Microsoft Dynamics® CRM Training

Project Service Automation: Planning and Delivery

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Welcome to Project Service Automation: Planning and Delivery. This video will give an overview of the content within the Planning and Delivery module of the Project Service Automation solution for Microsoft Dynamics CRM.

The Planning and Delivery module has four distinct sections: projects, project templates, project contracts, and project contract milestones.

The first section, projects, is where you can create new projects and edit existing projects. Let's walk through the basics of creating a new project.

To create a project, click the menu icon along the top of the page, then choose the Project Service tile. Within the Planning and Delivery section, click Projects.

Click New Project in the upper left corner of the screen. The required fields on the new project page are the fields denoted by red asterisks. You'll notice that the first one is Subject; whatever you enter here as the subject will autopopulate into the Name field as well. After naming the project, choose the desired Calendar template by clicking on the magnifying glass, and either choosing from the list, clicking Look up more records, or clicking New. For today, we will use the Default Work Template -- this actually autopopulated for us, so I wouldn't have even needed to go in here and select it! Verify that the listed currency, contracting unit and project manager are correct, and if not, change them using the same steps we followed for Calendar template. Every field other than the Subject and Name fields will be autopopulated, so you may not need to make any changes, other than to enter the desired project name. How are these fields autopopulated, though? Don't worry, we'll go over that shortly!

Click Save to finish creating your project.

That's it! You've created your first project. Of course, however, you will want to build this project out to get value out of it, so let's go through a few places you'll need to navigate to in order to do this.

From the project page, click the down arrow to the right of the project name along the top of the screen, and choose Work breakdown structure. Within the Work breakdown structure is where you'll need to do quite a few things to get the project built out. Let's go over what those things are and where they're located.

You'll want to: • Add tasks by clicking Add Task, then naming the task, entering any desired details, and clicking Save.
• Indent/outdent tasks to move them up or down in the hierarchy and to make them part of other tasks or their own, standalone tasks.
• Edit task details by double-clicking on the desired task's row, then changing any desired details in the window that appears and clicking Save.
• Show or Hide the Gantt chart as needed; the Gantt chart shows allocated resources for each day, week, month, or year, depending on what you choose in the Time Scale field.
• Delete tasks by clicking the task's row to select, then clicking Delete, and confirming deletion by clicking Yes in the window that appears.
• Generate a project team by clicking Generate Project Team; this will remove all unassigned roles from the project and create a new team based on the work breakdown structure.
Now that you know the basics of creating and building out a project, let's touch on the other sections of the Planning and Delivery module of the Project Service Automation solution for CRM.

Remember earlier when I said that a lot of the fields were autopopulated when you create a new project? These fields autopopulate based on the template you're using. Let's dive into that a bit more.

Click the down arrow next to Project Service along the top of the page, then, within the Planning and Delivery section, click Project Templates. Here, you'll see a list of templates, and also have the option to create new templates. Templates are intended to save you time if your company regularly has similar types of projects. You can create a template for each type of project, with standard roles and hour estimates. Then, when creating a project, you'll be able to select the desired template and save time on data entry.

Once you've landed a project, you can also use CRM to create the client contract actually. To do this, click the down arrow next to Project Service along the top of the page, then, within the Planning and Delivery section again, click Project Contracts. To create a new contract, click New, and complete at least the required fields. Since this will be an actual contract between you and your client, be sure to enter the information exactly as it was agreed upon, or exactly as you are proposing. Again, the required fields are denoted by red asterisks, and many will be autopopulated. Enter text for the desired order name, then click the magnifying glass for the Customer field, and choose the customer from the list. If the desired customer does not appear in the list, either click Look Up More Records, or click New. Choose the desired Product Price list in the same way. After entering the contract information, click Save. You will want to ensure you come back in and build out the contract with all the desired details prior to sending to the client. After the client approves the contract, click Confirm. If the client wants to change the contract, create a new project draft. If the client does not agree to the contract and decides not to utilize your company's services, click Close as Lost along the top of the page.

Click the down arrow next to Project Service along the top of the page, then, within the Planning and Delivery section, click Project Contract Milestones. This will allow you to send invoices for major project milestones, rather than billing all at once at the end.

That's it for this overview of the Planning and Delivery module of the Project Service Automation solution in Microsoft Dynamics CRM. Thanks for watching this video by xRM!

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