Project Task Board

Summary

If you have advanced project enabled in NetSuite and you want to become more agile in the way you work then you must check out Project Task Board for NetSuite!

In this Board you can see all your project tasks, no matter which project they belong to. The board gives you the tool you need to be able to get the project overview you always dreamed of. Now you can see how to prioritize the work, which assignee to use, who has too much to do and who is available for more tasks. Use the built-in filters to see one customer at a time when you have stand up meetings with your team or together with the customer. Managing projects in NetSuite just became that much easier.

Column Statuses

In the Project Board we use 7 statuses for project tasks

NEW - When a new project task is created it is created with status New.

TO DO - When a user decides that a task should be done they move it over to To Do. When moving the card to this column the user gets assigned to the task.

IN PROGRESS - When the user starts working on the task the user moves the card over to In Progress.

READY FOR TEST- When the user is done with the task they move it over to Ready for Test. If some one else is going to to the testing they should change assigned person.

TESTING- When working with the test the assigned user move the card over to Testing.

ACCEPTED - If the tested function is accepted the card is moved to Accepted.

CLOSED - When done with a task then it should be moved to Closed.

Allowed Moves

In the Pipeline board you are allowed to drag and drop the card as you like.

Drop Actions

Status - when you move the Task to another column, the status of the task will change to the same status as the column. Only moves according to above list is allowed.

Assigned - when you move the Task to To Do the current user gets assigned to the task.

Fields

TITLE - Title from opportunity/estimate (label hidden)
CUSTOMER - Link to customer (label hidden)
SALES REP - Assigned Sales Rep
TYPE - Shows type of transaction
DOC NR - Shows the transaction number
AMOUNT - The total value of the deal
WEIGHTED AMOUNT - Total amount * probability for the deal
CREATED FROM - If an estimate is created from an opportunity this field shows which opportunity it was created from
DATE- Date when transaction was created
DUE DATE - Date when the transaction is no longer valid
CONTACT NAME - Contact person for this deal
ROLE - The contact's role at the company
OFFICE PHONE NUMBER - Contacts office phone number
PHONE- Phone Number to the contact
MOBILE - Mobile phone number to the contact
EMAIL - Email address to contact
MEMO - Memo from transaction
QUALIFICATION PROGRESS - Qualification Progress bar, calculated depending on how many qualification tasks you have marked completed on the transaction. Each task is worth 20%.

Decision maker identified
Needs identified
Budget identified
Timing identified
Solution proposal created

IMAGE - Picture of Sales Rep

Menu Options

View Transaction- Opens the card in view mode
Edit Transaction- Opens the card in edit mode
E-mail - Opens the standard email form so you can send the prospect an email using an email templates
New Event - Opens the calendar event so you can schedule a new meeting with the prospect
New Phone Call - Opens a phone call so you can schedule a new call with the prospect.
New Task - Opens the calendar task so you can schedule a task with the prospect
New Note - Writes a note that gets attached to the Transaction
New Contact - Creates a contact that is connected to the lead company
Create Estimate - Creates an estimate from the opportunity. will transform the opportunity to an estimate.
create Salesorder - Creates a Sales order from the current transaction. Will transform the transaction to a sales order.

KPI's

The KPI´s in the lead header shows the following metrics

Ongoing Deals - all ongoing deals (won and lost not included)
Weighted Pipeline Amount - Ongoing deals weighted amount (total * probability) (Won and lost not included)
Total Pipeline Amount - Ongoing deals total amount (Won and lost not included)
Won this Week - Sales orders this week
Avg won deal - Average won deal amount

Pre Requisites

CUSTOMER STATUS

For the PIPELINE Board to work "as is", the following Customer statuses most be set up/updated in your environment

Internal id 8 = Opportunity Identified
Internal id 9 = Qualifying
Internal id 10 = Proposal
Internal id 11 = In Negotiation
Internal id 12 = Purchasing
Internal id 13 = Closed Won
Internal id 14 = Closed Lost

To see what statuses you have - Navigate: Setup > Sales > Customer Statuses

If you can update your statuses so they match the above internal ids, then you can run this pre-built Pipeline Board out of the box. Otherwise you will have to do some changes in the Board Column settings so the status for each column matches the statuses you use in your environment.

See chapter Configuration > Columns to understand how this change should be done.

TEAM SELLING

The team selling should not be enabled.
To see team selling setup Navigate: Setup > Company > Enable Features
Tab (CRM) - Checkbox Team Selling should be empty

OPPORTUNITY

Opportunity should be enabled.
To see setup Navigate: Setup > Company > Enable Features
Tab (CRM) - Checkbox Opportunity should be checked

DECISION MAKER IDENTIFIED

Custom field

NEEDS IDENTIFIED