1. V. Responsibilities of Department Head Review & Approval of Projects
EFF Factor Training Program
V. Responsibilities of Department Head
Review & Approval of Projects
(for Dept. Head & Admin)

2. Department Head – Ravi Gupta is required to approve the Budgets for projects created
Click on department
Done...!!

3. Click on the Project to be reviewed.
Click on Pending Approval to see all the projects created by Department Admin where the approval of Department Head is pending .
Click on the Project to be reviewed.
Click Here
Here the Department Head will first confirm that budgeted bill value is acceptable by looking at the agreed price & review the summary
Like:
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1. Budgeted Days
2. Budgeted Costing & Billing of the Projects (This Information is available only to Department Head)
3. Start & End Date of the project
He can delete or edit any assignment or any task or any other data by using appropriate buttons/options
Click on Toggle all tasks to review the details of the Project Task-wise.

4. Now after reviewing all the details of the project, the Department Head can Approve the Project by clicking on Approve Button.
NOTE1:
Department Head can Modify the Budget by clicking on +Option-Edit before the Approval
NOTE2:
After Approval the project will disappear from the List and the words Approved will Appear against the status of the Project.
NOTE3:
Department Head may also approve projects without budget if he so wishes or add a budget on his own.
Done...!!

5. Click on Department
Gives option to select the department from the dropdown list
(For Ex. RG)
For selected Department following options are available
Open Projects
Timelines
Graph
Pending Approval (Already discussed)
Estimates
Archived
Analytics

6. Now click on Open projects
Here, Department Head will get to see list of all open projects along with following information
Unique Project ID
Last Login for the Project by any employee
Actual Project completion %
Financials Like:
CURRENT COST VARAINCE
Budgeted cost – Actual cost (+ve saving)
PREDICTED COST VARIANCE
Cost of Predicted delay (-ve) or Saving (+ve)
CURRENT BILL VARAINCE
Budgeted Bill value – Bill(able) value
(+ve saving)
Department Head can view the project Details by clicking on the project name.
This information is useful for monitoring every aspect
of the projects at macro level as well as micro level.
PREDICTED BILL VARIANCE
Bill(able) value of predicted delay (-ve) or saving (+ve)

7. Click on Timelines
Here Department Head gets the list of all projects which are
To commence within next 7 Days
To be completed within next 14days
And also the projects which have missed deadlines
Along with the
Unique Project ID
Expected Date of completion
And progress of the project.
This information is useful for:
Meeting the deadlines.
Assigning/Reassigning man power
Modifying the deadlines in the light of available man power, customer’s expectations and other constraints 1 1
NOTE:
It is recommended to edit the end date of project
which have missed deadline wherever practical.

8. Click on Graph
Here Department Head gets to see the following information for his department in a graphical format.
Project i.e. Project cost
Billing Margin (Bill value – Project cost)
This is useful in tracking the departments value addition (gross contribution/margin) on ongoing basis.

9. Estimates
Here Department Head gets the list of all estimates created with cost and billable value details.

10. This information is useful for selection of appropriate estimate for any new project

11. 3. Percentage of completion
Click on Archived
Here Department Head gets the list of all completed projects with the following information:
1.Project Name
2.Project ID
3. Percentage of completion
4. Status (i.e. Completed or cancelled)
Financials Like:
CURRENT COST VARAINCE
Budgeted cost – Actual cost (+ve saving)
PREDICTED COST VARIANCE
Cost of Predicted delay (-ve) or Saving (+ve)
CURRENT BILL VARAINCE
Budgeted Bill value – Bill(able) value
(+ve saving)
PREDICTED BILL VARIANCE
Bill(able) value of predicted delay (-ve) or saving (+ve)

12. Project Analysis and Monitoring at Micro level
Click on Option
Clicking on Options will give you a dropdown list of options
Click on Edit this Project
Edit this project-Allows editing all fields created initially except job name.
Click Here

13. Delete this Project-Allows total removal of the project from database.
Click on Delete this Project
Delete this Project-Allows total removal of the project from database.
NOTE:
Deletion of project will lead to permanent deletion of the logs recorded in the project.
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14. Click on Marked as completed
Mark as completed-Department Head or Department Admin can click on Confirm completion to close the project.
NOTE:
After this, project will disappear from open projects and appear in archived projects.
These projects cannot be reopened.
No logs can be entered in these projects.
NOTE:
It is advisable to record the bill no. date and the value(in the summary field by using edit option first) in respect of this project for further meaningful analysis.
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15. Click on Add a new task to this project
Add a new task to this project- Allows creation of new task with instructions.
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16. Clicking on Reports will give you a dropdown list of reports
Click on Reports
Clicking on Reports will give you a dropdown list of reports
Click on View all assignments for this project
Shows all employees assignments, logged days and percentage
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17. Click on View all logs for this project
-Shows all employees’s all logs for the project
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18. Click on Breakdown Chart
-Shows graphical representation of employee wise task and task wise employee logged time.
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19. -Allows to take a printout of the project.
Click on Print Project
-Allows to take a printout of the project.
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20. Best Practice