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Sample proforma for Operations

hello everyone my name is Jay Kishore I'm a Dynamics 365 consultant business analyst project manager delivery manager prale consultant and to know more about my experience my uh content creation work my book Etc you can connect with me on LinkedIn okay today the the key purpose of this particular video is to Showcase Dynamics 365 project operations okay this could be a little long video but I have divided this video into three chapters okay this will help any newcomers or any person who wants to understand the capabilities of Dynamics 365 project operations and uh if he or she wants to try that particular product for some time then this video is for them in the chapter one I will be uh I will be teaching you how to create a Dynamics 365 project operations trial environment and in Chapter 2 I will be teaching you how to set up Dynamics 365 project operations and in the chapter 3 I'll be demoing overall uh capabilities of Dynamics 365 project operations that is from lead to invoice so I hope this video will be useful and a value for everyone who wants to get into Dynamics 365 project operations let's dive [Music] in so let's spin a trial of Microsoft Dynamics 365 project operations head on to this website microsoft.com Dynamic 365 free trial and here you can spin many of their Dynamic 365 applications but today we are spinning a trial of Microsoft Dynamics 365 project operations hit the button try for free it will open up a new page here and it will ask for your uh school email address work email address or your basically Microsoft 365 account if you have which you can use here to spin a trial Microsoft 365 account you can use or else you can uh create a new Microsoft 365 account through this step so just give your personal email ID uh here and it will detect whether you have a Microsoft 365 account associated with that email ID okay so I'm just giving a random email ID so it will detect so it will say that now looks like you need to create a new account so let's get you started okay so now you have to head on to uh set up account click the button and give your name so give your name j Kishore and last name buy ID okay and job title okay uh consultant your business phone number so here you need to give your uh uh a a real business phone number and uh you know because they will send you an OTP to verify your uh details okay so I'm giving that and your company name company size and let it be the country or region as United States click this and hit next area code you have to put so 91 okay so it will ask you see uh text me or call me so here in the country code you need to select India if you are in India and if you are in any other country you have to select your respective country codes so let me select India okay and send verification code I received the code on my mobile is so you have verified so now this is your uh kind of a uh know Microsoft 365 account jure byad at XYZ enterprises. onmicrosoft.com just save it and uh set a uh a password for it yeah so it will say uh see uh so uh the the login details will be sent to your official email ID and this is your Microsoft account okay so now you have to keep this you have to keep this uh somewhere and uh now start using Dynamics 3 project operations preview trial so you will be redirected to Power Platform admin Center so you just have to click all so we need the project management for uh Pro uh task and resource planning time and expence yes we need right so for deal management yes task and resource planning yes time and expense yes accounting and advanced expense yes non-stock material support uh you can click as yes or no uh I'll click yes stock material support yes and uh select project operations okay so here see uh the dynamic 365 project operations has three scenarios of deployment that is uh your project operations for resource non-stocked scenarios so and light deployment and project operations for stock and production order scenarios okay so light deployment is a scenario where you will use your data vers database only so there won't be any dual right setup so that means uh your Microsoft Dynamics 365 project operations environment will be in C environment it will use data verse tables and in Project operations and uh and project operations for resource non-stock scenarios and stock production order scenarios you will have an integration with your Microsoft Dynamics 365 Erp applications which are your finance and uh Supply Chain management applications through dual right where your invoices and other uh activities uh will be uh created in such scenarios and those data will be reflected back in your product you know project operations uh application in C environment but uh in uh I am going ahead with light deployment where you can perform the activities from lead creation to until till invoice creation so so you will create a lead to opportunity and then you are uh a code to the customer and you will create a contract and from that contract uh signed contract you will create uh you know manage your uh know projects and uh you will uh submit your uh uh uh you know expenses all those stuff uh and finally uh you know build the customer send the invoice to the customer so begin setup this will take couple of minutes while it Provisions uh an environment for you so in the Power Platform from environment uh it automatically created an environment this is a default environment we should not touch this default environment and uh this is the uh subscription based trial environment now the status is in preparing so ideally uh you know you can create another environment okay so this could be a a you know a development en onment kind of a thing which you can use in future but ideally you can use uh uh uh you can you can actually create another similar environment like this in this uh [Music] environment here is how we create a new environment for dynamic 365 project operations so this is the major step where you have to click this yes to enable Dynamics 365 applications and you have to select which and all applications you have to you want to deploy in your environment if you select all Enterprise applications all your applications uh will be deployed like sales customer service field service Etc now we are deploying project operations we don't need project operations for stocked scenarios project operations for non-stocked scenarios we don't need because it requires dual right with the dynamic 65 Erp applications finance and operations uh we are not going to do that AC activity now you'll be selecting project operations which is a light version of your Dynamics 365 project operations just select it and save it and uh your environment will be created so this is the URL you need to keep in handy along with your login details that Microsoft 365 email on Microsoft ID which you have created plus the password which you have generated so whenever you want to log to this environment uh you need to login with the Microsoft 365 account uh that ID and password so now these are the applications which are present in the Dynamics 365 environment which you have created you can see the project operations see the project operations application is a basically a combination of Microsoft Project and uh earlier project service automation which was the earlier version of the project operations app and in in advanced scenarios which we have discussed uh a few minutes back that non un stocked scenarios Etc uh in advanced scenarios uh it is uh it will also integrate with your Dynamic 65 Erp applications for invoicing Advanced invoicing and uh uh you know expense all those activities so I will click on this application and open project operation app so this is our project operations app so this is how you need to create a trial version of your project operations [Music] app we are now in the second chapter where we will learn about setting up of Dynamics 365 project operations before we get into environment uh let's go over few pointers which we may have to I mean we will have to keep in mind we discussed this topic a little bit in the beginning in the first chapter so here we discuss about Dynamics 365 po deployment scenarios so there are three scenarios one is po light PO for resource non-stocked and PO for production stocked scenarios so basically as you can read in the beginning a project operations Dynamics 365 project operation is a application which combines the features of Dynamics 365 project service automation which is the earlier the initial application for project management under the dynamic 365 suit Dynamic 365 PSA you might have heard of that one so uh so basically the current Dynamic 365 poo brings together the capabilities from Dynamic 365 project service automation Microsoft project for the web and project accounting within Dynamics 365 Finance so as we mentioned there are three scenarios in the PO light in the PO light the entire flow between lead to performa invoice will be covered within Dynamics 365 C enironment that means the the database used will be only the data Wars okay so for small companies uh smbs this might be sufficient okay those who don't have Dynamics 365 Erp application and they want to manage uh uh you know only a lighter version of their uh uh you know projects Etc and their project is not so complex uh in such scenarios uh the PO light will be more applicable the second and third are the versions where invoicing and expens are done in Dynamics 365 Erp applications that is either in Dynamics 365 Finance or Finance or sem Supply Chain management okay so this Dynamics 365 uh po environment light environment needs to be integrated with the Dynamics 365 Erp applications via dual right integration which is the outof the Box integration capability of offered by uh Microsoft to integrate their Dynamics 365c applications with Dynamic 365 uh Dynamics 365 you know Erp applications see the the the fundamental here is that you know all these C applications I mean the customer engagement applications are based on Power Platform and Power Platform is the the the default database for Power Platform is your data verse okay so but uh your Dynamics 365 Erp applications whether it is a finance applications Supply Chain management applications or any Commerce applications they are not on the data vers as of now but there is a common data surveys common data structure uh is present so the mapping of details between these two applications are easy because the the way the the data uh are you know the the entities and the data model are structured are same it is what common data model which is offered by the Microsoft so uh uh because of this right so when you want to connect any CRM applications CRM or C applications with Dynamics 365 Erp applications you need to connect them through dual right Integrations where uh the data from CRM can come to uh Erp and uh the required data from Erp can come to CRM okay so that is why Microsoft has come up with the that dual right integration u in future this situation may change because uh at the uh I mean eventually what Microsoft will do is uh they will uh bring uh Dynamics 365 Erp applications also into a data verse uh environment in uh uh I mean it will take a couple of years for them to for them to uh you know to arrive at this situation but till then we may have to use this dual right So eventually this dual right concept will go off so that is for the future so that's about uh overall about po deployment uh [Music] scenarios so this is uh project operations environment light environment okay this is based on uh uh Power Platform that is uh it is using data ver as its uh database so when you log in as a user any user uh you could be a project manager or you could be a resource uh uh resource uh management person or you could be a person who could be managing uh the entire projects or a project resource itself so here we have uh by default uh the dashboard so this is a practice management dashboard as a practice manager uh I want to see let's say uh what is the kind of Revenue that is coming or expected or what is the kind of cost all those stuff so this is the dashboard uh view which you can create uh your own dashboards as per your needs you can create the dashboards there are various uh dashboards available by default and uh whichever dashboard you want you know you just select it and uh you can make it as a def default now you know it is I have to clear the default once I clear the default uh uh you know uh it will there will be a set as default will be visible so if you want to make this dashboard as a default dashboard you can just click it it will become a uh default dashboard so whenever you log in that dashboard will appear for you okay so that's about dashboard so these are time entries as a a project manager or as a um um uh a resource you book your time so uh so those time entry uh you know request will be uh displayed here okay so approved or rejected whatever the time entries will be uh you know displayed here like that uh based on the project which project you are working on Etc so these are expenses where you as a resource would have claimed some expenses or booked some expenses against uh some uh uh you know the uh the purpose for a particular project so this is similarly the material uh usage uh and also these are some of the approvals as a project manager you will be approving uh such time or expenses Etc so those times uh will be uh uh those records will be displayed here so in the projects uh section uh these are projects uh assigned to you or uh you are working on so where you will see the list of projects okay anyways we will uh have a we will go through the entire project how it will look like Etc in our uh in in our uh you know after some time in the demo so I'm not going to you know deep um uh Deep dive into into projects as of now but we will do it in our upcoming uh uh videos or maybe after some time in this same video this is a schedule board where as a uh you know the resource manager I can see you know who are available for a project allocation and I you can allocate projects to uh allocate resources to projects based on the resource requirement Etc so this is resource utilization this report uh you know this page will uh you know reflect you know how many people are being utilized who are booked who are not booked Etc and availability Etc okay so so you can see uh this this if if the if you assume these are the resources then in June how how much percentage of utilization they have done the five% of their time is being utilized like that so resources these are actually the uh resources available in your company uh de uh for example a developer uh a ba a consultant Etc so contract workers so basically uh if your organization is working with the uh vendors to to supply uh some you know the human resources to your company to work with your customers team then those were actually uh those resources will be listed here roles uh it's the kind of rules available in your company like see for example in this scenario imagine you are a company uh who will be uh deploying a it product it product like Dynamics 365 or you know dynamic 365 project operation to a customer so as what as a project right so you will um you will need several roles uh in a project so these are the this tough roles and when you have a resource uh uh you know uh these are uh when you have a resource you will tag these roles to those uh resources basically so these are basically uh a generic resources generic resources that means when you are estimating a project okay so which we will go through that estimation process and project management uh uh uh process in in in in some time in this video or maybe uh another video so these are generic resources where you will uh load these resources when you are estimating the uh estimating for a project okay and uh project reports obviously the the progress of the report Etc so uh and then purchasing section you have vendors where you have to create vendors uh vendors record like the people who Supply uh resources for your resources for your uh organization and uh for your projects so once the vendor is created vendor uh also can also be logged in as a user here and they can they will be able to uh submit their invoices Etc and also if you don't want your vendors to be uh uh log as a user in the Dynamics 365 project operation then you can uh uh have a portal power Pages portal and give them a required access so that they can uh do their activities like you know submit uh submitting uh vendor invoices Etc so then you have this purchase price list purchase price lists are vendors so that means uh vendors will have their own costs for their resources for example if they are supplying a business analyst what is their cost rate that means what is their uh rate uh that means uh what is the hourly rate or a day rate they they charge know those details you can create it so and uh such press purchase price list will be here and this will have a relationship with vendors so each vendor will be attached to a particular P purchase list uh as given by them so then subcontracts subcontracts are the contracts basically you will attach it to a project uh uh you know where uh subcontractors are uh required and uh uh you will uh uh uh then only you'll be able to uh submit your vendor invoices Etc uh contracted resources capacity so it is part of a capacity planning where where uh if you have some 10 resources of contractor resources so you can manage the capacity available uh and you can based on available capacity you can allocate them on your bable work uh materials on order subcontract uh Milestones so basically this is the invoice Milestone uh and vendor invoices where you have to uh uh you know where whatever the invoice you have created uh as part of your process uh or the invoice Milestones you uh you know those all those invoices will be listed in this uh section so that is uh so these are some of the uh the the sections within the project operations So within uh other than this uh there are several areas uh within Dynamics 36 project operations so these sections are in projects area now if you come here uh within the resources section you have uh these many uh uh uh the the you know these many tabs basically so resources we have already discussed that um the the these are the real people in your organization schedule board we have discussed uh uh you know which schedule board shows uh allocation of each every resources uh within your organization utilization how much what is the kind of utilization uh each resource has been made Etc so requirements this is the place where as a project manager you will uh get a requirement resource requirement okay so as a project manager I will raise a requirement for a resource and as a resource manager you will get that uh uh request here and uh you will actually uh uh you know start booking these uh uh start uh basically start booking these resources uh and allocate those resources to the or propose those resources to the projects and these are bookings uh is the uh display of how the resource bookings requests uh expense requests your resource requests Etc where uh as a resource manager I will uh uh see that so I will just uh you know uh these are actually basically the uh resource requests which come to me as a resource manager and I will approve that uh requests and uh then I will schedule that uh request so then from uh settings uh we have already uh I think we have discussed roles it's uh uh the business analyst developer number of rules that are uh required for a project to be uh project to be uh executed right uh and skills what are the skills of each of this so these skills are having relationship with the rules so business analyst will have a skill of business analysis he may have a skill of azure he may have a skill of uh you know data analysis Etc and uh those skills will be attached to these rules so so uh I uh you know so what happens is that when you uh when you are as a resource manager when you are allocating a resource allocating a resource to a project uh uh you should know whether uh the uh you should uh if you want to see the uh uh the skills of that particular resources quickly then there will be a know skill card available a view card the resource card will be available on the uh resource schedule board and you can click that and you will see uh the skills possessed by this business analyst and also the proficiency model which is a uh basically the uh their expertise level so he could be a five star or he could be very uh you know poor understanding in some uh technology areas something like that so that means if a business analyst is uh uh the skill level or expertise level is excellent for a business analyst but uh his C uh you know coding uh coding uh you know expertise would be beginner level something like that so those are the proficiency model attached this is this also will be attached to a role so against a skill so that means if a business analyst has a skill of business analyst and his uh expertise level would be that is proficiency level would be uh excellent something like that or five star or four star or three star something like that so this way uh you know you will get a idea about a resource and his uh skill level all those things when you are assigning a resource to a Project based on the requirement and the priorities basically uh uh your uh role priorities and the resource request priorities Etc requirement statuses so basically uh what is this whether it is fulfilled or not fulfilled Etc booking statuses and uh finally the scheduling parameters scheduling parameters is the place where you are you'll be doing some of the uh uh you know the settings basically so uh uh for example uh Geo data uh uh geod data of the resource uh and uh schedule assistant whether the radius unit is in miles or uh you know uh refresh interval seconds I mean basically the settings of your schedule board right all those things will be uh done here so now we have done with the resources now if you go to sales see this is uh sales is basically coming from your Dynamics 365 sales applications okay so you can create a leads here you can create uh uh you know opportunities here you can create quotes uh Etc okay so but uh uh uh here is the place where you have customers contacts your products and price lists are actually uh created okay so basically in project management or in the project operations the flow is something like you know you will create a lead then opportunity will be I mean that lead will be qualified into an opportunity then you will create a qut and you will propose a quote with all the project plan everything uh to a customer and customer will accept that uh code and uh your project contract will be created and uh then you will manage that project within the system only in the uh project management area and uh uh and finally you will uh you know complete that project and you will finally uh you know send an invoice to the customer so that's the high level flow of uh uh you know high level you know the the business process flow or high level flow Within which is available within you know Dynamics 365 project operations so uh uh coming back to the customers contact production price list so these are the the key uh you know the entities uh that are required so uh and uh transactions here approved time approved expenses uh basically uh as a project manager or as a salesperson or whoever uh has the capacity to approve and uh Etc so all those approved time when an employee submits a time his time who the time which he spent on the project right so that time will be approved by a project manager so journals actuals actuals are actually uh when you uh submit a time which you have spent on the project so that is actual so proposed is let's say I mean in if we propose a resource for one week let that means uh 40 hours so and he booked for 25 hours not the 25 hours are actual the remaining hours will be actually proposed so as and as and as and when the he he completes the other hours he will book that as well and then those hours are also becoming will become actuals and uh these are uh basically for building invoice related activities this is called as a billing Hub where you will get uh retainer and advances so you'll be able to create a retainer uh schedule also uh for your uh customer you will uh uh and uh you will get a you'll be able to create a invoice schedule for your fixed price uh projects so that means if you have a $100 100K project then you can create an invoice milestone for every month or every week or every uh every 15 days or know whatever the frequency you need and uh ingly uh you can U you know charge the customer or send the customer uh the invoice to the customer so all those invoices will be available here so as a person from a finance team I will be able to see this as a project manager I will be able to see this then product building if you are selling a product as a part of your project then um you can create invoices and billing activities for those as well time and material billing backlog where uh when the people are uh people book time and expenses you will get a actuals uh booked right you will get the actuals in the time and material and you can uh you know send an invoice to a customer by making those Act as ready for invoice and invoice will be generated and those things and those invoice will be sent to the customer for uh customer so invoices so all the invoices which we have created uh as a project manager or as a finance person or whoever the rule uh will be available here and these are general setting areas where you will uh uh you know set up some of the uh things like uh you know parameters so in the parameters you will uh you'll be able to uh sorry I have to go to parameters first so in the parameters uh you know uh you will be uh able to let's say if I go here see here uh we can uh control many things here basically in the feature control if you see here uh okay it is not see for example if you want to enable or disable copilot features so you can do that here and if you want to create price lists Etc you can create here and amount base pricing Dimensions markup based I mean all those things you can create here so basically you the the basic setup that is uh uh required uh for you to uh set up this uh uh environment you'll be able to to uh uh do this okay so uh these are organizational units organizational units are like uh you know so for example if you have uh an organization and uh you have uh uh several uh units which actually deliver your projects so let's say I mean if a customer wants uh a customer in the Europe wants to uh deploy your product in their region so uh you can deploy uh some of the resources from your AAC or India region uh India region as an offshore uh uh resources and a couple of resources you can deploy from the let's say from Europe delivery centers so that way you will you can make that mix match of uh uh you know mix and match of those resources uh so that you can control the resource cost as well so so all those uh you know so these are the organizational units which will have their own currencies and their own set of price lists so that means uh if a uh uh in a project if you are deploying a resource from Europe and Europe then uh you know the appropriate charges needs to be charged to the customer right so Europe uh let's say for you know a business analyst from Europe May cost uh let's say $300 per hour right so similarly and if if you want to deploy a resource from AAC region or in from India a business analyst same business analyst not same uh a business analyst from India May cost let's say $150 per hour or maybe less or maybe little more okay something like that so for each region these costs uh differ and uh also uh you know in some regions some resources are not available so that way uh uh you know you can uh deploy the resources so basically organizational units are basically the uh uh uh uh are tied they are more tied to the the currency and the the unique price list they have so that means see what is the difference between business units and organizational units business unit is a let's say in your organization for example Microsoft practice is a is a business unit okay where uh Microsoft practice is global so if you have multiple delivery centers so Microsoft practices one business unit and within that multiple business units you will have multiple uh uh you know within that sorry uh within the Microsoft single business unit okay which is a global business unit every every uh you know country uh uh where your organization present will have that Microsoft practice but within that business unit you will have organizational units for example if your company has a presence in uh uh let's say in Germany and in India and in uh Singapore right so those are organizational units under the business unit so that means a Microsoft practice in or Microsoft delivery Center in Singapore Microsoft delivery Center in Germany Microsoft delivery Center in India like that so these delivery centers have their own rates their own currencies right so that is how the organization sorry organizational units are built so then transaction categories Whenever there is a transaction you want to book in the uh in the project maybe for a food and stay or logic Logistics and travel you can book them here so expense categories for example this expense categories are related to this transactional transaction categories so this expense categories for example I want to book a expense for food breakfast so bre that breakfast will be part of food and stay transaction category like that okay and invoice frequencies this is where you know you will set up a invoice frequency for a particular customer so that means you will do it in the project page or project uh uh you know area uh but uh all those frequencies will be uh you know listed here as a list View and recurring invoice setup I mean uh if if you want to charge your customer on a re cing basis you can set up those here calendar templates calendar templates are important to set up for example you have a resource in Singapore and you want to uh you know uh and you have to create a calendar for him so basically where if if I am onboard a Singapore resource he will be available from morning 8:00 to evening 5:00 Singapore time and what are his non-available hours what are his holidays everything will be set up in that and when you uh onboard a new resource in Singapore you will just map that resource or tag that resource to that particular uh uh calendar template I mean that's it about uh you know overall project operation features [Music] so okay now let's understand how we can uh configure various elements within Dynamics 365 po we need to configure unit currency uh transaction and expense categories and various other things which you can see in this slide within Dynamics Dynamic 365 po uh before we actually start using it and uh while I'm demoing it I will explain what exactly they are so let's begin let's see how we can configure units within Dynamics 365 po so we are here in the environment you have to go to uh advanced settings here so once we click that advanced settings button we get this page here let's configure the units now so let's go to product catalog and uh unit groups you can see the unit groups configure already here are time and default unit so basically project operations what happens is you either sell your time or your product right so that means uh when you are contracted for a product uh project uh by your customer you know how they will pay you the money so it's based on the effort you spend right effort means the time so uh so we have to build them we spend some you know X hours of time on your project so for this uh this is the hourly rate and this is the cost you have to pay us so to do that to calculate that and to estimate all those things when we manage the project Etc within uh project operations we need to configure the the basic units of time so that means it could be an hour it could be a day Etc an hour is like 60 you know 60 minutes and uh in a day uh project resources work for 8 hours so which is a day so that's how you have to configure the time so if I click the time here so you can see the time unit is configured and here you can see the units okay so so this is the default unit if you click on this you can see hour so quantity is 1 1 Hour 1 hour is the the default unit and now you uh configured the day how you configured the day so just go here so the day will be 9 hours okay I have configured it as 9 hours okay it could be 8 hours or in some cases 8 and a half hours or whatever it is so this is how you have created uh the basic uh units here okay now let's see how the currency can be set up within uh uh are configured within uh Dynamics 365 project operations so here uh we are in the settings area business management and uh we have to click the business management and you will get currencies here okay so I have already set up Euro rupe and US dollar as my currencies if you want to set up a new currency here just click on new and you can set up the currency here so uh you can um uh let's say if you want to select let's say uh dinner so just uh add that and uh currency Precision you can add one or two Precision in the sense uh uh let's say $83 24 cents or you know 83.2 4 the Precision is two the the the decimals after point something like that okay and the currency name is dinner and currenty symbol currency symbol is Da and uh you can write uh what is the one USD is equal to how much DSD so that conversion rate you can mention it here and Save in close so that way you can uh create the uh uh currency here as much much currency you require okay that is about currency uh let's finish two things is completed now transaction and expense category okay so we have uh already I have already actually explained what are transaction categories and uh expense categories right so in settings in settings area you can see the transaction categories and expense categories in this transaction categories I have already configured two categories food and stay Logistics and travel see in food and stay is is the it's the just a category name okay in future what will happen is as a resource in the project right I go to a customer place I raise a expense uh uh claim okay uh for against uh my expenses against that project okay for example I have uh I I raised a uh expense uh claim for my break F I had when I went to my customer's place so that breakfast which category is that that breakfast is food category and the hotel charges where you stayed uh right so that part of uh food and stay food and stay it will come under this category similarly lunch dinner okay that will part that will be part of food and stay and you you took a flight to to fly to your customer location so which which category it will come to it will come to Logistics and travel category so these are basically that expense categories so when you want to Bill uh you know expenses to your organization or expenses to your customers okay so these are called as transaction categories so now this is a further breakdown of transaction categories expense categories where breakfast dinner flights hotel local TRS all those stuff so uh so if you are claiming an expense for uh breakfast then this breakfast will be part of which transaction category that will be part of food and stay expense uh you know food and stay uh transaction category so that way these expense categories are actually uh having relationship with transaction categories okay so if you see here uh uh this category is breakfast expense type is meal you can select any other thing meal okay uh transaction category is food and stay so under food and stay you you are marking as a break fast and you are claiming that amount see uh for example I went to my customer place and this day I had a break fast for 300 know uh $20 uh $20 and when I uh claim that it is a breakfast under the food and state categories so that way uh you know you can um uh manage your expenses you know transactions Etc so that is about transaction categories you can create n number of such categories in the project operations so this is done so now roles skills and proficiency model so roles skills and proficiency model if you go to this resources area you will come to a Sub sub area as settings uh settings here and you can see roles skills and proficiency models as we have explained earlier roles are the uh the roles available in your organization for uh for delivering your project okay so this differs from organization to organization if you are an IT organization these are the some of the example roles if you are a construction company roles could be different who could be an architect who could be an construction engineer who could be a label one labor or two or who could be a um you know the concrete uh uh you know something like that so so that way these are the rules which you can configure you can just PR uh click new and you can know create your roles and uh their target utilization and their skills everything okay so skills skills whatever the uh skills that are uh that are that are being used by these rules can be listed here okay so if yours is an organization uh yours is an IT organization where you deliver it projects so you can create all the skills that are necessary for delivering your projects to your customers so and you can tag these skills to these roles or the resources uh to to to classify okay who uh to classify or to uh uh to to display you know which resource is skilled in which skill and what is his proficiency model proficiency model is as we discussed already it's a rating mechanism basically uh you know poor Fair good very good Etc so basically uh as a business analyst if I am good at business analyst my rating would be excellent excellent right so and my coding or knowledge of CP coding could be good to fair or maybe poor so something like that so this will give uh a resource manager and project manager an idea about a resource when they allocate resources to the project okay so that's about role skills and proficiency models uh organizational units again organizational units we have uh discussed about the organizational units in detail uh in our overview in our uh in our overview section of this video so basically organizational units are the units having their own currency and their own uh price list okay uh now let's go to products and price list this is very very important so let's go to the price list price list I guess is available here uh Okay purchase price list just different uh sales it will should be available in sales uh for example let me create a price list for you then you'll be able to understand see here uh let's say uh you have an organizational unit AAC uh AAC okay so name is uh 2025 or 2024 app aack cost price okay I will tell you what is the cost price and sales price okay see the here you can see the context is sales and you also have have a purchase as a context and you also have a cost as a context so what is the sales context sales context is uh uh uh sales Conta sales context is is the this is the sales this is the sales price list that means this is the rate this is the hourly rate which you charge to your customer okay for example if I'm a resource if I'm a resource uh I will I mean my organization will charge uh let's say $300 per hour for my time spent on that on their project okay but what is the cost what is the cost cost means how much is the uh you know the expense incurred by my organization to give me salary and uh I know at at what rate you know my organization gets my time for them so that will be let's say it will be $200 okay so uh the cost rate would be $200 okay per hour but uh my organization sells my time to their customers as for $300 so that way $100 of profit my organization is making by selling my time to the customers that is the difference between uh sales price and cost price so uh every organizational unit will have their own cost prices okay and every organization units will have their own sales prices so when you create a project you have to attach to attach a uh sales price and to a project or a cost price to a project so we will discuss those aspects during when we when we when we do those you know project uh configurations okay so what is this purchase purchase uh context purchases when you are getting the vendor uh you know the resources from a vendor what is the price at what price you are getting that those resources so that is the purchase price it is kind of a cost to you only it is similar to your cost price but this the this is mentioned as a third uh you know the option list Point here because they are they are specific to vendor management scenarios so that way you know if I create let's say uh uh let's say sales price okay and uh uh you can the effective start date could be today and uh effective end date if you want to put maybe after 2 years or you you don't have to put the date at all and just save and uh and uh that's it your uh price list is created now you have to further detail it out so new role price so for example if you create a role price here so here see for example in this price list in this 2024 AAC cost price list for a business analyst uh role business analyst role which I'm getting from let's say AAC resourcing unit price would be uh the the cost price which I'm getting would be $200 that's his US dollar per hour time okay in US Dollars okay so that that's it so save and close that's it so now uh this is the cost price so for uh for every cost price you all you you have to create a uh you know sales price as well like I have created see here new aack cost price new aack sales price New aack cost price if you go to a pack cost price role prices are something like this 100 business analyst business analyst costing 100 developer costing 200 okay these are cost prices the cost at which my organization gets these resources okay now if you go to uh sales price list sales price list and the uh role prices here the same business analyst I'm my organization sells my business analyst time to uh their customer for $200 that means $100 that is the uh cost price and sales price okay and products uh products are the uh let's say here it is uh if you are selling a license you are deploying let's say Dynamic 365 project operation to your uh customer right or maybe you have your own product uh to deploy in so you are selling the uh license fee to them as well right so uh you know those product license fee you can actually build here and uh all your products you can uh uh you know list here you can bundle it and you can add them uh uh in your project and you can uh uh uh you know and sell them in a fix fix price Model or whatever model is suitable for uh your organization or uh for your customer organization okay so that's about products basically you know it's you know selling of products you have let's say uh your customer wants a license a product license of your product license for 100 of their people I mean 100 people and you are selling 100 product license es so license is a product okay similarly uh in a normal retail organization or TV is a product something like that okay it's a product for for a particular price you selling it to your customer so that is the product catalog basically okay so now the calendar templates we have already uh dis discussed about this in the settings in the calendar template okay so here AAC work template is there so for example what is the meaning of this so here uh uh know AAC work template uh uh you know what is happening here is that that uh you have uh a template resource attached to this it this template resource shows okay what is the time zone this guy uh this guy is working okay uh and uh and what is the kind of uh you know resource skill uh they have and what is the kind of scheduling they have which organiz all this uh you know information and also uh most importantly work covers in which work hours they are working so let's say uh working hours is this one right uh this is in uh we have seen that you know it is India time zone and they are working from uh 6:30 a.m. onwards so now with all this configuration right so with all this organiz you know configuration what you can do is when a resource is created when a resource is created you can just attach this resources or tag this template to that resource and automatically all these features which we have this in this template will be applied to that particular resource that means that resource will be uh available in the schedule board as per this template time uh their available time their available hours they working hours their holidays all the stuff so you can create n number of such calendar template for different regions Singapore template uh AAC template you know Europe template Germany template something like that and whenever such resources are onboarded on those reasons approp appropriate work uh you know these workour templates can be attached to those resources so that is the concept resources we have already discussed uh these are the actual people uh who work on the uh uh work on a project and uh maybe our part of our organization so uh so there are uh what is there are several types of uh resources basically okay one is uh let's say I will click on this AAC resource okay so he is a generic resource for example let's say if I want to create a resource he could be a user he could be a contact he could be an equipment he could be an account he could be Crew He Could Be facility or pool whatever it is okay so in our scenario where we deploy our product in customers environment in it scenario so uh you know more most probably the generic and user could be the only two options is sufficient so generic resources are resource basically when you are when you're uh know proposing a customer uh about you know when you are doing a pre-sales activity what will happen uh you will tell in The Proposal that you know we will deploy two business analysts with this uh with this skills for these many hours that's it you will not know whom you will deploy you will uh you will just know that you know what are his skills experience levels and his availability all those stuff so that is a generic resource that generic resource is a business analyst with the set of skills availability all the stuff so when when you get that project and when when you actually start the project you will deploy an actual business analyst uh to that position so that is a user resource so that user resource will have the uh whatever the uh said characteristics his skills uh you know the availability all those stuff so that is about uh resources bookable resources Etc okay so invoices we have already discussed this as well uh uh where you will uh you know this Dynamics project operations only allows performa up to performa invoicing so that means uh you can just create a invoice uh and uh and uh and then send that invoice to your Finance team and then Finance team will uh check and they can send it to the uh customers okay so for example if I see here invoice frequencies right invoice frequencies I can create bi-weekly monthly weekly Etc so these are the uh you know the the frequencies which you can create based on your organizational or customer requirements and then uh you can create the invoice uh you know uh frequencies when youate in the project so I you know we will discuss about that activity you know generating invoice frequencies Etc when you are managing the project or doing the pre-sales activity so that we will see in uh in the future sections of this video so uh till then uh you just have to understand that invoice frequencies are basically the number of times you send an invoice to your customers and they will pay the amount to you as per the submitted invoices okay so that's about invoice uh invoices and invoicing frequent parameter settings we have already discussed about this and customers and accountant contacts you already know about this and we have already discussed as well in our previous section of this [Music] video now let's dive into the demo but before before we get into our environment let's understand the agenda of this demo I mean what we cover as part of this demo so this is the overall flow within Dynamics 365 project operations for this demo we will be using poite uh which is a Dynamics 365 project operations based on Microsoft Power Platform so what we will be doing or what we will be able to understand is that what capabilities po light can offer at a high level so we will create a lead uh first first and then uh qualify that lead into an opportunity then we will create Cod and uh we will also in parallel uh set up a project related to this code and uh then uh uh the project contract will be created we will be covering only happy path scenario where we assume that whatever the code we sent to the customer will be accepted by the customer okay so once we create the project contract uh whatever the project setup we have done we will refine the project if required and uh uh we will do uh resource allocation resource scheduling and uh also we will go to WBS assignment time entry approvals Etc see as part of this project setup right we will be covering most part of the project planning Milestones project estimates WBS time entry uh Etc okay so once you win the project uh a project manager uh takes over the project he refines it uh further he ma he is actually uh start managing that project so he approves the time entries he approves the uh the expenses all those stuff and he he plans further he breaks down the uh the the tasks further all those stuff he does and uh finally keep generating the invoice and he sends the invoice for the invoice to the customer so along with that uh we will also learn about co-pilot features Dynamics 365 po offers so as you already know during the sales stage sales copilot will comes into play where you know you will get uh uh account summary email Drafting and that chat experience with the co-pilot to understand the opportunity and lead in Project operations as of now we will look into task planning status report and risk assessment these are the three core uh co-pilot feature uh that is currently available in Dynamics 365 po so this is the further breakdown of what you can expect in this demo so as a first step you we will uh I will create a lead and qualify it into an opportunity then I will create a quote then I will create a project then project contract then while creating that project I will create tasks or WBS and uh generic resources uh this helps in estimation and once the contract is generated or once the contract is signed by the customer as part of project management you will do resource allocation resource booking Etc and also uh we will cover subcontracting and vendor uh I will cover overview only so uh how to create a vendor and uh how the subcontracts are created Etc and then actual time and expense booking and the finally the perform my ining and in between I will also showcase several co-pilot features if there are any left out features of copilot which I was not able to demo at that point point in time I will take it up uh take up those features in the end the scenario which we will be uh showcasing today so this would be the scenario here imagine you are a product company okay let's say a product uh like Dynamics 365 product project operations the scenario here is a product company proposing a project involving fixed price and tndm components to roll out their prod one product in the customers environment and uh the project team will comprise of employee resources and contract resources so now let's create a lead let's go to sales and here you can see the leads Tab and you can create click plus new and here is our lead so topic would be let's say uh customer is Singapore Communications okay it's a fictitious uh customer so they want your prodad one pro uh product to be implemented for them okay so the lead topic is prad one project for Singapore okay so this is not item based we are not selling any physical product or a you know fixed product uh online or offline or digital or physical product we are selling services like it is a work based so we will select work based um name of the customer is let's say John John Lee okay he is a procurement head in that organization head in that organization company name is Singapore Communications okay I think uh this much detail is enough okay so this is how you capture a lead typically and uh uh now we need to qualify this lead okay so if you see once I save this lead uh this lead is saved and uh here in copilot you can uh see uh it just gave the a summary of this lead automatically when I click this co-pilot here so lead is about topic and has a rating of war and preferred method of contact for this lead is any created on this broad one project for Singapore communication Etc okay so now uh see the thing is in a company where uh a salesperson receives a lead and uh from someone or maybe he will only or he or she will only create the lead okay so this AI helps him or her to understand quickly about this lead uh you know what is this lead is all about so here the data entered is very less okay so AI will help when you have lot of data so in in a typical practical scenario uh people will enter more data more uh you know insights about the lead Etc they will enter so I will give more detailed summary as well okay so uh you know as a lead right as a pursue when as you start pursuing that lead you will have lot of communication with your uh customers Etc so you will also let's say you write an email also to customer okay you want to understand more about that particular customer so you just uh create an activity here okay and uh you just uh I have to open the email and here is the email so here we can use the uh help of copilot to draft an email okay so describe what you need so draft an email asking for a meeting and and more details details about the broad one project okay so just generate yeah it generated this email here okay so you can just check this email or you can edit this email and you can keep it and you can just uh send okay so here I have not configured the email box so it will not be it will not be sending so I'll just uh okay so that is how you can help uh you can get a help from copilot uh in terms of getting the summary of a lead or opportunity and uh it will help you to draft uh email responses help you to set up uh uh uh calls with the customers if you have an integration with the uh teams uh and all and also Outlook I mean once you buy the co-pilot license you will automatically get the uh email the co-pilot for Outlook and uh teams and also it will uh help you to write the mom uh mean minutes of the meetings and meeting summary Etc it will automatically provide it especially the the the teams co-pilot for teams okay so that way copilot will help you in managing uh leads opportunities Etc okay so now let's uh qualify this lead okay this is not an existing contact purchase time frame would be next quarter or maybe this quarter estimated budget let's say 2500 25k okay 25k sorry 250k and purchase process let's say maybe individual uh let's it's complete decision maker we have already identified because we know the John Lee and summary is summary is this one uh this one uh and let's say digital transformation okay so next stage okay so now it is saved okay close now let's qualify uh now let's qualify this lead into an opportunity I will click the button qualify while it qualifies it will uh a new record will be created as opportunity and it will actually while this qualification happening the dynamic CRM or Dynamics 365 will create a new customer record based on the information provided see okay and also the contact record okay so now this record is created so uh if you click on this Singapore communication this is the new account now or new customer okay so uh you can see the primary contact is listed as John le so now this is the uh account and this is the uh opportunity okay during the opportunity stage also you will be interacting with customer a lot right you'll be interacting with the customer a lot uh it is uh not so easy to close a deal so lot of back and forth discussions that will happen so you know even even though customer has expressed the interest very strongly that yes we want to implement need lot of details for the implementations right so you can create this uh you know new opportunity line here itself uh you know to uh capture all those customer requirements and start estimating Etc but we will start with the quote okay so let's create a quote line for this particular opportunity okay so as soon as I click uh new quote it will create a quote record based on the information you have in the opportunity okay so this is the new code which we have created so in this code you can see here there are no project price list in this code at least one project price list must exist in the code for a project for the pricing to work right so we need to include a project price list we have discussed this when we were uh when uh you know I was uh explaining about the cost price list and project sales price list right so so let me add a project price list for this which is a sales price list so you'll get uh uh various sales price list lists are here so I will be using new aack sales price list okay description would be that uh the same thing whatever the a prodad one project for Singapore Communications save and close you have added the project price uh project uh price list now and also here in summary uh they are asking for product price list as well if you have a separate product price list you can also add that and here I'll be adding the same thing new aex sales price okay so here I will be saving this okay so right now this code uh uh a quote is created now we need to create a quote line okay so what are the services which we offer as part of our project uh and what would be the cost for those all those details will come in the quod line based on our estimation so here let's add new quod line okay so uh the scenario is that customer wants some portion of the project to be build to them in tndm mode and some portion of the project in a fixed price mode so we need to we will let's create two quot lines one for tndm and one for fixed price so now let's uh uh create a billing method would be as a timeing material okay timeing material means you will be billing the customer for the time you spent expense you made and the material you have supplied and there is no any additional fee which you will charge so keep it as no okay so let's save this now okay so now see the thing is if you have a project if you have a project already created you can add them here okay or you can create a new project record here itself and it is highly advisable and uh it's it's in my opinion it is must that you know we need to create a project at this stage because in that project we will load the generic resources we will uh uh you know add the expenses everything almost all details which are visible we will we can add in that particular project and we can estimate it so the cost will be estimated as part of code and uh we can easily C submit those information to the customer seeing that see this is how we deliver the project this is what our plan and this is our cost uh Etc and when the contract is signed then the project manager will directly will take over that particular project and he will further refine those projects as he starts managing that particular project so that is how uh it is typically so now let me uh create a new project okay so here name of the project is prod and deployment same thing here this one and I assign myself as a project manager here okay uh let's say I will put AAC work template and Contracting unit will be AAC estimated start date let's say let's say uh it's not from next week okay effort hours all this details if you have any information high level you can put it otherwise uh you can leave it and S and close so the project record is created okay so as I said earlier we have to further refine or further add details to this project so that we can uh estimate the costs and various other factors associated with the project right so let's click on this project and let's go to Project yeah so now we are in the project Okay so here are the the the typical uh areas or tabs which a project has connection to so tasks we will go one by one okay when you click on tasks the Microsoft Project will open and here is where you will actually load your team and estimate mate and plan your project okay so now let's add some task to this uh project okay so disc Discovery and assessment assessment backlog and planning I mean these are high level tasks okay you can uh create very low lowlevel tasks as well like you know including user story also you can put here and assign those user story to a user Etc you can do okay so add a new task uh uh Dev Sprints okay and uh go life and [Music] warranty okay so these are the four tasks let's assume okay so here uh you can add columns as you need okay I don't need this uh uh quick look column here so I will hide it so now I need assign to column I need uh start date and finish date column and I need a duration and effort and also I need uh depends on column if you want any column to be added just click here and you can add uh let's say uh priority right you can add that priority as a column and uh you can make those priorities as Argent or whatever it is so and also you can create a conditional coloring here for example if you see here a field let's say priority field if it is equal to let's say urgent then uh make it display in red okay so I can do that so see now it is dis playing in Red so that way you can highlight each and every Fields here uh based on the need okay now let's uh estimate now let's estimate okay so the let's say start date we selected was 16th finish date was one day so uh okay so let's say requirement will take 10 days okay let this will take uh uh 20 days okay let uh Dev Sprints take uh 30 days and go live and warranty would be 30 days okay so you have it here and also effort let's say 80 hours here uh 160 hours here uh uh 240 hours and here let's say here I put uh 30 days okay I don't know why this let's save this 30 days okay so here again 240 240 hours okay I don't know what is okay 240 hours okay so here it uh and also add the dependency so from here one here to let's say backlog and go live three is different okay so you just save it so you have now all your dependency everything added and also this let's say let's add a generic resource from here this three dots are there right you can just add a generic resource Discovery and assessment purpose generic resource okay so for generic resource maybe a ba okay so the role would be let's say business analyst from AAC okay so here you can see subcontract so this will be used when you are U uh if you are leveraging subcontracts okay so right now I have not created any subcontract which I will be creating uh in in in some time and I will uh I will I will I will explain how subcontractors subcontractor resources can be allocated to a team okay so right now let's keep it blank and worker type would be employee only okay if you are assigning a contract worker it will be contract worker here okay so I will go with the employee now ba okay so he is a generic resource okay we don't know because we don't know whom we are going to allocate uh to this particular project so here as well for backlog planning Etc add a generic resource uh we will need a product consultant uh product consultant uh that is uh product consultant here okay let me write that way consultant and save and close okay and for development uh activities let's say uh uh add uh a developer okay so you can I will add uh a product