This post is part of a series I’m creating connected with Project Service Automation (PSA) for Microsoft Dynamics 365. This time I will consider how we create a project related to a quotation line to start to build a detailed estimate.
In previous posts, I have explained how to create an opportunity, raise a quotation and add a high-level estimate to the quote lines. Within the quote the quote line detail will typically then be showing an estimated total number of hours by project role. This is commonly how an initial indicative quotation is presented to a customer. But if the customer wished to proceed then a more detailed / scientific estimate will be required that is supported by a draft project plan.
Assuming you have already created an opportunity, and also created an associated quotation with a high level-estimate …. We are now ready to create the project to be able to start to create a more detailed breakdown of the work and timeline.
Below you can see that I have open my quotation line for my CRM implementation project. Notice that the “Include Time” field is set to yes. This implies that effort based activity relates to this quote line.
I want to create a project that will express the detail of the activities, I can do this directly from the quotation line by selecting the New project option. (as shown below.)
Below you can see that I have given my project a name and selected the project template. (I will cover project templates in a future post),
I can now click on my project to open it.
I will describe project in greater detail in a future post but for now let’s look at some key elements …. Below you can see the main information page for my project. Notice that the details from my quotation will have carried forward to my project. Also notice that in the sales section we can see the quotation that this project relates to.
Using the navigation bar I can open the project work breakdown structure. As I created this project from a template this has been pre-populated for me. Notice that I could edit the details as required. Including the type of resources on the tasks, length of tasks etc.
Another useful view at this point will be the project estimates view, again I can access this from the navigation bar. Here I can see the estimate in terms of effort, cost and sales value. Plus I can view the project by day, week, month or even year.
Having edited my project detail I will want to revise the estimate on the quotation to reflect my more detailed estimate from the project. For this I use the “IMPORT FROM PROJECT ESTIMATE” option, highlighted below.
I wil now to given a dialog to help me decide how to import the details.
I could show the estimate summarized on the quotation by transaction type. (As in expenses, time or fees.)
Or I could summarise the details by role or expense category.
Or I can summarise by the work break down structure on the project. Leaf node would be individual tasks, or I can summerize at a summary level.
In my example I opted to use the level 2 summary. Which with my project plan gave me a very detailed estimate.
You can experiment with this a little, it is possible to select the “Import From Project Estimate” option multiple times. So you could experiment with different options to see which combination fits best in your circumstance.
It will now be possible to return to the quotation to review the project profitability. If you do this don’t forget to manually refresh the roll up fields on the quotation!
Creating the project for a quotation will often be an important step in the Project Service sales cycle. It will often be the point that the opportunity starts to look possible. Also, PSA should really help show when the deal isn’t workable. And maybe you can decide to walk away before investing large amounts of time! J
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