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Create a Smart project: Quick guide

Create a Smart project: Quick guide

Introduction

 

This guide explains how to create and start a basic non-integrated Smart project.

An XTRF Smart project is created based on a service, while a service is based on a process template that contains process steps linked to specific job types. Job types can have one or several calculation units assigned to them.

XTRF Smart projects are extremely customizable (see the https://xtm-cloud.atlassian.net/wiki/spaces/XKB/pages/3252417700/Smart+quotes+and+projects?atlOrigin=eyJpIjoiMmE3Y2I4OWZjMWMyNDQzNmJlMGQ0ZGU3NWE0OWY1YjQiLCJwIjoiYyJ9 guides) and can be highly automated (see the https://xtm-cloud.atlassian.net/wiki/spaces/XKB/pages/3511648259).

Prerequisites

Each XTRF instance has some default settings and entities preconfigured to allow you to create quotes and projects immediately. However, you might want to configure those settings according to your needs.

Steps

  1. Sign in to the XTRF Home Portal.

  2. Click the +Add button on the top menu bar and select Project from the drop-down menu.
    Alternatively, go to the Projects module and click the Add Project button in the top right-hand corner.
    You will be directed to the Add Project page.

    Add.png

     

    1. Enter a name for the new project.

    2. Select the client. You can also do this later in the project’s Order card.
      If the selected client has no contact person defined, you will be asked to add one.
      If the selected client requires to assign a budget code to projects, an obligatory Budget Code drop-down list will appear.

    3. (Optional) Select the group to which you want to link this project. For details about project groups, see the https://xtm-cloud.atlassian.net/wiki/spaces/XKB/pages/3252418546 guide.

    4. Select the service. You can also do this later in the project’s Process card.

    5. Click the Add Project button. You will be directed to the Smart project page.

Project page.png

If the selected client is marked as a permanent non-payer, a warning will be displayed on the Order card.

  1. In the Order card, perform the following steps:

    Order.png

     

    1. (Optional) Enter the client's deadline.

    2. (Optional) Enter the project volume in source words. This value can be used to calculate job dates automatically. 

  2. In the Languages card, perform the following steps:

    Languages.png

     

    1. Select the source language.

    2. Select one or several target languages.

    3. Select the required specialization. Specialization defines which vendors can be selected for this project and which prices will apply.

  3. In the Process card, select job dates and vendors for specific jobs. Assigned vendors will be notified about jobs right away via email.

Process.png

Job dates and vendor assignments can be automated. For details, see the https://xtm-cloud.atlassian.net/wiki/spaces/XKB/pages/3383656500 and Automate vendor assignment in Smart projects and quotes guides.

  1. In the Finance card, create receivables and payables in the corresponding tabs. For details, see the Add a payable and Add a receivable guides.

Payables and receivables based on CAT analyses can be automated. For details, see the Use CAT analyses to define payables and receivables | Use the Automatic Receivables / Payables automations guide.

Receivables

  • Receivables are displayed on client quotes, POs, and invoices.

  • Each receivable has the following characteristics: a job type, calculation unit, quantity, and rate (rate can be uploaded automatically from the client’s price profile).

  • There can be multiple receivables with different job types under one language combination in a project.

Payables

  • Payables are displayed on vendor POs and vendor specifications.

  • Each payable has the following characteristics: a job type, calculation unit, quantity, and rate (rate can be uploaded automatically from the vendor’s price profile).

After the first job’s vendor accepts this job, you can start the project by clicking the Start… Job(s) button in the Process card.

Start.png

To find out more about Smart projects, their components, and configurable settings, see the Smart projects article.