should be linked, ensuring seamless coordination between sales and project management processes.

Streamline your business operations with Merit ERP: a unified solution for small, medium, and large businesses to efficiently manage finances and inventory with constant control.

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List of Tasks

Delegate your Tasks

To transfer responsibility for a task to another user, simply update the assigned person. However, the system lacks features to monitor tasks you’ve delegated, such as tracking progress.

Delegating a Task to Another User

Instead, utilize the Delegate button within the task interface. This functionality empowers you to adjust tasks across all delegation levels, incorporating additional details as needed. Tasks initially outlined as broad objectives can progressively gain specificity as they traverse the delegation hierarchy. The task form’s second tab presents a comprehensive history of each task’s delegation chain, including links to parent tasks and a record of delegated tasks. Additionally, you can segment larger projects into distinct phases, facilitating better organization and management of complex endeavors.

Priority Management

Various methods exist to prioritize tasks. Merit prioritizes tasks utilizing the Sequence, Priority, and Deadline fields. You can establish Working Time within the project file; by default, Merit assumes an 8-hour workday from Sunday to Thursday if unspecified. Once set, accessing the project Gantt chart from Tasks enables the system to compute a project plan, considering task prioritization and working hours, thus determining the earliest feasible delivery schedule.

Planning by time or by tasks

Enterprise planning in Open ERP encompasses two primary methodologies: task-based planning and time-based planning, each offering distinct advantages in project management.

Task-based planning involves project managers assigning specific tasks from various projects to individual employees within a defined timeframe. Employees then focus solely on completing the assigned tasks as directed by the project manager.

Conversely, time-based planning entails allocating designated time slots for each employee across different projects during the specified period. Tasks within each project are prioritized and can either be directly assigned to users or left unassigned. Employees then have the flexibility to select which task to undertake next based on the project plans and the relative priorities of the tasks.

Both approaches empower efficient project management within Open ERP, enabling organizations to effectively allocate resources, optimize task prioritization, and meet project deadlines with agility and precision.

Monthly planning for work time of each employee

The Monthly planning for work time of each employee illustrates a session where plans are devised for allocating a set number of workdays to different projects per employee. This time-centric planning method distinguishes project management from task prioritization by explicitly listing client priorities within the task roster. By doing so, it separates the allocation of human resources across projects from the prioritization of tasks within each project, streamlining the planning process and enhancing organizational efficiency.

Planning to Improve Leadership

Monthly planning for work time of each employee

In the typical company planning process, teams convene regularly to organize tasks and establish priorities for their specific projects and objectives during team meetings.

Ideally, these planning meetings should be short but regular and systematic. They can be weekly or monthly depending on the type of activity. A planning meeting often runs in three phases:

Reviewing meeting minutes and conducting an analysis to assess the progress made in completing planned tasks from the previous period.
Introducing new projects while ensuring alignment with existing commitments to clients, maintaining coherence in organizational endeavors.
Forecasting staffing needs for the upcoming month to ensure adequate resource allocation and operational efficiency.
Assigning tasks to individual employees or teams for future periods to optimize productivity and facilitate goal achievement.
Evaluating task completion from preceding periods to assess performance and inform strategic adjustments.
Communicating high-level objectives throughout the company hierarchy to ensure alignment and clarity, facilitating effective implementation across all levels of the organization.

Scheduling

To accurately calculate project dates, it’s imperative to define a working schedule and leaves. This information is utilized by the project scheduler. Ensure your project’s Working Time field within the Administration tab of the Project form is populated. This step guarantees precise Gantt chart generation.

For tasks associated with a phase, access them through the Tasks Details tab on the phase form. Schedule these tasks by clicking the Schedule Tasks button. Tasks in draft, pending, and open states are automatically scheduled, with dates calculated from the phase’s start date. This systematic approach ensures project timelines are efficiently managed and adhered to.

Planning at all levels of the Hierarchy

Set the Working Time field in the Project form’s Administration tab for defining the project’s schedule and leaves, crucial for accurate Gantt chart generation. Tasks linked to phases are scheduled via the Tasks Details tab, aiding project timeline management.

The planning entry form can reflect the hierarchical structure of the company. To enter data into a plan line you can:

Now, you have the capability to allocate working time for entire departments across projects without needing to specify individual tasks for each employee. When a department manager devises their plan, they’ll find directives from upper management at the bottom of the form. The top section allows detailed assignment of project work to each department member.
If detailed time planning for a final draft isn’t necessary, it can be accomplished through an analytic account relying on child accounts. This hierarchical structure enables creation of plans aligned with senior management objectives, cascading down to establish time budgets for employees across departments. Subsequently, each manager utilizes their personalized plans to oversee operations within their respective hierarchy levels.

The Art of Productivity without Stress

Open ERP offers tools designed to augment personal time management, deviating slightly from conventional enterprise management. Despite this minor departure, effective organization remains paramount for amplifying productivity in day-to-day activities. These tools enable individuals to streamline their workflows, prioritize tasks efficiently, and allocate time judiciously, ultimately fostering greater efficiency and effectiveness in personal and professional endeavors.

Plan your Time and more

Plan your Time

In the planning process, each line requires input of the user, the relevant analytic account, and the allocated time quantity, which can be specified in hours or days depending on the chosen unit of measure. Additionally, a brief note can be included for each line to outline the nature of the work to be performed.

Once the plan is saved, it’s essential to utilize the other tabs of the planning form to verify that the allocated time aligns appropriately with the employees’ contracts and the project commitments. For instance, the allocated time should adhere to the stipulated hours per week specified in the employees’ contracts, such as 37.5 hours. Similarly, the forecasted time for each project should correspond to the commitments established with clients.

Ideally, the planning for the current period should be comprehensively completed. However, there’s also the option to fill in some lines for future months, strategically reserving resources across various projects to meet anticipated client commitments. This forward-looking approach enables effective management of available human resources for the upcoming months.

Plans can be printed or transmitted via email to employees for reference. Additionally, each employee can access a personalized dashboard illustrating the allocated time on projects and the actual time worked thus far. This visual representation empowers employees to make informed decisions regarding task prioritization.

When selecting a task, the employee should prioritize those in the highest priority project. Ideally, the chosen task is either directly assigned to them or ranks high on the priority list and is within their capability to complete, even if it’s not yet assigned to anyone else.

At the end of the period, a comparison can be made between the actual duration of work on different projects and the initial estimates. Printing the plan facilitates this comparison, providing insights into the planned versus actual working time, aiding in performance evaluation and future planning adjustments.

Not everything that is urgent is necessarily important

The module represents a significant shift within the foundational structure of Open ERP, emphasizing the differentiation between urgency and importance. This distinction results in tasks being classified based on the combined assessment of these two factors, facilitating the prioritization of issues that are both urgent and significant within a unified list. Often, managers burdened with substantial workloads tend to prioritize tasks solely based on their urgency, overlooking the importance of substantive tasks, such as medium-term objectives, which may not possess immediate urgency but hold significant long-term value.

Within the framework of Open ERP, urgency is gauged by the task’s deadline, while importance is denoted by its assigned priority level. Task classification is consequently determined by the multiplication of these two factors. As a result, tasks that are deemed both important and urgent are elevated to the top of the priority list, ensuring that critical matters receive the requisite attention and action they demand. This methodology enhances the efficiency and effectiveness of task management, enabling users to address pressing issues while also allocating resources towards the attainment of strategic objectives and long-term goals.

Organizing your life systematically

This section introduces a methodology for personal organization based on the concepts of context and time boxing.

Context:

Context refers to the specific work environment required to address certain tasks effectively.

Time Boxing:

Tasks are organized within predefined time intervals known as “time boxes.” These periods typically include:

Today: Reserved for tasks requiring immediate attention within the current day.
This Week: Designated for tasks slated for completion within the current week.
This Month: Allocated for tasks to be accomplished within the current month.
Long Term: Reserved for tasks spanning beyond a one-month timeframe.

Each task is assigned to only one time box at a time, ensuring clarity and focus. By employing this methodology, individuals can prioritize tasks effectively and manage their workload efficiently within the given time constraints.

So start by entering all the tasks required by project. These could have been entered by another user and assigned to you. It is important to code in all of the tasks that are buzzing around in your head, just to get them off your mind. A task could be:

In a project framework, tasks can encompass short, medium, or long-term objectives, catering to various types of work. Complex projects, not yet subdivided into smaller tasks, can be represented by a single task. When the actions are evident, detailed operations are unnecessary, streamlining task creation and management. This methodology optimizes resource allocation and fosters a seamless workflow within the project management system, enhancing productivity and effectiveness in project execution.

Timesheet Management

Integration with Merit has revolutionized management practices in service companies, with service sheets or timesheets serving as vital components. These sheets are generated by employees as they engage in diverse cases or projects, each linked to an analytic account. This structured system ensures precise tracking and effective management of tasks and resources, thereby enhancing efficiency and transparency in project management and service delivery. Ultimately, Merit integration empowers service companies to optimize their operations and deliver superior outcomes to their clients.

During the workday, employees continuously update their timesheets with entries specifying the time allocated to different projects. At the close of the day, they allocate all hours worked on client or internal projects to fulfill the total hours requirement. In instances where an account is missing from the system, any unassigned time is consolidated into the unallocated hours for the day. This systematic method ensures thorough monitoring of work hours and enables precise reporting of project-related activities within the company’s operational structure. It promotes efficiency and accuracy in tracking project tasks and resource utilization.

Major Advantages

The system meticulously tracks project costs by precisely documenting time spent on each project. It simplifies monitoring of services provided by employees and permits comparison of actual project hours with initial estimates. Furthermore, it automates invoicing based on rendered service hours, streamlining financial operations. Users can retrieve lists of service hours for individual clients, facilitating client management. Additionally, the system offers insights into critical company expenses, such as marketing and training costs, as well as invoicing rates. This ensures informed decision-making and efficient financial management, enhancing overall operational effectiveness and profitability.

In Merit, timesheets related to analytic entries are implemented through an inheritance mechanism, wherein the timesheet object inherits properties from the analytic entry object. This integration prevents synchronization issues by encoding information as a single event in the database, stored across two distinct tables. While services constitute analytical entries, not all analytical entries represent services, hence the separation. This non-conventional approach is both logical and practical. Employee timesheets serve as valuable indicators of cost distribution within a service enterprise, as reflected in analytic accounts. This methodology offers insights into resource allocation and cost management, facilitating informed decision-making and enhancing operational efficiency.

Integrated timesheets, you can then:

Track the profitability of projects in the analytic accounts.
Look at the history of timesheet entries by project and by employee.
Regularly adjust hourly costs by comparing your rates with reality.

Why Choose Techysoft ERP ?

Comprehensive Business Management

Techysoft Merit ERP offers a complete suite of modules that streamline all aspects of your business, including finance, inventory, supply chain, HR, and more. This ensures all business operations are managed from a single, integrated platform.

Customization and Flexibility

The ERP is highly customizable, allowing businesses to tailor it to their unique workflows and requirements. With flexible modules and add-ons, companies can scale as they grow.

User-Friendly Interface

Techysoft Merit ERP provides an intuitive, easy-to-use interface that reduces the learning curve for users, ensuring a smoother adoption process across teams.

Real-Time Data and Insights

With real-time data analytics and reporting tools, Techysoft Merit ERP allows businesses to make informed decisions based on accurate, up-to-the-minute information.

Cloud and On-Premise Options

Offering both cloud-based and on-premise deployment options, businesses can choose the best solution for their needs, whether they prefer the flexibility of the cloud or the control of on-premise systems.

Data Security and Compliance

Techysoft Merit ERP ensures top-level security with encryption, role-based access control, and compliance with regional regulations like GDPR or PDPL in Saudi Arabia.

24/7 Support and Maintenance

The ERP system comes with comprehensive customer support, including 24/7 technical assistance, software updates, and a dedicated support team to ensure uninterrupted business operations.

Cost Efficiency

With competitive pricing models and a high return on investment, Techysoft Merit ERP is an affordable option that delivers powerful functionality for businesses of all sizes.

Integration with Other Systems

Seamlessly integrates with other business software, such as CRM, e-commerce, and third-party apps, ensuring smooth data flow and minimizing system fragmentation.

Localization for Saudi Market

Specifically designed to meet the unique needs of businesses operating in Saudi Arabia, including support for local languages, compliance with Saudi laws, and integration with local financial systems and tax regulations.

Value Added modules

Techysoft Merit ERP caters to a wide range of industries along with add on modules like HCM and Fixed assets management

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Frequently asked Questions

What is Merit ERP

Techysoft Merit ERP is a comprehensive Enterprise Resource Planning (ERP) solution designed to manage and integrate various business processes, such as finance, supply chain, human resources, inventory, and more, all in one platform.

How customizable is Techysoft Merit ERP?

Techysoft Merit ERP is highly customizable to suit the specific needs of your business. From workflows to custom modules, you can tailor the system to fit your company’s operations and growth requirements.

Is Techysoft Merit ERP suitable for small and medium-sized businesses (SMEs)?

Yes, Techysoft Merit ERP is scalable and designed to meet the needs of both small and medium-sized businesses. Its flexible modules allow you to adopt what you need and scale as your business grows.

Can Techysoft Merit ERP be deployed on the cloud?

Yes, Techysoft Merit ERP offers both cloud-based and on-premise deployment options, allowing you to choose the best solution for your business needs.

What industries does Techysoft Merit ERP cater to?

Techysoft Merit ERP caters to a wide range of industries, including manufacturing, retail, healthcare, construction, and services. It is designed to be versatile and adaptable to various industry requirements.

Does Techysoft Merit ERP support multiple languages?

Yes, Techysoft Merit ERP supports multiple languages and is particularly optimized for businesses operating in Saudi Arabia, offering support for both English and Arabic.

How secure is my data with Techysoft Merit ERP?

Techysoft Merit ERP ensures high levels of security with data encryption, role-based access control, and compliance with local and international data protection regulations like GDPR and PDPL.

What kind of support does Techysoft Merit ERP offer?

We provide 24/7 customer support, technical assistance, and regular software updates to ensure that your business operations run smoothly without interruption.

Can I integrate Techysoft Merit ERP with other software systems?

Yes, Techysoft Merit ERP seamlessly integrates with a wide range of third-party applications and systems, including CRM, e-commerce platforms, and more, to streamline your business processes.

How can I get a demo of Techysoft Merit ERP?

You can request a demo by contacting our sales team via our website. We’ll be happy to provide a detailed walkthrough of the software and its capabilities to help you determine if it’s the right fit for your business.

Is training provided for new users of Techysoft Merit ERP?

Yes, we provide comprehensive training programs for new users to ensure a smooth transition and adoption of the ERP system.

Does Techysoft Merit ERP comply with Saudi regulations?

Yes, Techysoft Merit ERP complies with all relevant Saudi regulations, including the Personal Data Protection Law (PDPL) and VAT regulations. It is specifically optimized for businesses operating in Saudi Arabia.

How often are updates released for Techysoft Merit ERP?

We regularly release updates to improve functionality, add new features, and ensure compliance with any new regulatory changes. These updates are seamlessly integrated with minimal disruption to your business.

What is the cost structure for Techysoft Merit ERP?

Techysoft Merit ERP offers flexible pricing plans based on the number of users and the specific modules your business needs. Please contact our sales team for a customized quote.

How long does it take to implement Techysoft Merit ERP?

The implementation timeline depends on the complexity of your business processes and the level of customization required. On average, it can take between a few weeks to several months for full deployment.

Is there a free trial available for Techysoft Merit ERP?

Yes, we offer a free trial so you can explore the features and functionality of Techysoft Merit ERP before committing to a full implementation.

Is there a free trial available for Techysoft Merit ERP?

Yes, we offer a free trial so you can explore the features and functionality of Techysoft Merit ERP before committing to a full implementation.

What are the hardware and software requirements for running Techysoft Merit ERP?

Techysoft Merit ERP is highly adaptable and can run on standard hardware configurations. For cloud deployments, minimal infrastructure is required, as the system is accessible via any modern web browser.

What features does the Project Management module in TechySoft Merit ERP offer?

The Project Management module in TechySoft Merit ERP offers a wide range of features, including task scheduling, resource allocation, budget tracking, milestone management, and time tracking. It also supports collaboration tools, Gantt charts, and real-time reporting, ensuring that projects are completed on time and within budget.

Can TechySoft Merit ERP’s Project Management module handle multiple projects simultaneously?

Yes, TechySoft Merit ERP’s Project Management module is designed to handle multiple projects at once. It allows you to manage different projects in parallel, with the ability to allocate resources, monitor timelines, track progress, and generate reports for each project individually or across the entire portfolio.

How does TechySoft Merit ERP help in resource management for projects?

TechySoft Merit ERP’s Project Management module provides tools for resource allocation and optimization. It allows managers to assign tasks based on availability, skill set, and workload, ensuring efficient use of resources. The system also gives visibility into resource usage, enabling better planning and preventing overallocation or underutilization.

What reporting and analytics tools are available in the Project Management module?

The Project Management module includes customizable dashboards and real-time reporting tools, offering insights into project performance, budget adherence, resource utilization, and timelines. The system supports earned value analysis, project profitability reports, and detailed progress tracking to help businesses make informed decisions throughout the project lifecycle.

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