You can demo Clov as a Project Manager or an employee by going to: http://clov.ca
Project Manager: ProjectManager/demo12345
Installation works as all Concrete5 packages do with installation being available from inside your site after purchase or through manual installation after uploading the .zip file to your server.
One thing to note: Currently, the budget categories are set with a default of:
We realize that this will not work for many applications and have created a file that can be modified with installation to set the categories as required. This must be done at install time. To do so, go to public_html/packages/clov/config/package.php where you can edit, add, or update the list with new codes and category names as required.
If you install Clov through your site and need to update the categories, you can then edit the package.php file as needed immediately after install and then reinstall the package through the GUI.
When installed, Clov will add to the site’s main navigation, but only for users under the Admin, PM, or Employee groups and only when logged in. PM and Employee users will not see the Concrete5 controls when they are logged in unless they have been granted permissions to those areas of Concrete5. By leveraging Concrete5’s infrastructure, Clov can provide a clean user interface to the end user without adding complexity on the back end.
2. Getting Started
***Make sure you have configured your budget categories (see installation) before starting, otherwise you will not be able to change the default categories.***
Dealing with users in Clov is a breeze. When you install the package, we create the Product Manager and Employee user groups with all the permissions required to operate Clov. All you need to do is create users in the Concrete5 Dashboard and assign them to be either a PM or an Employee (or both).
Employee - This user type can be assigned to projects and will not see information outside of those projects. They can manage their own task list, but will not see others. They can add timesheet and expense records for review but have no access to Invoices.
Project Manager - This user type can access the system as an employee, but also has the ability to create, edit, manage, and archive projects as well as approve expenses and timesheets for projects they manage. They can record invoices created for the project. The PM can also add tasks to individual employee task lists as well as manage their own.
Admin - Admin usually falls to the developer or Concrete5 admin and allows access to all the areas of Clov (mainly all of the projects). This allows visibility for PMs to be contained to projects they manage when necessary.
All PMs and Employees will see a Dashboard added to their navigation when logged in. The dashboard shows an overview of the Tasks, Projects, and Unapproved Time and Expense entries. The information here is personalized for the user and provides an overview of one’s status. There is a small navigation to Clov sub-pages at the top of this block for certain themes that don’t have a sub-page ability in the navigation. This block can be deleted if your navigation shows these pages.
Create a Project
Adding a new project is fairly simple:
Name - The name of your project.
Description - Here you can create a description for the project or keep some notes.
Reference Number - Used for internal numbering or a PO number
Start Date - Not mandatory, but allows Clov to handle some sorting based on dates.
Expected Hours - The total expected hours to be spent on the project.
Managers - Here, you can assign one or more Project Managers
Assignees - Assign all of the employees that will work on the project here. You can edit the project later to add or remove both employees and PMs from a project.
Budget for X - Depending on your pre-installation configuration, you can assign budget amounts from your estimates to each area.
Clov offers a fairly straightforward task assignment and management system. Employees can add tasks to their own task list and mark them as completed when they are finished. PMs can assign tasks to anyone. Tasks are not tied to projects allowing the flexibility to use the system for everything from small to large tasks regardless of whether or not they are billable to an end client or internal.
Expenses are an easy way to record and submit expenses for reimbursement that can be charged to a project:
Name - The name of the expense (Gasoline, Hotel, etc)
Description - Here a more detailed explanation of the expense is provided.
Date - Record the date of the purchase.
Amount - The total amount of the expense
Location - Where the purchase was made (Staples, Holiday Inn Orlando, etc)
Payer - Who paid and needs to be paid back?
Project - Which project should the expense be charged to?
Currently, expenses cannot be split between projects and the user would need to enter the split manually as two expenses, noting this in the description. It is also suggested that a project be created for “Approved Office Expense” or something similar if some expenses are reimbursable but not charged to a project (Yum, Friday donuts at the office!).
It should be noted that Clov does not create invoices that you can send to your client, but rather lets you record details of your invoicing to keep your project on budget and maintain oversight. (If you are in need of an invoicing solution, the purchase of Clov includes a six month subscription to myTooq.com. Simply send us a PM or email letting us know you’d like to sign up.)
Name - Use the billing milestone, date, or other attribute to create a name for the invoice.
Description - Here a more detailed explanation of the invoice can be added.
Reference Number - Input the invoice number here.
Amount - The total amount of the invoice (Include tax if your budget included tax, leave it out if your budget does).
Date - Record the date of the purchase.
Project - Which project are you invoicing for?
Timesheets are created by employees at intervals decided by company policy with Clov allowing employees to enter at their convenience and submit on the company schedule.
Description - Employees describe what they accomplished for the record being created
Start - Date and time the activity started
Hours- The total billable hours for the record
Employee - Who worked the time (We default to the active user, but PMs can create entries for employees)
Project - Which project are you logging time for?
Code - A pick list of budget codes from the package.php file you edited at install
Notes are also available in the package file as README.txt
Lead Developer - Matt Kantor
Production and Design - Tooq Inc.