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Using projectsM

Ein Projekt ist ein einmaliges Vorhaben, das in unterschiedlichen Phasen verschiedene Veranstaltungen, Termine oder Aktivitäten umfassen kann. Es hat üblicherweise einen festen Anfangs- und Endtermin und dient der Erreichung eines Ziels, das mit internen oder externen Mitwirkenden möglichst effizient erreicht werden soll.

  • Open a new project

    A project is characterised by defined goals, deadlines and allocation of responsibility. This information is entered on the basic page of the project.

    1. Gehen Sie zu Basis Basis > projekt Projekte > neu Neuanlage und wählen Sie ggf. den Betrieb.
    2. The tab projekt Basis of the project opens.
    3. Geben Sie einen eindeutigen Namen für das Projekt ein.
    4. Enter a date and, if applicable, times for the start and the end of the project. The project is listed in the general Info Centre calendar regardless of its status during the specified period.
    5. If you enter a Follow-ups date on the right under the status and permissions, the project will appear on your Follow-ups list at the set time.
    6. Describe the specific objective of the project in the input window.
  • Assign user pemissions

    A project typically involves several staff who may have different authorisations. You assign the authorisations in the top right-hand area of the window.

    1. Enter Project management . The current user is automatically suggested.
    2. Assign the right to change to the project.
    3. Specify which users may assign objects to the project .
      E.g.: Events, dates, letters
  • Specify staff as project participants

    Staff from different departments with different functions can be involved in a project. Only Bp Event users can be added as project participants.

    1. Click in the horizontal toolbar of the topmost input window staff members on neu New.
    2. Select the staff member by double-clicking or make a multiple selection by holding down the Ctrl key and ok Apply.
    3. Assign a position to individual staff members in the column Function via the expandable selection list.
    4. Set a time limit for participation via the start and end date for each individual employee.
  • Inform staff involved in the project

     Bp event users who are entered as staff involved in the project can be informed directly about the project in various ways.

    1. Use the toolbar to send a mail Internal message to all selected staff members. The project is preset in the subject and linked to the message.
    2. Use the toolbar to create a meldung activity for all marked staff members, which is directly transferred to their calendars and reminders. The project is preset in the subject and linked to the activity.
    3. Use the toolbar to create a termine appointment for all marked staff members, which is directly transferred to their calendars and reminders. The project is preset in the subject and linked to the appointment.
    4. Activate the button Notifyin the toolbar to automatically inform all team members who have a tick in the corresponding column about changes to the project.
  • Link external accounts to the project

    People who are involved in the project but are not Bp Event users are entered as accounts.

    1. Click on the tab Contacts Addresses > neu New in the horizontal toolbar.
    2. Enter the name of the contact person at Search words or search for a group of people via neu Advanced search .
    3. Select the account by double-clicking or make a multiple selection by holding down the Ctrl key and ok Apply.
    4. Assign a position to individual accounts in the column Function via the expandable selection list.
      Ex: hotel, supplier, location, agency
    5. Assign a dated keyword to all selected accounts via Typing Assign keyword in the toolbar of the input window.
      Example: Stuttgart Trade Fair Centre project
  • Inform other project participants

    Contact other project participants via the tab Ansprechpartner Addresses.

    1. Mark the desired accounts by holding down the Ctrl key and left-clicking.
    2. In the toolbar, select Briefe Letter/Email or Brief Create Mail Merge and select the appropriate text template by double-clicking. The project is preset in the subject and linked to the email.
    3. Use the toolbar to create a termine appointment for all selected accounts. The project is preset in the subject and linked to the appointment.
  • Link documents to the project

    With the Document Storage* module, you link any documents from Bp Event or from external sources to a project in order to clearly assign contracts or price lists from suppliers, for example.

    1. Click on the tab Dokumentenablage Documents > neu New in the horizontal toolbar and open a new document package.
    2. Um ein externes Dokument von Ihrem Computer oder Netzwerk zu verknüpfen, wählen Sie import festplatte Dateien anhängen und suchen das gewünschte Dokument.
    3. Select Dokumentenablage Attach General Documents to link a file from the "General Documents" folder.
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  • Export documents from the project

    Documents from the project can be saved in other document packages within Bp Event or externally so that they can be reused in other contexts.

    1. Open the document package.
    2. Kopie Copy use the horizontal toolbar to copy a document belonging to a document package, either within the package or DokumentenAblage Liste to another package.
    3. export festplatte Save save a document externally on your computer or network.
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  • Link further objects to the project

    Any data records from Bp Event such as events, appointments or letters can be linked to a project. Individual projects can also be linked to a leading project.

    1. Click on the tab projekt objekt Objects > neu New and the type of object you require in the horizontal toolbar.
    2. To link an existing object, suche Search select the desired object and double-click on it.
    3. To create a new object and link it directly, select neu New.
    4. Einen Überblick über alle mit dem Projekt verknüpften Daten erhalten Sie auf dem Reiter infocenter Info Center des Projekts mit Kalendersicht und Wiedervorlage (Wie verwende ich den Kalender bzw. Wie verwende ich die Wiedervorlage).
  • Store detailed information and a final report

    Store a final report and details of the project for later analyses. 

    1. Gehen Sie zum Reiter details Details & Schlussbericht. Der Schlussbericht kann erst nach Abschluss des Projektes (ab dem letzten Tag) eingegeben werden.
    2. The detailed fields of the final report are defined according to operational requirements.
    3. Entering the final report has no direct effect on the status of the project. To finalise a project, the status must be changed manually on the tab projekt Basis .