Within this article:
- Definition of Project Codes and the Breakdown of projects
- Handling of project codes
Definition of Project Codes and the Ventilation of projects
The premium feature of project codes allows the linking of projects to one or several projects according to your internal classification, which will then be displayed in the Activity Report section.
The feature concerning the Ventilation of projects allows you to have greater visibility on the time passed/the ventilation of each individual project, which can be useful for reporting purposes.
Note that only users with an Administrator role may create, update or delete a project code on the company account.
You have the option to use Project Codes directly from the LittleBig platform, this option will however not be available if you use the external sourcing of Activity Reports via an API.
On the other hand, with some interfacing options you will be able to export data originating from Project Codes, towards your internal tools.
As a premium feature, in order to benefit from it, please reach out to your Customer Success Manager, or the Support Team so as to activate it.
Creation of a project code
Creation of a project code
As an administrator of the account, you may follow the steps below to create new project codes:
Access the Company tab then click on "Company settings"
- You will be redirected to the main page of your company settings
- Here, go directly to the Project Codes tab and make sure to fill in the required fields:
- Project Code
- Name of the Operational or Manager responsible (this is a free filed that would allow the search of a project code upon the creation of a new Request for Proposals and the completion of an Activity Report by the consultant)
- Description of the project (a non-mandatory field to provide a description of the project code)
- Click on the button "+" to validate and add the new project code
You, as an Administrator of the account, may modify project codes by using the pencil icon, or delete them by using the bin icon
Access the Company tab and select the option "Company Settings"
- You will be redirected towards the configuration page where you are able to set/modify the settings
- Access the sub-menu option titled "Project Codes"
- Find the specific Project Code you wish to modify and click on the pencil icon on the right side
- The fields containing the operational manager responsible and the description of the project code will become editable (note that the name of the project will not be able to be modified)
- When you are ready, click on safe to validate the modifications done
|A project code that has been used at least once (on an RFP or on an ongoing Activity Report) cannot be deleted|
Adding of a project code to a Request for Proposals
Now that your Project Codes have been created, you, as an account Administrator, it becomes important for the Buyers and Operational Managers to know how to use them upon the creation of new Requests for Proposals, or know when it will be necessary to add existing project codes to existing RFPs that have not yet selected a proposal.
Below the steps to follow:
Upon the creation of a new RFP
Access the tab Requests for Proposals and start the usual process to create a new RFP:
- Start to fill in all the required fields for the RFP creation, as usual
- When you reach section 6, you will find a subsection titled "Specific settings"
- Use the arrow on the right to select the concerned Project Code(s) then fill in the rest of the form to create your RFP *
- Note that one or more project codes may be selected at the moment of creating the RFP
- Once you are ready, save the information filled in and publish your new RFP
|The consultant may add one or several existing project codes at other stages, even if they were not selected at the time of creating the Request for Proposals|
Project code and ventilation of a project on an Activity Report (AR)
With the Project Codes associated to your RFPs, and upon the validation of the Activity Report, the consultant (supplier) must fill in the mandatory section called "Project Details".
As the Operational Manager, you may validate the ARs by following the usual Activity Report validation process, once the AR has been validated by the supplier. (Consultant and Business manager or Freelancer)
If the ventilation does not correspond to the data added by the consultant, the Operational Manager may refuse the AR and allow the consultant to modify the Activity Report.
On the side of the supplier, they may manage the ventilation of the project by adding the project code and accessing the desired AR within a new section that will appear, titled "Ventilation of the project", where they will be able to add the project code.
Note that if the project code has been added upon the creation of the RFP, it will be already present on the Activity Report.
The consultant must then indicate the time spent on the project, this means, indicate the number of days worked during the month, excluding any and all regulations and weekend days.
This is also the time when the consultant may add any and all comments relating to the project.
The consultant may always indicate one or several project codes, even if they were not added upon the creation of the Request for Proposals