Microsoft Dynamics Solutions for Project and Resource Management.

USE THE DYNAMICS.

proRM - PROJECT & RESOURCE MANAGEMENT

Driving efficiency and effective-ness for all types of Project.Built by proMX on Microsoft Dynamics CRM, proRM

is a comprehensive Project and Resource Manage-

ment solution, driving your business from the

initial project planning stage, through to cutting

the final invoice. Providing enhanced capabilities

in Resource Management, Skills and Qualification

Management, and Availability Tracking proRM

expands on the functionality of traditional Project

Management software to offer a more complete,

integrated solution. By capturing all the activities

and effort expended to deliver the project, by all

the staff involved proRM provides the platform for

Project Leaders to access project status, costs and

profitability.

Information at your fingertips. proRM manages your business through every

stage of you projects. Even within the prelimina-

ry project planning phase, proRM enables you to

capture all the activities and effort expended, and

so include this “cost of sales” in the measurement

and reporting of overall project or customer profi-

tability.

The integrated Human Resources Management

Module provide a comprehensive overview of the

qualifications and availability of internal resources

required to successfully deliver projects on time

and on budget.

proRM links staff and budgets to both internal and

external projects; allows internal staff resources to

capture and record expended effort easily through

a simple, optimized client, allowing companies to

manage all information and effort expended right

up to invoicing.

From Sales to Project Completion.proRM provides capabilities in all the key areas

during all the phases of a project (see figure on the

right):

Sales

• 360-degree customer view

• Account and activity management

• Resource availability

Forecast

• Revenue forecast

• Resource availability

• Employee qualifications and skill sets

• Costs

Project Planning

• Resource Allocation

• Project Milestones

• Tasks

Implementation

• Time expended recording

• Project Management

• Project Command & Control

• Communication

Project Completion

• Evaluation

• Quality Assurance

• Documentation

Integration

• ERP (NAV, Sage, SAP, etc.)

• Microsoft Office SharePoint Server

• Microsoft Project

proRM Business Advantage:

• Optimal planning and control through accurate

employee performance management.

• Outlook-like client’s familiar and intuitive inter-

face ensures all employee effort is captured, and

allocated to the correct project.

• Project Managers can immediately access and

evaluate all activities within a single, centralized

database.

• The integrated reporting and Invoice Assistant

facilitates the accurate reporting and invoicing of

all services.

• Skill Profiles captured within proRM ensure the

optimal resource mix for each projects can be

identified, maximizing revenue billing potential

THE proRM MODULES

Seamless Integration.

Personnel Management

proRM captures and stores relevant employee

information roles, skills and certifications.

Activity Recording

Staff can quickly and accurately record effort and

time expended against specific projects via the

proRM Web Client or the proRM Windows Client.

All the captured activities are captured and logged

in the central project database, and displayed to

the project leaders in an easily understood Dash-

board format.

Project Management

proRM supports the creation of a full range of

project types, internal (e.g. Marketing) or external;

fixed price or Time and Materials; and any number

of dependant sub-projects.

The module does not only integrate project and

staff budgets, but can also incorporate material

costs and third parties deliverables.

proRM fully supports the importing and exporting

for data and project structures with other applica-

tions such as Microsoft Project.

Project Invoicing

The Invoicing Assistant collates all billable costs

and consolidates them in a client invoice. proRM

can pass the invoice details either to an ERP or

Finance package, or print the invoice via Word.

Skills Management

proRM captures and manages the skill profile for

each employee of the organization ensuring all

project requests are resourced with the most ap-

propriate people quickly and effectively.

PERSONNEL MANAGEMENT

Your Most Important Resource.The Personnel Management Module provides a

single, centralized repository for the capture and

recording off all key personnel information. This

information includes defined roles, team member-

ships, working time models, internal and external

charging rates, travel rates, and employee con-

tracts and evaluations.

The Personnel Management Module also allow

companies to capture and record employees skills

and experience, qualifications, training profiles,

agreed goals and Continuous Professional Develop-

ment (CPD) activities.

The Benefit.The comprehensive data on employees and teams

provide an optimal overview of available resources,

allowing business to optimize the allocation of staff

across multiple projects. By accessing defined

team affiliations, roles, charging and costs rates

Project Leaders are able to allocate and reallocate

resources to projects to ensure all staff are alloca-

ted to the most profitable project tasks to maxi-

mize revenue for your business. Extensive Capabilities for Input of Information by

Staff.

proRM captures the following employee infor-

mation:

• Personal information

• Working time models

• Standard roles

• Team memberships

• Internal and external charging rates

• Defined Targets and Goals

• Travel

• Qualification and Certification

• Supporting Documents, e.g. contracts

PROJECT MANAGEMENT

Create the Project.Project Managers are able to quickly create new

projects with only basic information. They simply

need provide a Project Name, select the Customer

from the Customer Database, define the Project

Type and confirm the site from which the project

will be resourced. Next they will define the im-

plementation timeframe, and the budgeted effort

(man hours) for the new project; and confirm if the

project is fixed price or Time and Material model.

Allocate Resources.Once the basic project has been created, the Pro-

ject Manager is able to allocate resources. This

can be done as a manual process, or the selection

can be automated by stepping though the Team

Wizard. Based on the information provided, the

Team Wizard will designate all the relevant team

members with their possible roles and hourly rates

to the project. The Project Manager can then de-

termine and assign resources within the available

team members for that specific project, based on

timescales, location and assigned hourly budget.

Create multi-level projects in only a few steps.

Additional Features:

• Multi-level and interdependent projects can be

created to support a project structure to any

required depth or complexity.

• proRM is designed to work seamlessly with

Microsoft Project, allowing information to be im-

ported from this widely used Project Management

tool. Project Manager can create Project Plans

within a familiar environment, import these plans

into proRM and then allocate staff, budgets and

effort.

ACTIVITY RECORDING

Excellent Ergonomics.Excellent ergonomics was the primary design cri-

teria for the proRM clients. This focus ensures an

absolute minimum of non-productive administra-

tive overhead for project staff which in turn drives

productivity and efficiency, and ensures the accu-

racy and timeliness of the data.

The Advantages of proMX Activity Recording:

• Both clients utilize a familiar Outlook-like inter-

face minimizing training requirements and barri-

ers to user adoption.

• Employees can use the fast entry capabilities

offered by the proRM-Windows client like a time

stamp clock and switch simply between the diffe-

rent projects against which they have been assi-

gned for recording all activities (see illustration).

The proRM Clients. The accurate and timely recording of activities for

any project is key to the success of any Project or

Resource Management tool. proRM has recog-

nized this fact and developed optimized clients

specifically for the proRM application. These

clients are available in two versions:

• proRM-Web-Client

The web client allows staff to allocate and record

activities within a web page. This ensures the

solution can be fully platform independent, requi-

ring only access to an internet browser.

• proRM-Windows-Client

The windows client is installed on the employees’

machine using a simple, ClickOnce installation

process. Once installed the employee is able to

start, amend and terminate to recording of effort

against specific projects directly from the win-

dows task bar.

ACTIVITY MANAGEMENT

Central Evaluation.Every activity registered by the staff via the

proRM clients is stored in the central activity

database and is available for immediate evaluation

by the project manager. The Project Manager can

continuously process, adjust amend and approve

each entry

Versatile and Comfortable.To prevent any activity from “falling through the

cracks“ proRM assigns a status flag to all sche-

duled activities. proRM utilizes state transitions

allowing the project to be effectively managed with

a few, simple mouse clicks (see figure at right):

• Booked

The default status. The activity entry was collec-

ted and stored in proRM.

• Completed

The employee confirms that the associated task

has been completed. Once flagged as completed

the record is locked from further editing, except

by the Project Manager.

• Approved

The Project Manager has reviewed and approved

the record. An approved chargeable activity entry

is automatically forwarded to billing.

• Invoice assigned

The record will be included in an invoice during

the next scheduled invoice run.

• Charged

An invoice has been generated for the activity

entry.

• Paid

The company has received and processed pay-

ment for the service.

• Canceled

The invoice to the customer has been canceled.

Comfortably manage all activities of a multi-level

project.

More details on proRM activity management:

• proRM workflows automatically update the

status of activity records based defined criteria,

maximizing the efficiency and ease of use of the

solution.

• Project Managers are able to bulk edit multiple

activities simultaneously.

PROJECT COMMAND & CONTROL

Everything Under Control. proRM provides the capability to capture a

great deal of information regarding ongoing project

utilization, cost trends and potential interventions.

proRM includes visually rich dashboards to provide

an at a glance summary of each project allowing

Project managers to quickly evaluate if further

analysis or investigation is required. For parent

projects the data from all the sub-projects is auto-

matically rolled up and included within the parent

project dashboard.

Business Benefits. proRM provides a comprehensive overview of

project costs and margins, development of billable

and non-billable services, incurred expenses or ad-

ditional related projects costs (infrastructure, third

party services etc.).

Additionally proRM provides:

• proRM includes a comprehensive range of stan-

dard reports to provide Project Managers with a

full range of information in an easily understood

format. Reports include Staff Utilization, working

hours and employee workload.

• Powerful ad hoc reporting capability. In addition

to the full range supplier, pre-built reports Project

Managers can access the report configurator to

quickly create their own reports at the customer,

employee or project level. The configurator will

also assist in creating fully branded document

templates.

• Project Managers can leverage Dynamics CRM’s

integration with Microsoft Office to export data to

Microsoft Excel for further analysis.

WORKLOAD

Excellent view.The workload is one of the comprehensive reports

provided in proRM offering a precise overview of

the employees‘ working hours. The activity records

are shown in relation to the monthly target hours

based on the working time model of each emplo-

yee. The workload also considers holidays by sub-

tracting them from the employee‘s target hours.

The Benefit.proRM offers more flexibility enabling you to ma-

nage your resources efficiently based on meaning-

ful employee and project data. For instance, you

can easily identify if additional resources need to

be allocated to a specific project or if new projects

can assigned to your employees.

The workload allows you to quickly view:

• Target hours

• Actual hours

• Billable and non-billable hours

• Holidays

• Illness

• Free-time compensation and others

• Billable workload (in percent)

WORKING TIME ACCOUNT

The working time account considers:

• Current status of working hours

• Holidays

• Remaining holidays

• Special holidays

• Overtime (total number, planned, remainder)

• Target/actual working times of employees

• Illness

• Reduced Days

Tailored Administration. The working time account primarily serves as a ba-

sis for a balance which is accessible for the Project

Leaders via a statistic as well as for the employees

within the proRM Windows or web client. The wor-

king time account considers data such as working

hours, holidays, overtime, etc.

It enables employees to close their activities for

specific periods. Period closings can be performed

on a daily basis or even in advance. Once a

period has been closed, the activity records which

fall within this period can no longer be modified by

the employee. The Project Leader has the option to

cancel, to edit or to delete period closings via the

administrator area.

SKILL MANAGEMENT

A Strong Back. A fully customizable skill profile to be created for

each employee within proRM, simplifying the

allocation of roles for internal or external project

requests, by providing an accurate insight into the

abilities and capabilities of staff.

The Benefit.The result is a comprehensive repository of the

collective knowledge of your entire company, allow

you to easily carry out skills gap analysis based on

long term IT strategy or short term tactical requi-

rements.

Additional Capabilities:

• Employee skill profiles can be exported as a PDF

and made available to support Response to Ten-

der or proposal requests.

• proRM is fully customizable allowing companies

to create their own skills and skill categories

within the application.

• Companies can also leverage the Advanced Find

capabilities native to Dynamics CRM to interro-

gate the skills database for specific skills and

categories, for example as a result of a request

for information from Sales.

INVOICING

Fast and Accurate.proRM provides Project Managers with an integra-

ted, wizard driven, Invoice Assistant.

The Project Manager simply selects the customer,

defines the accounting period and select those

items to be included in the invoice from the resul-

ting list (services, fixed costs, payroll items, travel

expenses, etc.).

Efficiency through Automation.The Invoice Assistant automatically collates all

the incurred project costs for the customer from

the database, and presents them to the Project

Manager for selection. Billable service items that

occurred within the accounting period, but have

not yet been approved, will be included in later

invoice runs once the required status transition has

occurred. This ensures both the accuracy of the

customer invoices, and that no billable work for

services ever “falls between the cracks”.

Other capabilities include:

• Any invoice created by proRM can be printed via

Word, can be exported as a PDF or can be trans-

ferred to an ERP or accounting solution.

• proRM can provide pre-built connectors for Mi-

crosoft Dynamics ERP solutions including Dyna-

mics NAV and Dynamics AX.

• A built in wizard assists in the creation of docu-

ment templates complying with corporate bran-

ding guidelines.

proRM allows your business to quickly and accu-

rately create fully corporate branded invoices for

your clients.

INTEGRATIONS

Open to Everything. The proRM system architecture is divided into two

areas which can be easily connected with a wide

range of different ERP software solutions. Microsoft

Dynamics CRM is connected to the Microsoft web

service enabling the Project Leaders to instantly

view all project-related data. The displayed data

are entered by using the proRM web- or Windows-

Client being retrieved, among others, by the

proRM web service.

The Benefit.A number of connector tools enable you to connect

the Microsoft web service as well as the proRM

web service to various ERP solutions. proMX easily

adapts Microsoft Dynamics CRM and proRM to the

workflow of your company ensuring a seamless

integration of proRM into your processes.

Supported ERP Connections:

• SAP

• NAV

• AX

Connection established by using:

• BizTalk

• Scribe

• Syncster

• proMX Connector

THE COMPANY proMX

We Orchestrate your Projects.Success – Competency – Partnership. These are

the values the business model of proMX is based

on. The successful system integration company

proMX which has its business activities both local-

ly and globally is focused on customer-specific and

integrated business solutions for small and medi-

um-sized companies offering comprehensive and

proven applications for business-critical segments

and processes.

Our expertise ranges from strategic consulting

services, process optimization, customized soft-

ware development to planning and implementing

complete infrastructures. The solutions of proMX

include Business Intelligence software, Customer

Relation Management (CRM), Custom Development

and Unified Communication.

proMX GmbHNordring 100 | 90409 NurembergTel.: +49 (9 11) 2 39 80 4-0Fax: +49 (9 11) 2 39 80 4-20E-Mail: info@promx.netwww.promx.netwww.crmvisiongroup.com

For more information:

+49 (9 11) 2 39 80 4-0www.proRM.netwww.proMX.net