Project pipeline management for sport organisations

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welcome everyone this webinar is about managing a project sales pipeline in microsoft project operations project operations is one of the latest project management tools from the microsoft suite of collaboration office productivity tools project operations in particular serves the purpose of enabling organizations that need to do professional services for other companies or even internal business units who need to provide services to other business units it enables them to track and effectively manage the operations of those projects and the resources that are working on those projects keeping track of things like schedule costs identifying and understanding what resources working on what projects this is the main goal of project operations in this particular webinar as i mentioned at the beginning we're going to show the process of working through the project sales pipeline up to the point where we are ready to kick off our project and with that i'm going to turn over things to sarah noyce is going to take us through this experience thank you john michael today i will be showing a demonstration on how to manage a services sales pipeline from lead all the way into contract so let's imagine that i have a lead that i've that has come in from a marketing outreach so what i want to do as part of my sales process is to register my lead in the crm i'll do that by creating a new lead on this lead screen here and so i'm wanting to collect the appropriate information in this area and so i've gotten this information about a data analysis and design project and because it is a project-based uh lead we want to make type work based great the other thing i know about this the thing i know about this lead is that it comes from a someone named john smith and so i want to make sure that we have him in here as the the contact on this lead and we make sure that we know who we're talking about so great that's the information i have right now so let's save this and let's say we do some sort of actions on this lead such as maybe i want to note down some activity that happened perhaps a phone call that i had with with john about this project or or a note maybe i'm communicating to other sales people as well so i want to put some notes and make sure that we have these so that's just some of the things you can have in this timeline here as well as stakeholders if you have contacts you want to put down and competitors there's also more information about the company that were that uh john smith is part of and that this lead is is part of the other thing we can look at is in details you can add lots more information maybe because we got this from a marketing lead you could put in the source campaign and make sure you note down how they want to be contacted great so if you look up here we have a lead opportunity process and i know that john is not an existing contact so i don't have that in the system already but i do know that the company which is city let's see if it pops up here city power and light assembly perfect is already in here so i'm going to add this account into this section under qualify the purchase time frame is going to be this quarter let's say i don't know the estimated budget we can leave this blank for now same thing with the purchase process maybe i don't know this just mark that down however i do know the decision maker is this john contact you can also add in more information here in the summary section great now that i've added the information to this and we've looked through the different summary and details tabs we can qualify this lead as an opportunity i'm going to click this button qualify and it's going to create a new opportunity for me from this lead i should also get a contact from this john smith person that i've put in here and the account already exists that i put in earlier perfect you'll see that it has the same ribbon up here as before but now we've gone from the qualify stage into the develop stage and we're also in an opportunity so this is no longer a lead i've qualified it into an opportunity and a lot of the information has been taken from from that lead that i had before if we go down here a little bit we can enter in that budget amount if we maybe know it now we can also enter in a probability let's say this is going to be pretty low for right now and just five percent you can also enter in a rating hot warm cold it defaults to warm and you can just keep it as that for now and we can also enter in a description so you can see that i have not saved this yet and i did enter in some more information so just to make sure that we have this i'm going to hit save up here great and now you can see that the stakeholders which we'd seen over in lead but was not filled in yet because john smith was not a contact yet we now have him as a stakeholder here if there are multiple people on the sales team as well we can add that here into the sales team section one thing to note on the opportunity is it says who the owner is and because i am in the service account it says that for now but if you if you don't want the person who created the opportunity to be the owner you can change that by going into this section and putting in a new person great so now we're in this develop stage and let's just take a look at what this means and this process ribbon helps me to remember what i need to do next in the sales process so now i'm developing this opportunity if i wanted to enter in more details about customer need and proposed solution i can do so here i have identified the stakeholders over here maybe i haven't identified competitors and perhaps for this one it's not necessary so we can hit next stage and this will take us to propose i have identified the sales team it's going to be myself but i've not yet developed a proposal so let's start by going to opportunity lines and entering in some information in opportunity lines you have project based lines and product baselines i'm doing a project based opportunity so i'm going to add a project baseline over here so this is going to be a discovery line i know my customer budget for this one is going to be 20 000 and the billing method will be fixed price as you can see again unsaved so let's save and close this and this will show up in the grid in just a moment as you can see perfect so we have our project based line which is discovery fixed price with a budget amount of twenty thousand dollars but let's say we're ready to go and make a quote and i'm and i'm done with my opportunity lines so i'm going to come over here into quotes and i'll hit this plus to make a new quote what's great about creating a new quote when you already have opportunity lines is that you can see that it's taken some of the information that i entered in from the opportunity line for example the total amount of 20 000 and when i click into quote lines from the summary page you'll see that i already have one line so this saves time if you don't want to create a full quote but you do have some information you can add in some opportunity lines and they'll be automatically included in any quote that you create under this opportunity so let me add some more lines now that we know a bit more we know that they want a discovery they also are going to want analysis and build so let me add that now same billing method of fixed price and i don't want to associate a project here yet i also can either keep this quoted amount as zero perhaps i'm not sure yet or i can change it to something like fifteen thousand and if you're doing um top down quoting this is where you would likely end you're gonna just put your information in here and probably not tie it to a project and add more details but i'll get to that in just a moment so let's save and close this one and then i'm going to add one more line which is going to be for the build so let's just add one new quote line and this time i'll show you that you can keep that quoted amount at zero if if needed let's add here a build task make sure this is fixed price as well and i'm going to keep this at zero great now i have three quote lines on this quote and i have the different amounts over here you can see that it has rolled up to this total amount in the top in the header let's go back into the discovery this is the one that we got from our opportunity line and let's go through what some of these tabs mean if we click onto chargeable roles we'll see the different roles that are available in our system there are lots of different ones they might not all be relevant to this quote or to this uh project but you can see if they're chargeable or non-chargeable right now these are all chargeable so they'll be charged to the client very similar thing with categories i don't have any categories in here right now but these could be things like airfare or hotels and this determines whether or not this is chargeable i'm going to skip over quote line details for just a moment and go to invoice schedule if you'll see up here this says the sum of the amount in billion milestones zero dollars must be equal to the line amount 20 000 and that's referring to this invoice schedule here and the the milestones so if you were to set up an invoice frequency and you can search for specific ones here right now we have monthly and if you want to do a monthly one and you could start it on whichever date you prefer you could generate periodic milestones and it would do that based on what you set up here the last tab that we're going to show today is customers as you'll see it brought in my city power and light assembly account which is the only customer on this quote but you can also add other customers and split the billing as appropriate okay i'm going to go back to general and this time i will associate a project but first how do we get this project where does this project come from so i'm going to look into the project area in project operations there are a couple different areas if you're in a sales team you probably are only going to stay in the sales team this is where you're going to do your work but because i have administrative privileges on this account i can go into projects and see sort of the view from the project manager realm so let's click on projects and i already have one project in here let's say that i've already discussed with the project manager this specific client needs and they've developed a project in the wbs for me so as you can see this project is in the quote stage which is where we're at right now and it has the the customer and it also if we click on tasks it's going to have a work breakdown structure that's appropriate for this for this project so my lovely project manager has created a discovery top level task with a few different subtasks on here these are generic resources and so these are just the roles and they have the effort hours as well if we wanted to look at the estimates it's also going to have some of the cost pricing in here as you can see up in the header but because this is associated with a cost price list in the background okay so now that we know what this project looks like we can go associate it with the quote that we've been working on so i'm going to go back to the sales area i'm going to click on quotes and i'm going to find my quote that i've been working on there we go so let me go back to quote lines before i actually go back to quote lines let me go to project price list and make sure that this is the right price list so right now it's gone to the default price list i actually don't want this one though and this is because i don't think it has all of my resources that i'm going to use on here so instead i'm going to add a new one and we can just search right here if you hit enter it'll show you all of them these are going to show you all the sales price lists that you can use i have a project price list and this is the one i i want to to have for this specific uh quote i'm going to go back to quote lines click into discovery just double click on there and then i'm going to go now associate that project that we just saw what's great is because we just clicked on it it shows up in recent and i can do this and then click save what i can do now is go to this one that we did not look at earlier quote line details and what i can do is import from project estimation this is going to take the information that i have in that wbs and bring it into the quote so i'm going to keep these all as no and i want it to do this leaf node great so i've pulled in the information you can see that there's a price and an amount based on the quantity and it tells you where the uh the origin of them are which are the different tasks let's save and close this whole thing and we can see it roll up to the quote so now instead of twenty thousand dollars this extended amount becomes eighteen thousand two hundred and the total amount changes as well great okay so i've decided that this is what i want on my quote i can now go back to the opportunity and if you want to get back to the opportunity quickly you can go to summary and find opportunity right here click on that hyperlink and we're back to the opportunity we can look at quotes really quickly to see where we just came from you can see the total amount and the different profitability and such we can go back to propose and say yes we've developed a proposal let's just say we've also completed the internal review and we presented the proposal to the client now we can move to the next stage now we've gone from propose over to close let's say that that quote ends up being our final proposal so we can check this as being complete we've also presented that to the client and let's say the decision date is going to be 10-5 okay we can also send thank you and file to be brief perfect now we can click finish let's go click into this quote and say that we've won it at the top here you'll see there are a couple different options we can close as one or close as lost we did pretty well so let's close this as one client has agreed let's let's close this as one and you'll see in just a moment what this will do to the quote great so now instead of a quote we see that this is an order it is changed from a quote to an order which is the same thing as a project contract and you'll see that this over here is highlighted instead of quote being highlighted let's go back to the opportunity and we can close the opportunity as one now that the quote has been closed as one let's say the actual revenue on this ends up being that uh 3200 number or 32 000 excuse me and we can close this opportunity this is now going to become have the status of one as you can see over here and up here and it will become read only so you do not make any more changes to this so now since this quote was won and my opportunity has been created the operations team is notified with a power automate flow that work on this contract can begin so we go over to project contract so we can see that order again and we'll see that it's this data analysis and design so now the team knows that this project can start that it's been signed off on and agreed to and all the work that will be occurring will be accumulating against this project contract and then invoices can be generated off of this off of uh like i showed you the completion of the milestones or periodically depending on how the project and the contracts are set up so we can go to contract lines and we can do that for this discovery one you can go into this invoice schedule and let's just say we do want to do this monthly and we're going to start on the 11th you can hit generate periodic milestones did not work okay so we're going to just say milestone 1 not going to be based on a task we're going to have it let's say november 1st and it will be for the entire amount there will just be excuse me there'll just be one on this entire order save and close that and now those milestones are ready to be billed when when it becomes november okay so a couple things to note on this is we've reached this order stage and now that my workflow is completed i can be confident that the project operations team will take this and do a great job to deliver this project while i develop more leads and um and start the whole process all over again so thank you so much for watching um me go through leads to opportunities to quotes and all the way to project contracts thank you very much sarah we appreciate all the work you did in putting together this demonstration we look forward to having all of you who have joined us for this session on additional sessions in the future we'll be covering lots of other topics in project operations modern project management tools and techniques the use of ai the use of low code the use of business intelligence tools to really ramp up the way that we deliver projects and work inside the organization with that we're going to wrap up today we appreciate your time thank you very much for attending with us and joining us for this webinar