How do I Implement Job or Project Analysis using Extended Business Analysis?

A Specific Use of Business Analysis in the case of Project or Job Analysis.

Written By Gerry Mckeown ()

Updated at April 25th, 2018

1.     Introduction:

Before reading this Article, it is strongly recommended that you first read the paper on “How Do I Implement Extended Business Analysis” and use it in conjunction with this Article - as it contains much more detail in relation to the functioning of the system in regard to the entire topic of Extended Business Analysis and how it works.

A different and further use of Business Analysis is its use as a Job or Project performance monitoring system.  In this instance the “Business Intelligence Code” is re-named to “Job No.” or “Project Code”.  When a new Job is set up in the System it (the BI Code) is given a new Job No. and then “attached” to one element each of the six (or less) Dimensions which you have set up.  Not only will this provide Profit and Loss Reporting against each individual Job, but by attaching the Job, for example, to a Customer Type, Region, Job Type (i.e. elements of different Dimensions), it is possible to produce P & L reports against each of these headings or any individual element within any of the headings.  For example, all Jobs for Commercial Customers in Essex.

2.     Setting up the Dimensions and BI Codes for a Typical Job:

In this first example of Job Performance Analysis, we are exampling a typical Job in the Construction or Infrastructure Sector.

In your system, first go to Analysis > Create Dimensions & Codes > Add & Tag BI Code Tab and change the “Business Intelligent Code” name to “Job No.” (or something else if you would prefer).

Next go to the Set up Dimensions Tab and set up the first Dimension together with all its elements.  In this example, it has been set up as “Customer Type” with each individual Customer Type coded as its elements.

The next Dimension to be set up and coded with all its elements is “Region”, and so on for all the other Dimensions you may wish to use;

You will note that some of these Dimensions may duplicate some of the Codes under Codes Maintenance.  (i.e. Regions and Areas).  Dimensions provide P & L reporting, whereas Codes provide Sales Analysis.

Next go to Dimensions > Add & Tag Job No. Tab where you can now set up the Job No. and attach it to each of the relevant elements in each of the relevant Dimensions.

3.     Multi-Departmental Jobs:

Another type of Job might be one which requires attachment to a number of Departments. For example, a Research Project which undergoes activity in different departments or sections.  In this instance you should consider setting up the Project No. as a Dimension (“Projects”) in its own right along with say, Project Type, Department, Budget Holder, etc..

When you activate a new Project, you will then need to set up several Job Nos. using the combination of Project No. and Dept. Id for all the Departments under which it will attract cost and then “Attach” them each of the Project Dimensions (Elements = the Project No., Department, the Project Type, Budget Holder, etc.).

Thus the Job Nos. become;

1928-PH (Project 1928 in Physics)

1928-CH (Project 1928 in Chemistry)

1928-EN (Project 1928 in Engineering)

1928-QC (Project 1928 in Quality Control and Testing)

And each one of these Job Codes is “attached” to;

□                Project 1928 as an Element of Dimension “Projects”

□                CH as an Element of Dimension “Department” (in the case of 1928-CH), and PH as an Element of Dimension “Department (in the case of 1928-PH), etc..

And so on, attaching each one also to its Budget Holder, Project Type, etc..

This will subsequent facilitate Performance Reporting on;

(i)    The complete Project 1928 or all projects

(ii)    The performance of each Department or all Departments

(iii)    The Performance of all Projects of each Type or all Project Types

(iv)    The Performance of each Budget Holder across all Projects or all Budget Holders

(v)    Or any combination of the foregoing – whether Individual or Total (e.g. Individual Budget Holder against one or more Departments).

(vi)    Here’s another and similar example of this with a Project which engages in several Activities within the same Project Code.

Note that the Project Number 1023-MA is attached to Project “1023” and Activity “MA” as well as to the other relevant elements of each Dimension.

Finally, we highly recommend that you review the “How do I Setup and Maintain General Ledger Accounts” and the “How do Modify or Re-Design the P & L Reports” articles - as you will most probably want to extend your Project/Job Analysis and Reporting further by adding to and expanding the Revenue and Cost GL Codes and their associated GL Sub-Categories for reporting purposes.

4.     Deleting Jobs:

If you wish to delete a Job, it is the same procedure as described in “How Do I Implement Extended Business Analysis”:  You must first Edit it and De-active it before you can Delete it.  It’s not possible, of course, to Delete a Job which has had transactions posted against it.