ProjectMark Opportunity Creation: A Detailed Briefing
- Opportunity Creation & Initial Data Entry:
- Process Start: The process begins by clicking the "Create Opportunity" button within the dashboard. This shows that ProjectMark uses a user-friendly, graphical interface.
- Opportunity Title: The first step is to give the opportunity a descriptive title, just like you'd do with a tender here in SA.
- Initial Values: The system pulls in initial values such as project value and square footage. You might get this initial info from the client during the briefing or a site visit. It's important to capture this accurately up front.
- Automatic Calculations: The system automatically calculates the price per square foot based on the entered values. This is useful, as it saves you time and minimises errors in your calculations. This is handy, because you know how we sometimes calculate things quickly on the back of a fag packet - ProjectMark does it neatly.
- Once you've entered your opportunity title over here, you should be able to create an opportunity immediately and fill in some details afterwards... The system will automatically calculate that for you..."
Detailed Opportunity Information:
- Project Specifics: You can add details like the general contractor, architect, developer, construction type (high-rise, pre-construction, etc.). This is useful for keeping all project-related stakeholders organised.
- Confidence Rating: A confidence rating lets the team assess the likelihood of winning the opportunity. This helps the business focus resources on the opportunities with the greatest chance of success.
- Timeline: You can add estimated start and finish dates for construction, giving you clear milestones to aim for.
- Delivery Method: You can select the specific delivery method being employed (e.g., design-build, construction management).
- Financials: You can add all current financial details related to this project, such as contract values, costs to date, and budget info.
- Custom Fields: You can add your own custom fields, too, allowing you to capture things that might be specific to your firm or project type. This is handy if you've got niche client requirements you need to manage.
Opportunity Stage Management & Workflow:
- Stage Tracking: You can track the progress of the opportunity using stages such as "Lead", "Invited to Bid", "RFP Submitted", etc. This gives a clear visual indication of where the opportunity is in the sales pipeline.
- Dynamic Updates: The slider system makes it easy to move opportunities from one stage to the next, and it updates automatically in the system.
- Cost Centre Management: You can allocate a cost centre to the project and the system updates project values based on it. This is important for profitability tracking.
- Revised Contract Value: The system allows for inputting a revised contract value and projected costs, allowing for real time adjustment of the project's figures. This would give a more accurate reflection of progress.
"At the top, you'll also find the option to change what stage you're currently in. So if you've been invited to bid, you can add invited to bid... If you see here, your project value will then automatically be adjusted according to what you enter here."
Team Collaboration & Management:
- Project Teams: You can create project teams (e.g., Team Architects) and add team members with their respective roles and effective dates. This ensures that people are allocated effectively for when they are required to work.
- Role Tracking: The system tracks the start and end dates for each team member’s role on the project, facilitating efficient time management and resource allocation.
- Task Assignment: You can create tasks for specific team members or teams, allowing for effective task management.
File Management & Documentation:
- Centralised Storage: The system allows for the upload and storage of project-related files, ensuring a centralised document management system for all project stakeholders. This prevents that situation where no one can find the info they are looking for!
- Data Hub Access: Anyone with the necessary permissions will be able to access this data from the "Data Hub" or the project info section.
- Manage View: The manage section allows users to configure what information is displayed in the opportunity view.
*Section Customisation: Sections can be added, deleted, renamed and customized by adding fields.
Opportunity Manipulation & Tracking:
- Deletion & Duplication: The system lets you delete opportunities that are no longer relevant or duplicate them for similar bids under the same client. This would help manage multiple project proposals for the same client effectively.
- Opportunity to Project Conversion: Once the bid is won, the opportunity can be converted to a project within the system.
- Activity Log: All actions within the opportunity (notes, attachments, emails, meetings, proposals, tasks, updates) are tracked in a detailed activity log. This log can be filtered by type, date, and sorted.
- Detailed Audit Trail: ProjectMark keeps detailed logs of all actions, allowing the user to review everything that has been done on a project and by whom, enabling accountability and clear project management.
