walk-through: Estimate a Project and get approval

In this walk-through, you learn how to create a Project Estimate by selecting the main Elements for a Project Deliverable and per Element the Activities required to complete the Elements. When the Estimate is complete it can be submitted for Approval using the combined Lifecycle and Workflow. From an approved estimate Project Tasks can be created through the Create Project Task matrix.

About This walk-through

This walk-through provides an overview of how to create an estimate, how to submit an estimate for approval, and how to use the Create Project Task Matrix. This walk-through illustrates the following tasks: • Setting up the sample data. • Create a Project, define the Deliverable. • Select Elements and add Activities to the Element. • Completing the Estimate and submit for Approval. • Use the Create Project Task Matrix to create Project Tasks from an approved Estimate.

Prerequisites

To complete this walk-through, you will need: • Microsoft Dynamics 365 Business Central • CRONUS International Ltd. demonstration database. • STAEDEAN IEM RapidStart demo set.

Story

David is the dedicated sales rep for Projects at CRONUS International Ltd. David, has contacted the prospect and before making a first visit to this prospect he prepares an estimate for the Project he discussed with the customer on the phone. Before David can take the Project Estimate to his prospect, he must have an approval from Kevin the sales manager.

Setting Up the Sample Data

The IEM demo set requires some additional setup:

Elements and Activities repository: Elements and Activities must be selected from a list in order to assure that the same codes are used between the different Projects. To maintain elements type Element List in the Search box, for Activities type Activity List in the Search box.

Create a Planned Projectwith an Estimate

An estimate is the first state in the process flow of a Project. David knows that he must start a Planned Project before creating an Estimate. Besides estimating the planned project can also be used for preliminary planning activities and as the starting point for a Project Quote.

To create a Planned Project, define the Deliverable

  1. Type Planned Projects in the Search box, choose New from the ribbon in the Planned Projects list.
  2. On the Project Card tab to the Description field and type a short description of the Deliverable for the Project. o Optionally you can create a Deliverable: o From the Project Card select Project > Deliverables to open the Deliverables page o Type a Description for the Deliverable, the No. will be assigned automatically o Select a Unit of Measure Code. o If you would like to add additional description, click on the Comments field to open the Comment sheet
  3. There are 2 options now to identify the prospect:
    1. As an existing customer: select a Customer No. in the Bill-to Customer No. field.
    2. As a contact: select a Contact No. in the Bill-to Contact No. field as well as a Customer Template Code. This customer template will be used to create a customer no. when the Project Quote is promoted to the Order state.
  4. The Name and Address fields will be completed automatically.
  5. Since we are creating an Estimate based on Elements and Activities, we are skipping the Base Template Code.
  6. Complete the other fields as required. You have now successfully created a Planned Project. Next step is to create an Estimate for this Project.

Select Elements and add Activities to create the Estimate

A Project Element is a breakdown of the Project Deliverable, to create an Estimate you need to define at least one Project Element with one Project Activity.

  1. In the Planned Projects select the Actions tab and click Estimate.
  2. To create a Project Element: Choose Elements from the ribbon, select a new line, in the Project Element No. field select an Element from the Element List.
  3. Repeat this process for as many Project Elements as you need to create. When done click OK to return to the Project Estimate List to find a list of, highlighted, Project Elements.
  4. To create Project Activities per Project Element: Choose Add new activity from the ribbon, select a new line, in the Project Activity No. field select an Activity from the Activity List.
  5. Repeat this process for as many Project Activities as you need to create for the Project Element. When done, make sure all Project Activities are selected and click OK to return to the Project Estimate List to find an indented list showing the Project Activities per Project Element.
  6. Repeat this process for each of the Project Elements in the Estimate.
  7. When the Element/Activity structure is complete you can start to add quantities and amounts. Per Project Activity add the estimated number of working days per activity as well as the estimated resource costs for these days, quantities and amounts will be summed in the Project Element The Project Element can be further completed with amounts for Material Costs, Expenses and Equipment. The Total amount per Project Element is calculated, the totals per cost type as well as the Grand Total is shown in the Estimate Totals fact box. Use the Estimate List action in the ribbon to print a copy of the estimate.

You have now successfully created an Estimate. The Planned Project can either be changed to the Quote state to create a detailed quotation or to the Order state to be executed.

See Also

Welcome to Industrial Equipment Manufacturing