SapphireOne Project Initiation Document (PID) and High Level Project Plan

January 12, 2018 11:04 am | by John Adams

In order to define the scope of a project, it is necessary to first determine the project objectives. The objective of a project may be to produce a new product, create a new service to provide within the organisation, or develop new software. There are any number of objectives that could be central to a given project. It is helpful to formulate and define the scope statement before undertaking a project. We suggest you look at some examples and find out what works and what doesn’t work when creating your own scope document.

SapphireOne Project Initiation Document and High Level Project Plan below :-

Project Initiation Document

The Project Initiation Document (PID) is one of the most important objects in project management because it provides a base for the project. It specifies why the project is important, what will be delivered, when it will be delivered and how. It’s the contract between the project management team and the navigating committee, or sponsor,  if you like.  A comprehensive project plan is a key document that binds you, your project team, the project sponsor and the beneficiary. It is an agreement that defines the work of the project and the beneficiary’s project/programme purpose objectives. A comprehensive plan can help you identify changes in scope after the project has started and help you plan for any modifications or adjustments that might be needed during the life cycle of the project.

Document Control

Clear cut document control procedures ensure a better flow of information, which in turn ensures smoother operations and timely work.  Document control procedures are an integral part of project management.

SapphireOne Project Document Control is the most comprehensive system available for creating, managing and tracking documents across all your projects. In the absence of clearly established policies and procedures for document control, several problems can arise ranging from ordinary confusion to serious financial losses. SapphireOne will provide you with some tips on how to introduce the best document control procedures for a project that do not obstruct the flow of information, and yet ensure the flow of documents are well measured. It is important to understand these procedures should not be complex, since complexity will cause people to avoid using documents.

Roles and responsibilities of the Project team

Project team organisation is one of the basic and most essential activities within the project management process. The SapphireOne Team performs the tasks that have been allocated, keeping the project manager informed of progress as well as any issues that may arise. The project team are responsible for completing the project. The role often requires team members to work on their own initiative in areas where they are the ‘professionals’. Successful projects are usually the result of careful planning and the talent and collaboration of a project’s team members. Projects can not move forward without each of its key team members, but it’s not always clear who those members are, or what roles they play. The Project Team, under the direction of the Project Manager, is responsible for carrying out the work detailed in the project plan.

Project Plan

This plan provides a statement of how and when the Project’s time, cost, scope and quality performance targets will be achieved by identifying the major products, activities and resources required for the project. It will provide a baseline against which to monitor the project’s progress stage by stage. Behind every successful project is a firm, thorough project plan. The SapphireOne plan defines every aspect of your project. The final product is utilised as a clear direction on the project for all the project investors. The scope statement is arguably the most important document in the project plan.

The scope statement includes an understanding of the business needs, current limitations, what is expected from SapphireOne and the project objectives. Key milestones and dates state at which point deliverables will be included and excluded, the approach taken, and includes other components dictated by the size and nature of the project.

Risk

All projects are exposed to risks that may affect either the project’s estimated time frame, scope or cost. To reduce the possibility of risk occurrence, SapphireOne have developed a Risk Management Plan which identifies potential risks that may affect the project’s outcomes and risk responses, at the project planning stage.

A Risk Register will be maintained throughout the project, SapphireOne  continuously monitors risks and will inform all project stakeholders of any risks or issues as they arise and advise on the best course of action. Conducting a risk audit is an essential component of developing an SapphireOne application.

For a sneak peek at the full capabilities of an ERP, CRM, Accounting Software check out SapphireOne and request a live demo, its everything you’d ever need to make management a breeze.

Complete Audit Trail of Historical Records in SapphireOne

December 5, 2017 1:38 pm | by John Adams

In SapphireOne all transactions that are not current are moved into a historical record which includes a complete audit trail for each and every transaction. In utilities mode there is a special function named audit trail which allows the user complete audit style tracking of all transactions in the system.

SapphireOne system provides a complete Audit Trail of Historical Records for every transaction :-

Tracking the Employees Transactional Activities

All users have a log file which records what they do and when they do it, so that any alterations made to financial records are recorded in their log file as well as in the transaction itself.

In Addition, any general ledger account that is a bank account receives specific attention in the SapphireOne system. Any changes made by employees to these banking general ledger accounts are stored in a special log file that is unable to be altered by anyone, even those with administrative privileges.  This record is not modifiable by any user and will remain a permanent part of the data file.

Better Risk Management

Large problem in the data file management is accidental or deliberate deletion of records from the data file. While quotes and orders in the SapphireOne system are able to be deleted the system, it still keeps a record of the user who deleted them. The system does not allow the deletion of any record once it is posted to the General Account. The only way to correct a posted  transaction error is to reverse the transaction, however full details of who of the user was that reversed the transaction, is recorded in the users log file.

Across the data file, the deletion of the record is not normally allowed, but they may be made inactive, so they will not be displayed, in any list of records.

From the options menu with SapphieOne application the user has a find function and within one of these dropdowns there is a display All Records option.

Once this is selected the system will display all record in the list including those that are inactive. Once the record is on screen the user may view or reactivate the record if it is allowed.

SapphireOne system provides the most comprehensive audit trail reporting functionality provided by any other ERP Accounting software in the market.

For a sneak peek at the full capabilities of an account payable system check out Sapphireone and request for a live demo, its everything you’d ever need to make your accounting system a breeze.