[IMP] project: documentation overhaul 2 (#583)

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@ -6,4 +6,5 @@ Advanced
:titlesonly:
advanced/so_to_task
advanced/feedback
advanced/feedback
advanced/profitability

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======================================
How to gather feedback from customers?
======================================
==============================
Gather Feedback from Customers
==============================
Overview
========
Finding out what your clients think about the experience they have with your company, can inspire
you to have insights on how to improve your product/service, adjusting your business to fit
their needs. It shows that you value their opinions and provides a reliable source of information
to other consumers.
As a manager, it's not always simple to follow everything your teams do.
Having a simple customer feedback can be very interesting to evaluate
the performances of your teams. You can very easily gather feedbacks
from your customers using Odoo.
Set up
======
An e-mail can be sent during the project to get the customer feedbacks.
He just has to choose between 3 smileys to assess your work (Smile,
Neutral or Sad).
Go to :menuselection:`Project --> Configuration --> Settings` and enable *Use Rating on Project*.
How to gather feedbacks from customers
======================================
.. image:: media/rating_project.png
:align: center
:alt: Enable the feature on settings in Odoo Project
Before getting started some configuration is necessary. First of all
it's necessary to install the **Project** application. To do so simply
go to the apps module and install it.
| *Set Email Template to Stages* in order to define the template to be sent at a specific stage(s).
| Choose an existing template or create one on the fly.
.. image:: media/feedback01.png
:align: center
.. image:: media/rating_template.png
:align: center
:alt: Click on set email template and choose one in Odoo Project
Moreover, in the same menu, you have to install the **Project Rating**
module.
Choosing the projects I want feedback from
==========================================
.. image:: media/feedback02.png
:align: center
| Go to :menuselection:`Project --> Configuration --> Projects --> Edit` and configure the wanted
projects to have the email template previously set sent, by the change of a stage or periodically.
| Enable *Rating visible publicly* if you would like to publish the ratings in order to communicate
them to a customer, prospect or the rest of your team.
Next, go back into the back-end and enter the project module. Select the
**Configuration** button and click on **Settings** in the dropdown menu. Next
select **Allow activating customer rating on projects, at issue
completion**. Don't forget to apply your changes.
.. image:: media/customer_rating.png
:align: center
:height: 370
:alt: View of a project's form to choose the customer rating in Odoo Project
.. image:: media/feedback03.png
:align: center
.. tip::
See the customer rating email sent under the *Log notes* of your task.
How to get a Customer feedback?
===============================
.. image:: media/rating_chatter.png
:align: center
:alt: View of the chatter and the rating email sent to the customer in Odoo Project
A e-mail can be sent to the customers at each stage of the ongoing
projects.
Get reports
===========
First, you need to choose for which projects you want to get a feedback.
Under :menuselection:`Project --> Reporting --> Customer Ratings` see ratings by task.
Project configuration
---------------------
.. image:: media/rating_report.png
:align: center
:alt: View fo the customer rating report in Odoo Project
Go to the **Project** application, in the project settings select the
**Customer satisfaction** option.
Clicking on the percentage of happy ratings over the last 30 days in the *Projects* overview,
redirects you to your website with more rating details.
.. image:: media/feedback04.png
:align: center
.. image:: media/percentage_happy.png
:align: center
:height: 300
:alt: Project overview shows the percentage of happy ratings in Odoo Project
Email Template
--------------
Go to the stage settings (click on the gear icon on the top of the stage
column, then select **Edit**). Choose the e-mail template that will be used.
You can directly edit it from there.
.. image:: media/feedback05.png
:align: center
Here is an email example that a customer can receive :
.. image:: media/feedback06.png
:align: center
.. note::
The customer just has to click on a smiley (Smile, Neutral or
Sad) to assess your work. The customer can reply to the email to add
more information. It will be added to the chatter of the task.
Reporting
---------
You have a brief summary on the satisfaction in the upper right corner
of the project.
.. image:: media/feedback07.png
:align: center
How to display the ratings on your website?
===========================================
First of all it's necessary to install the **Website Builder** application.
To do so simply go to the apps module and search for the website
builder.
.. image:: media/feedback08.png
:align: center
Moreover, in the same menu, you have to install the **Website Rating
Project Issue** module.
.. image:: media/feedback09.png
:align: center
Then, you will be able to publish your result on your website by
clicking on the website button in the upper right corner and confirming
it in the front end of the website.
.. image:: media/feedback10.png
:align: center

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@ -0,0 +1,56 @@
=============================
Track Projects Profitability
=============================
A project runs smoother if you can have an overview of its costs, revenues, profitability, tasks,
time and people, all in the same place. It allows you to make smarter business decisions as you know
where you are standing and can course-correct if needed.
Track costs and revenue
=======================
If you have the Timesheets application installed
------------------------------------------------
Go to :menuselection:`Project --> Configuration --> Projects`, choose the respective project,
*Edit* and enable *Timesheets*. A menu *Overview* becomes available in the Kanban view.
.. image:: media/timesheet_instaled.png
:align: center
:alt: View of the dashboard and overview menu available in Odoo Project
The overview shows the hours recorded split by the different billable options, profitability, time
by people according to the billable hours recorded, and even a timesheet table.
.. image:: media/hours_profitability.png
:align: center
:alt: Click on overview and have a detailed view of the hours recorded in Odoo Project
If you do not have the Timesheets application installed
-------------------------------------------------------
| Activate the :doc:`Developer mode <../../general/developer_mode/activate>`. Then go to
*Manager Users* and enable *Analytic Accounting*. Now, go to :menuselection:`Project -->
Configuration --> Projects` and specify an *Analytic Account* under the needed project.
| A *Profitability* menu to the costs and revenues of this analytic account is directly available
in the Kanban view.
.. image:: media/not_timesheet_installed.png
:align: center
:height: 270
:alt: Profitability menu being shown on the dashboard view in Odoo Project
Reporting
=========
Under *Reporting*, obtain a report on the *Project Costs and Revenues*. Choose among graph options
or do your analysis through a pivot view.
.. image:: media/reporting.png
:align: center
:alt: Overview of the reporting page showing costs and revenues in Odoo Project
.. seealso::
- :doc:`../../accounting/others/analytic/usage`
- :doc:`../../accounting/others/analytic/timesheets`
- :doc:`../../accounting/others/analytic/purchases_expenses`

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@ -5,5 +5,4 @@ Planning your project
.. toctree::
:titlesonly:
planning/assignments
planning/forecast

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=============================================
How to plan and track employees' assignments?
=============================================
Following and planning your employees' assignments can be a heavy
challenge especially when you manage several people. Luckily, using Odoo
Project, you can handle it in only a couple of clicks.
Configuration
=============
The only necessary configuration is to install the **Project Management**
module. To do so, go in the application module, search for project and
install the application.
.. image:: media/assignments01.png
:align: center
If you wish to manage time estimation, you will need to enable
timesheets on tasks. From the **Project** application, go to
:menuselection:`Configuration --> Settings` in the dropdown menu.
Then, under **Time Work Estimation**, select the **manage time
estimation on tasks** option. Do not forget to apply your changes.
.. image:: media/assignments02.png
:align: center
This feature will create a progress bar in the form view of your tasks.
Every time your salesperson will add working time in his timesheet, the
bar will be updated accordingly, based on the initially planned hours.
.. image:: media/assignments03.png
:align: center
Manage tasks with views
=======================
You can have an overview of your different task thanks to the multiple
views available with Odoo. Three main views will help you to plan and
follow up on your employees' tasks: the kanban view, the list view
(using timesheets) and the calendar view.
Create and edit tasks in order to fill up your pipeline. Don't forget to
fill in a responsible person and an estimated time if you have one.
Get an overview of activities with the kanban view
--------------------------------------------------
The Kanban view is a post-it like view, divided in different stages. It
enables you to have a clear view on the stages your tasks are in and the
ones having the higher priorities.
The Kanban view is the default view when accessing a project, but if you
are on another view, you can go back to it any time by clicking the
kanban view logo in the upper right corner
.. image:: media/assignments04.png
:align: center
Add/rearrange stages
~~~~~~~~~~~~~~~~~~~~
You can easily personalize your project to suit your business needs by
creating new columns. From the Kanban view of your project, you can add
stages by clicking on **Add new column** (see image below). If you
want to rearrange the order of your stages, you can easily do so by
dragging and dropping the column you want to move to the desired
location. You can also fold or unfold your stages by using the **setting**
icon on your desired stage.
.. image:: media/assignments10.png
:align: center
.. tip::
Create one column per stage in your working process. For example,
in a development project, stages might be: Specifications,
Development, Test, Done.
Sort tasks by priority
~~~~~~~~~~~~~~~~~~~~~~
On each one of your columns, you have the ability to sort your tasks by
priority. Tasks with a higher priority will automatically be moved to
the top of the column. From the Kanban view, click on the star in the
bottom left of a task to tag it as **high priority**. For the tasks that
are not tagged, Odoo will automatically classify them according to their
deadlines.
Note that dates that passed their deadlines will appear in red( in the
list view too) so you can easily follow up the progression of different
tasks.
.. image:: media/assignments06.png
:align: center
.. tip::
Don't forget you can filter your tasks with the filter menu.
Track the progress of each task with the list view
--------------------------------------------------
If you enabled the **Manage Time Estimation on Tasks**, your employees
will be able to log their activities on tasks under the **Timesheets**
sub-menu along with their duration. The **Working Time Progress** bar will
be updated each time the employee will add an activity.
.. image:: media/assignments07.png
:align: center
As a manager, you can easily overview the time spent on tasks for all
employees by using the list view. To do so, access the project of your
choice and click on the List view icon (see below). The last column will
show you the progression of each task.
.. image:: media/assignments08.png
:align: center
Keep an eye on deadlines with the Calendar view
-----------------------------------------------
If you add a deadline in your task, they will appear in the calendar
view. As a manager, this view enables you to keep an eye on all
deadlines in a single window.
.. image:: media/assignments09.png
:align: center
All the tasks are tagged with a color corresponding to the employee
assigned to them. You can easily filter the deadlines by employees by
ticking the related boxes on the right of the calendar view.
.. tip::
You can easily change the deadline from the Calendar view by
dragging and dropping the task to another case.
.. seealso::
* :doc:`../configuration/setup`
* :doc:`forecast`

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======================
How to forecast tasks?
======================
==================================
Forecast Resources Across Projects
==================================
Introduction to forecast
========================
Allocate the needed time for specific tasks under a planned shift. Once that is done, analyse Key
Performance Indicators (KPIs), so you can evaluate your employees performance and workload, besides
the progress of your projects/tasks when comparing the planned and effective hours.
Scheduling and forecasting tasks is another way to manage projects. In
Odoo, the Forecast option gives you access to the Gantt chart.
Allocate times under shifts
===========================
So far, you've been working with the Kanban view, which shows you the
progress of a project and its related tasks.
When planning a shift, in the *Planning* application, create a project and a task on the fly,
or simply select the one you want.
Now, with the Forecast option, the Gantt view gives you the big picture.
It's highly visual which is a real plus for complex projects, and it
helps team members to collaborate better.
.. image:: media/allocate_time.png
:align: center
:alt: Planning form to choose the project, task and allocated hours in Odoo Planning
This option is a real benefit in terms of planning and organizing the
workload and human resources.
| *Allocated Time (%)* allows you to define the percentage of time you would like your employee to
work on that specific task during his shift. See that information in hours on *Allocated hours*.
| The calculation shows you how many hours out of the total shift time (*End date* - *Start date*)
are spent by the employee on that task.
| On :menuselection:`Project --> Planning --> By Project`, immediately see the total number of
employees allocated per project.
How to configure the projects?
==============================
.. image:: media/planning_project.png
:align: center
:alt: Planning by project view in Odoo Project
Configure the project application
---------------------------------
Compare forecast hours with the effective ones
==============================================
The **Forecast** option helps you to organize your projects. This is perfect
when you need to set up a project with a specific deadline. Therefore,
each task is assigned a specific timeframe (amount of hours) in which
your employee should complete it!
Now, once the employee has timesheeted his hours in the task, go to *Project* and with the
*View list*, under *All Tasks*, conveniently see the *Planned Hours* compared to the
*Remaining Hours*, and a calculation of the *Progress*.
First you need to activate the **Forecast** option for the whole project
application:
.. image:: media/compare_forecast.png
:align: center
:alt: View of all tasks and their planned and remaining hours in Odoo Project
Go to :menuselection:`Project --> Configuration --> Settings`.
Select the Forecast option and click **Apply**.
.. important::
Reminder: the option *Timesheets* has to be enabled on your project.
.. image:: media/forecast01.png
:align: center
Once this is done, you still need to activate the **Forecast** option
specifically for your **Project** (maybe you don't need the Gantt chart for
all the projects that you manage).
Configure a specific project.
-----------------------------
When creating a new project, make sure to select the option "Allow
Forecast" in your project settings.
You'll see the **Forecast** option appearing in the top menu.
.. image:: media/forecast02.png
:align: center
If you add the Forecasting option to an existing project, whether there
are task deadlines or not scheduled, the task won't be displayed.
The tasks of a project are not related to a forecast.
How to create a forecast?
-------------------------
Before creating a project with forecast, list all the tasks with the
projected time they should take. It will help you to coordinate the
work.
In order to display the projects in the Gantt chart, you need to create
the forecast from the task page. To create a forecast, click on the top
left corner of the task, **Create a Forecast**.
.. image:: media/forecast03.png
:align: center
.. tip::
You can also create a new Forecast easily by directly clicking on an empty
space in the Gantt chart calendar.
The Forecast interface will fill in the name of the Project and the task
automatically. You just need to add the dates and the time the task
should take.
.. image:: media/forecast04.png
:align: center
.. tip::
The "Effective hours" field appears only if you have the **Timesheet** app
installed on your database. This option helps you to see the progress of a
task thanks to the integration with Timesheet.
For example: When a user fills in a Timesheet with your Project name
(Analytic account), with 10 hours spent, the forecast will display 10 hours
in the Effective hours field.
What are the difference between the views?
==========================================
In the **Project** app menu you have a **Forecast** menu. This sub-menu helps
you to see the Gantt chart from different points of view: by users or by
projects.
By users : people management
----------------------------
This option displays the Gantt chart with the people assigned. Odoo's
Gantt chart shows you who's involved; it gives you the big picture of
the project. It's very useful to allocate your resources effectively.
On the left side, first level, you can see which users are involved.
Then, on the second level you see which projects they are assigned to.
On the third, you see which tasks they're on.
Each task is represented by a coloured rectangle. This rectangle
reflects the duration of the task in the calendar.
The top rectangle on the first level is the sum of all the tasks
compiled from the third level. If it's green, it means that the total
time allocated to that user is less than 100%. When it's red, it means
that this user is assigned to multiple tasks which total more than 100%
of his/her time.
.. image:: media/forecast05.png
:align: center
Plan the workload
~~~~~~~~~~~~~~~~~
When creating a forecast, you have to select the time the user should
spend on it. 100% means that your user should work on it full time
during those days. He/She has no other tasks to work on. So you can
decide from 1 to 100% how your users should organize their time between
different tasks.
The power of integration helps you to avoid double booking an employee.
For example, if your expert is already at 40% on another task in another
project, you can book him/her for only 60% for that period.
In the example below, the user "Administrator" is working on 2 projects
("IT1367 Delivery Phases" and "Implementation Process56"). The user is
assigned to both projects with a total of 110% of their time. This is
too much so the Project Manager should change the users assigned to the
task. Otherwise, the PM can change the dedicated time or the dates, to
make sure that this is feasible.
.. image:: media/forecast06.png
:align: center
Gantt view advantages
~~~~~~~~~~~~~~~~~~~~~
This Gantt view by user' helps you to better plan your human resources.
You avoid confusion about the the tasks and the assignations of the
users. The Gantt Chart is highly visual and helps to comprehend all the
different elements at once. Also, you immediately know what has to be
done next. This method helps you to better understand the relations
between the tasks.
The dynamic view of the Gantt in Odoo allows you to:
- change the time and date of a forecast by clicking and sliding the
tasks in the future or in the past
- create a new forecast into the Gantt chart immediately
- modify an existing forecast
- change the length of a task by extending or shortening the rectangle.
By projects: project management
-------------------------------
The Gantt Chart is the perfect view of a project to better understand
the interactions between the tasks. You can avoid overlapping tasks or
starting one too early if another one isn't finished. Odoo Gantt chart
is clear and helps you to coordinate tasks efficiently.
This option displays the Gantt chart by showing the projects on the
first level of hierarchy.
On the left side, first level, you can see the projects. Then, on the
second level you see which users are assigned. On the third, you see
which tasks they're on.
This view won't show your HR time. The colours don't apply. (see **By
Users** section)
.. image:: media/forecast07.png
:align: center
Gantt view advantages
~~~~~~~~~~~~~~~~~~~~~
The dynamic view of the Gantt in Odoo allows you to:
- change the time and date of a forecast by clicking and sliding the
tasks in the future or in the past
- create a new forecast into the Gantt chart immediately
- modify an existing forecast
- change the length of a task by extending or shortening the rectangle.
.. image:: media/enable_timesheets.png
:align: center
:height: 400
:alt: Under the settings of a project enable timesheets in Odoo Project

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