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Best Practices

Project management best practices, intercompany considerations, and troubleshooting guide.

Project Setup Best Practices​

Planning Phase​

AreaBest Practice
ScopeDefine clear deliverables before starting
BudgetSet realistic budgets with contingency
TemplatesUse templates for recurring project types
WBSBuild complete task hierarchy upfront
ResourcesPlan capacity before committing dates

Naming Conventions​

NAMING STANDARDS
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Projects:
  Format: [Customer]-[Type]-[Description]
  Example: ABC-IMPL-ERP Implementation

Tasks:
  Format: [Phase #].[Task #] [Description]
  Example: 2.3 Design Review

Project IDs:
  Format: PRJ-XXXXX (auto-generated)
  Example: PRJ-00125

Time Entry Best Practices​

For Employees​

PracticeRecommendation
Enter dailyLog time same day
Be specificDetailed memos
Correct taskVerify task selection
Submit weeklyDon't accumulate
ReviewCheck before submit

For Managers​

PracticeRecommendation
Approve promptlyWithin 2 business days
Review detailsCheck for accuracy
Validate hoursCompare to allocation
CommunicateDiscuss issues with team
MonitorTrack approval backlog

Billing Best Practices​

General Guidelines​

BILLING GUIDELINES
───────────────────────────────────────────────────────────

Frequency:
  T&M Projects:       Weekly or bi-weekly
  Fixed Price:        Per milestone or monthly
  Retainers:          Monthly in advance

Pre-Billing Checklist:
  ☑ All time approved
  ☑ All expenses approved
  ☑ Rates verified
  ☑ Customer PO reference added
  ☑ Invoice reviewed by PM

Rate Management​

PracticeRecommendation
Rate cardsCustomer-specific where needed
Annual reviewUpdate rates annually
DocumentationDocument rate agreements
OverridesJustify and approve
ConsistencyStandard rates by role

Intercompany Projects​

Overview​

INTERCOMPANY PROJECT CONSIDERATIONS
───────────────────────────────────────────────────────────

Challenge:
  Project in Subsidiary A
  Resources from Subsidiary B
  How to handle costs and billing?

Options:
  1. Cross-charge between subsidiaries
  2. Project in resource's subsidiary
  3. Intercompany time/expense transfers

Cross-Charge Setup​

PROJECT INTERCOMPANY CROSS CHARGE
───────────────────────────────────────────────────────────

Enable:
  • Project Management feature
  • Intercompany Framework

Process:
  1. Time entry in Source Subsidiary
  2. Create Cross Charge Request
  3. Destination Subsidiary receives charge
  4. Intercompany transactions created

Limitations:
  • Project P&L may need adjustment
  • Complexity with multiple subsidiaries

Best Practices for Intercompany​

PracticeRecommendation
PlanningDefine structure upfront
MarkupAgree intercompany rates
ReconciliationMonthly IC reconciliation
DocumentationDocument IC policies
ReportingConsolidated reporting

Automation Opportunities​

Workflow Automation​

AUTOMATION OPTIONS
───────────────────────────────────────────────────────────

Time Approval Workflow:
  • Auto-approve under threshold
  • Route to PM above threshold
  • Escalate if delayed

Project Status Updates:
  • Auto-update % complete from time
  • Alert when milestone complete
  • Notify on budget threshold

Billing Automation:
  • Auto-create charges on approval
  • Scheduled invoice generation
  • Payment reminder workflows

SuiteScript Opportunities​

AreaAutomation
Time entryAuto-populate from calendar
ApprovalsSmart routing based on project
BillingCustom charge calculations
ReportingCustom dashboards
IntegrationsExternal PM tool sync

Common Issues and Resolutions​

Time Entry Issues​

IssueCauseResolution
Can't select projectNot assigned as resourceAdd to project team
Can't select taskNot assigned to taskAssign to task
Wrong rate appliedRate card priorityCheck rate hierarchy
Time not savingMissing required fieldComplete all fields

Billing Issues​

IssueCauseResolution
No charges createdTime not approvedApprove time entries
Wrong billing amountRate card issueReview rate cards
Can't create invoiceCharges on holdRelease charges
Missing on invoiceFilter issueCheck invoice filters

Project Issues​

IssueCauseResolution
% complete wrongTime not enteredEnter missing time
Budget offWrong cost ratesUpdate cost rates
Tasks not showingWrong hierarchyCheck parent task
Can't close projectOpen itemsComplete all entries

Performance Optimization​

Large Projects​

HANDLING LARGE PROJECTS
───────────────────────────────────────────────────────────

Strategies:
  • Break into phases (sub-projects)
  • Limit task depth to 3 levels
  • Archive completed phases
  • Use summary tasks for reporting

Performance Tips:
  • Avoid too many custom fields
  • Limit saved searches on project
  • Schedule heavy reports off-peak
  • Optimize charge rule scope

Reporting Performance​

PracticeRecommendation
Date filtersAlways filter by date range
IndexingUse indexed fields in criteria
SummaryUse summary vs detail where possible
SchedulingSchedule large reports
CachingUse dashboard caching

Audit and Compliance​

Documentation Requirements​

AUDIT TRAIL
───────────────────────────────────────────────────────────

Maintain documentation for:
  • Time entry changes (System Notes)
  • Rate changes (Change log)
  • Approval history (Workflow history)
  • Budget changes (Memo field)
  • Invoice adjustments (Credit memos)

Compliance Checkpoints​

AreaRequirement
Revenue RecognitionASC 606 / IFRS 15 compliance
Time TrackingSOX controls if applicable
Expense ReportsReceipt retention
WIPAccurate period-end valuation
IntercompanyTransfer pricing documentation

Continuous Improvement​

Metrics to Monitor​

IMPROVEMENT METRICS
───────────────────────────────────────────────────────────

Efficiency:
  • Time entry compliance %
  • Days to approve time
  • Days to invoice

Financial:
  • Average project margin
  • Budget variance trend
  • Unbilled revenue aging

Quality:
  • On-time project delivery %
  • Customer satisfaction scores
  • Rework/change order rate

Review Cadence​

ReviewFrequencyParticipants
Project statusWeeklyPM, Team
FinancialMonthlyPM, Finance
PortfolioQuarterlyLeadership
ProcessAnnuallyAll stakeholders