Implmenting Microsoft Dynamics
Pre-Engagement Questionnaire
ProjectPro
Prepared for
ProjectPro Clients and Partners
Project
Prepared by
Contributors
Table of Contents
TABLE OF CONTENTS ................................................................................................................................................... 1
INTRODUCTION ................................................................................................................................................................ 2
1. PROJECTPRO BASIC – PROJECT MANAGEMENT ........................................................................................................ 3
2. JOB FORECAST WORKSHEET ................................................................................................................................... 4
3. REVENUE RECOGNITION .......................................................................................................................................... 4
4. PROGRESS BILLINGS ............................................................................................................................................... 4
5. SUBCONTRACT MANAGEMENT .................................................................................................................................. 5
6. JOB MATERIAL PLANNING......................................................................................................................................... 5
7. TIME AND MATERIAL ................................................................................................................................................ 5
8. JOB QUOTING.......................................................................................................................................................... 6
9. REPORTS ................................................................................................................................................................ 6
10. CUSTOMER’S ADDITIONS...................................................................................................................................... 6
Introduction
This questionnaire explains to the customer the importance of this questionnaire and that it will help you to be more
prepared for the assessment phase of the engagement and ensure that the customer will gain better value from the
engagement days. Use the customer’s answers to prepare for the assessment workshop and tailor its content
according to the customer's vision, requirements, and current environment.
You can modify the questionnaire according to your knowledge of the customer and eliminate sections or questions
that are not relevant to the customer or the particular roles of the customer that are not involved in the project.
The questions in this document are meant to focus on general business areas that are common to almost every
business. Feel free to update according to the customer-specific vertical or industry.
The questions in this document are arranged by role and are intended to be used to gather information about a
business, by interviewing the appropriate personnel within each role. In some companies, multiple roles may be held
by the same person. In other words, each role may include multiple people.
This questionnaire covers all the modules of ProjectPro, namely:
ProjectPro Basic
Time and Material
Daily Field Report
Progress Billings
Subcontract Management
Job Material Planning
Job Quoting
Job Forecasting
Revenue Recognition
Advance Payroll
Crew Time Sheet
Assembly BOM
Bank Deposits
Purchase and Payable
Integration with other ISV Partners
1. ProjectPro Basic – Project Management
1.1 What types of External Projects do you have? Example: Time and Materials and Fixed Price projects
that you invoice customers for. Do you propose any estimates or work on actual costs?
1.2 Do you prepare detailed estimates for budgeting or summary estimates?
1.3 How do you group or categorize your projects? Are these same categories shared with your other Legal
Entities?
1.4 How do you define the type of projects? Example: Commercial, Govt, Tender, etc.
1.5 Do you develop an original project budget and revise it as needed? How do you monitor the budget to
actuals?
1.6 Do your projects have tasks/activities that need to be tracked? Will you assign your project personnel
to these tasks?
1.7 What kind of planning (budget lines) would you have for a project? In the system, you can define Item,
Resource, and G/L account type budget entries.
1.8 Do any of your projects involve the use of Purchased or Inventory items, the manufacture of a product
by your organization, or the acquisition of an outside service? Explain which applies.
1.9 Do you have budgeted costs completely separate from contract (Billable) revenue lines?
1.10 What kind of work breakdown structure do you follow for a project? Is there a standard set of task
codes that your company uses for all projects/jobs?
1.11 Do you have sub-levels within your tasks? ProjectPro provides up to four levels- Activity, Process,
Operation, and Section that represent your job task codes.
1.12 How do you determine the costs and sales prices for the direct labor that is charged to a project?
1.12.1 If the job is a fixed contract job, then what method for establishing labor costs for your
workers? Do you calculate a loaded cost rate for each employee? Do you rely on payroll to
calculate weekly what the exact labor costs are and charge to a job? Is there any overhead
or burden associated with the resources, or is that built into the cost?
1.12.2 If the job is Time & Material, then how do you determine the Price for your labor
classifications to charge to your customer during the T&M billing process?
1.13 Do you need a burden rate per labor?
1.14 Do you apply the Bid Item (Work breakdown) Code to each Cost Entry to calculate profitability at the
Bid Item level? ProjectPro uses Job Segment Code to relate to Bid Items or Contract Items. Note: This
method requires all costing of materials, subcontractors, and labor to be entered against both Job Task
Code and Job Segment for true profitability at the Job Segment (Bid Item) level.
1.15 Do you have common inventory items that you stock for use against jobs? Or, is inventory always
purchase directly for jobs?
1.16 Do you need item or resource prices specific to a job? Example: Labor Skills and Equipment usually
have a rate chart per job. Does this apply to your business process?
1.17 How many cost categories do you use? Labor, Equipment, Materials, Subcontract, etc. How would you
code them as LAB or 01 for Labor, MAT or 02 for Materials, etc.?
1.18 Would you use markup % by Cost Categories for specific T&M jobs?
1.19 Do you have a sub-job within a master's job? If yes, then is the sub-level job linked to the master job?
1.20 Do you need copy job or copy tasks for redundant entries?
1.21 Do you need different actual vs budget reports to view details per tasks, work units, and hours?
1.22 Do you require any report for the job’s percentage of completion?
1.23 Do you need the system’s calculated auto unit price on job planning levels based on the margin%
defined on the cost category level?
1.24 Are your jobs part of your financial cost centers (Dimensions)? Would you require assigning any
dimensions to a Job?
1.25 How many dimensions (cost centers) do you have and what dimensions are linked with individual jobs?
2. Job Forecast Worksheet
2.1 When do you calculate profitability on a Job?
2.2 Do you use the Labor Rate method?
2.3 If you generate forecast, would you generate it according to Task or Task Total or Job Segments (Bid
Items)?
2.4 Do you want to generate the forecast values based on date on the estimates or based on contract
date?
2.5 Do you incorporate sub-level (Extra Work, Change Order, Sub-Job) values on a Master Job or the
values of each job to be calculated individually?
2.6 Do you want to manually post the Job Forecast for each job or use a batch to post the forecast for
multiple jobs?
3. Revenue Recognition
3.1 Do you use Revenue Recognition?
3.2 What method do you use to calculate the profit for a Job like Budget vs Actual, Units Method, Manually,
Gross Profit%, Markup%?
3.3 When calculating the profits/losses on a job, do you post Over Billing/Net Revenue on your books?
3.4 What G/L accounts do you use to recognize the Revenue?
4. Progress Billings
4.1 Do you need progress invoice creation within a job?
4.2 Will you require revenue categories to differentiate between the planning lines?
4.3 On what basis do you want the amount calculated? On a % basis or a unit basis?
4.4 Will you be using sub-jobs as part of the master jobs progress invoice?
4.5 Do you want to use the Stored Material functionality within the Progress invoice?
4.6 Do you have a customer retainage system?
4.7 Do you want to post retention per progress invoice?
4.8 Do you use AIA G702 form?
4.9 Do you use AIA G703 form?
4.10 Do you want a progress invoice report?
4.11 Do you use any other report format which is based on your country-specific compliances?
5. Subcontract Management
5.1 Do you have subcontracts?
5.2 Will you require a cost category for subcontractors?
5.3 Do you want the purchase order to be created from a subcontract? This will be required if you wish to
track “committed costs” from subcontract agreements in place on each job.
5.4 Will you require retention calculations on standard vendor invoices? Not very common.
5.5 Will you be posting retention on subcontract payable entries?
5.6 Do you wish to have lien release waivers printed during payments?
5.7 Do you want to pull the budget lines into subcontracts to make further purchase orders? Or do you want
to enter manual lines?
6. Job Material Planning
6.1 Do you want a system to calculate material requirements based on the budget lines defined at the Job
level? Or just create job purchase order as needed?
6.2 Do you want to run the requisition worksheet for procurement planning of your material/Resources?
6.3 Do you want Default vendors to be tagged at your resources/Items?
6.4 Do you maintain vendor catalogue for your Items?
6.5 Do You want staged functionality at JMP requisition worksheet? ProjectPro can identify if items are
being staged in the warehouse and waiting for shipment to job site. As well as prepare a delivery ticket
for items being delivered to the job site.
6.6 Are purchases only for a job or can multiple job purchases be on the same purchase order?
7. Time and Material
7.1 For your time and materials projects, do any of them have a “not to exceed” amount associated with
them?
7.2 For projects, can the labor hours and expenses reported to the project be billable or non-billable?
7.3 How do you determine the costs and sales prices for the direct labor that is charged to a project? Is
there any overhead or burden associated with the resources, or is that built into the cost?
7.4 For a time and materials type project, how often might invoices be generated?
7.5 Do you want your employees to enter their own time into timesheets or is there a supervisor or foreman
that enters the entire crew’s working hours?
7.6 Would all time sheet entries to be linked with the jobs?
7.7 Do you need a journal to post the time sheet entries per labor cost hours?
7.8 Do you want the planning lines to be created based on resource hours posting?
7.9 Do you require the work order report within a job?
7.10 Do you want the customer billings to be posted from planning lines itself?
7.11 Do your resources have different billing rates based on the different jobs?
7.12 For Time and Materials projects, how should hours, expenses, items, and fees be accrued when
posting in journals?
7.13 How should hours, item costs, and other costs be posted into the profit / loss accounts in the General
Ledger?
7.14 For fixed price projects, do you use assessment principles or matching principles? How do you
recognize and allocate revenue from Fixed Price Projects?
8. Job Quoting
8.1 Do you create job quotes independent of larger project estimates?
8.2 Would you benefit from Job Quotes for quick change order quotes?
8.3 Do you typically quote base on customers’ bid item requirements?
8.4 Do you usually provide quotes broken down by contract lines or usually one (1) contract amount?
8.5 Would you benefit from quote “templates” for repetitive quotes to one or more customers?
8.6 Would you track who is preparing quotes and their successes?
8.7 How many people in your organization would be preparing job quotes?
8.8 Do you track wins and losses of job quotes?
8.9 Do you prepare quotes with details of “Scope of Work”?
8.10 Do you typically have many variations to a customer quote requiring you to keep many related quotes
together?
9. Reports
9.1 What key reports do you use?
9.2 What information should be shown on your home page of BC ProjectPro Role Center?
10. Customer’s Additions
10.1
