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Plan projects and track delivery

Demo School is refurbishing two classrooms. The project lead needs owners and deadlines for painting, furniture and inspection, while finance needs traceable costs. Completing a task updates delivery work; posting a supplier bill or issuing an invoice remains a separate source-document workflow.

On this pageBefore you beginCreate a project with a clear outcomePrepare a task in the intended projectKeep discussions and files with the workSubmit and approve timeReview project financialsClose out the project

Before you begin

  • Agree the project’s outcome, responsible lead, dates and milestones.
  • Identify team members and the records they may access.
  • Decide what time requires approval and how project costs will be linked to source documents.

Create a project with a clear outcome

  1. Open Projects → Projects and choose New project.
  2. Enter Project name and Project summary. The prepared example is Science fair preparation, covering exhibits, safety checks and the family visit schedule.
  3. Review status, priority, Lead, Members, Start and Target. Add dependencies and milestones when needed.
  4. Leave Start a project channel off unless a dedicated Inbox channel is intended. Choose Create project after reviewing the setup.
A science-fair project prepared with its outcome, ownership and planning controls. No new project channel was created.1 Name the project and define its outcome2 Set the target date deliberately3 Choose whether to create an Inbox channel

Prepare a task in the intended project

  1. Open the project and its Tasks view, then use the creation control for the intended group.
  2. Enter a concrete Task title, such as Prepare the reading corner. Add its description and evidence.
  3. Review status, priority, assignee, milestone, Start date, Due date, parent task and blocker. Creating within a group can preselect that group’s status; correct it when necessary.
  4. Use Save as draft for unfinished planning, or Create task after checking the project and ownership.
  5. Update status as work happens. Use My work to find assigned work across projects you may access.
Prepare the reading corner entered as a Planned task in Library Refurbishment; it has not been created.1 Task outcome2 Review task state and assignment3 Keep an unfinished task as a draft

Keep discussions and files with the work

Attach plans, quotes or photographs to the relevant task using the available attachment controls. Open the image viewer to inspect evidence without losing the task context.

Use comments and activity to explain decisions. Keep sensitive school information within the intended project access and do not paste credentials into a task.

An existing project overview keeps delivery dates, milestones, updates and document links with the work.1 Project work and delivery views2 Attach source evidence3 Record a progress update

Submit and approve time

  1. Open Projects → Timesheets and select the intended project and work dates.
  2. Enter the actual time against the relevant task or work context.
  3. Save a draft while preparing it or submit when ready for review.
  4. The assigned authorized approver reviews submitted time through the approval action.
  5. Check status and any billing handoff separately; approved time is not automatically a posted invoice or payment.

Review project financials

Open Projects → Financials to inspect project-related values and linked source records. Check dates, currency, approved time and the scope of included costs or billing.

Open the source bill, expense or invoice when investigating a discrepancy. Correct it through the source workflow rather than replacing a project metric or editing a linked accounting journal.

Close out the project

  • Verify deliverables and milestones against their evidence.
  • Review outstanding tasks, approvals and timesheets.
  • Reconcile financial source documents and retained attachments.
  • Use the offered completion or archival action once the responsible lead accepts the outcome.
Files and exportsPurchase bills