Overview
This document is intended to collect scoping information from your customer or prospect. Accurately filling out this document will expedite SOW and pricing turnaround. Once completed, attach this document to the PSER.
Scope Validation: Project Management and Time Entry
| # | Project Management Timesheet Questions | Answer |
| 1 | Is customer already live on Projects, Timesheets and Expense Reports?* (Skip to Job costing and Resource allocation section if Yes) | ☐ Yes Projects only ☐ Yes Projects + Timesheets ☐ Yes Projects, Timesheets & Expense reports ☐ Expense Reports only (not tied to Projects) ☐ None ☐ Other, explain: |
| 2 | How many total users will log into NetSuite for Timesheet and Expense Report entry? | ☐ 5-20 users ☐ 20-100 users ☐ 100+ users, indicate: |
| 3 | For purposes of licenses and end user training, how many users are in the following groups: 1. Project managers 2. Time and Expense (e.g. consultants) 3. Resource Managers 4. Finance 5. General Admin | 1. Project managers 2. Time and Expense (e.g. consultants) 3. Resource Managers 4. Finance 5. General Admin |
| 4 | Describe how users are categorized? (e.g. by vertical, by service, by job code, department or managing director, etc.) | Describe: |
| 5 | How many different subsidiaries are users in? | ☐ 1 Subsidiary ☐ 2-4 subsidiaries ☐ 5 or more subsidiaries |
| 6 | How many active projects do you have today? | ☐ Less than 60 ☐ 60 to 100 ☐ 100+, indicate: |
| 7 | Describe the different types of projects you have. (e.g. implementation, training, technical development, document review, etc.) | ☐ 1- 2 types ☐ 3 or more |
| 8 | Do you manage a project plan (e.g. work breakdown structure “WBS”) for your project? If so, how many tasks are in a typical project (e.g. 5-10, 20-100, etc.) | ☐ Little to no tasks, up to 10 tasks ☐ up to 30 tasks ☐ more than 30 tasks |
| 9 | How will Project Tasks be assigned? Do you assign resources to tasks/milestones of your project? | ☐ No task assignment ☐ Yes task assignment |
| 10 | Do you have existing scripts or integrations impacting the Project process? | ☐ Yes ☐ No |
| 11 | What are the requirements for time entry? Do they vary by subsidiary/geography? | ☐ Same timesheet rules per region, no overtime tracking, no integrations, weekly timesheets ☐ Different rules per region |
| 12 | How is time approved | ☐ 1-2 level timesheet approval ☐ 3 levels of approval |
| 13 | How will time sheets be adjusted? | ☐ Timesheet is rejected and end user adjusts ☐ Administrators move timesheet entries |
| 14 | Will you track a blended labor cost rate per resource for purposes of cost reporting? | ☐ Either not tracking or using a blended rate ☐ Using actual cost rate |
| 15 | Integration – do they need an export of hours for Payroll calculation? | ☐ No integration ☐ Export via saved search |
| 16 | Is project profitability reporting required? | ☐ Yes, for revenue/billing and labor and expense costs ☐ No, only tracking labor cost ☐ No, only tracking billing |
Scope Validation: Expense and Vendor Bill Entry
| # | Expense Entry Questions | Answer |
| 1 | Do you incur expenses against projects (e.g. travel, airfare, hotel, etc.). | ☐ Yes Typical travel and airfare ☐ No (if not, then out of scope) |
| 2 | Are expenses rebilled to customers? If so, is there a markup applied? | ☐ No billing of expenses ☐ Yes expenses are billed, but no markup ☐ Yes expenses are billed, with markup |
| 3 | If so, are these incurred on a company card? | ☐ No company card ☐ Yes company credit card |
| 4 | How are expenses approved? | ☐ Standard Header level Expense approval workflow ☐ Other approach such as Line level expense approvals, explain: |
| 5 | Do you track taxes on expenses? | ☐ Yes ☐ No |
| 6 | Will foreign currency expenses be entered? | ☐ Yes ☐ No |
| 7 | Are you currently entering vendor bills in NetSuite? | ☐ Yes ☐ No |
| 8 | What kind of vendor expenses are tracked at the project level? (e.g. subcontractor costs, materials, etc) | ☐ Sub-contractor only ☐ Sub-contractor and materials (inventory, other purchases, finished goods) |
| 9 | Do you have existing scripts or integrations impacting the AP process? | ☐ Yes ☐ No |
Scope Validation: Job costing
| # | Job Costing Questions | Answer |
| 1 | How will project budgets be tracked? Do you have any custom categories to budget by? | ☐ Project Header level only ☐ Task Level via Activity Code ☐ Custom Segment ☐ GL Account ☐ Other, explain: |
| 2 | Do you post labor cost based on time entries to the GL? If so, define the accounts used. Are these accounts project specific? | ☐ No will not Post Time ☐ Yes will Post Time, describe accounting: |
| 3 | How frequently is budget entered? | ☐ Once at project creation ☐ Weekly/Monthly for duration of the project |
| 4 | Do you track different cost overtime, regular time, double time etc? | ☐ Yes ☐ No |
| 5 | Please provide a sample project budget vs actuals and profitability report | ☐ Sample provided ☐ Sample not provided |
| 7 | Are you currently using NetSuite Payroll? | ☐ Yes ☐ No |
| 8 | Describe any planned integrations with NetSuite projects and third party budgeting software if applicable | Describe: |
Scope Validation: Resource Allocations
| # | Resource Allocation Questions | Answer |
| 1 | How many total users will log into NetSuite for resource allocations? Of these, how many will staff resources (e.g. resource managers)? | ☐ 5-20 users ☐ 20-100 users ☐ 100+ users, indicate: ☐ Total Resource Manager Count: |
| 2 | Approach: Resource Manager assigns resources to projects (top down approach) or PMs request resources for projects (bottom-up approach) | ☐ Top Down Approach ☐ Bottom Up Approach ☐ Undefined approach |
| 3 | Specific criteria is used when assigning resources | ☐ Yes ☐ No |
| 4 | There is an approval process for assigning project resources | ☐ Yes ☐ No formal approval routing |
| 5 | Resource skills are tracked. Skills are further delaminated into levels – Advanced, Intermediate, etc. | ☐ Yes ☐ No |
| 6 | How frequently are resources changed on projects? | ☐ Infrequent change – e.g. Assigned once for duration of project ☐ Frequent changes, weekly ☐ Extremely frequent, daily or hourly. Scheduling projects directly into resources calendar |