Implementing po/configuring extended company model

From Kh

]po[ is a powerful Project Management Tool with a wide range of configuration possibilities to integrate external project members and customers into the project execution but without giving them access to critical project data such us financial information etc.

Many agency-type of agencies are using it in order track hours, manage files transfer and communication and also control the financial aspects of their projects.

Few make use of what we describe as the extended company model, which allows project members that are not employees access to parts of the ]po[ server.By allowing them to get needed information whenever they want you not only provide your customers with an additional service but you also save time and money because you streamline your internal processes. In case a customer can look up himself the amount of hours tracked for given support he not needs to bother you writing you an emails or give you phone call, demanding this piece of information.

To quickly configure your system as follows to allow customers to see hours tracked so far on a particular project. The example assumes that you have a standard ]po[ installation with default configuration settings.

1. Create an account for your external user (client), add him to the profile “Customer”
2. Create a project that serves as a container for two sub-projects.
3. Create a first sub-project that will hold all time sheet tasks that are directly related to your support contract
4. Add your customer to this subproject as a Project Manager
5. Go to ADMIN/PROFILES and grant the profile “Customers” the permission for ” View timesheet tasks”
6. Create a sample time sheet task in your sub project
7. Open a new browser instance and login as an Administrator
8. Open the customers user profile and use in the User Admin plugin “Become this user” - now you are logged in as you user.
9. Check if no information can be seen, you don’t want your customer to see and adapt the configuration further if necessary.
10. Log out as your customer and login again with your account
11. Create a second subproject where you track all hours not directly related to you your support contract.

If you customer now logs in he should only see the projects she’s a member of. She also should see tasks and the time tracked on them. Moreover using the invoice wizard at the end of the month an invoice can be automatically generated and based send out to your client.

Managing your support tasks with ]project-open[ not only saves you time but also provides your customers with transparency. This helps to avoid misunderstandings and contributes to a better relationship.