Delivery can hold the work on a job as well as the time spent on it. You set out the stages or packages you are providing, the services each one is made of, and the tasks under those. Anything in it can be marked as a deliverable: something you hand to the client.
Before you start
The practice must have Delivery switched on in Settings → Modules: see Turning modules on and off. To open a project's Delivery page you also need to be able to open the project.
How the work is set out
Each project has one list of work, up to three levels deep:
- Stages or packages sit at the top. A RIBA stage is one, and so is a package of work such as a lawful development certificate. A stage or package is always a deliverable, because it is what you are providing.
- Services sit under a stage or package, or at the top on a job with no stages.
- Tasks sit under a service.
- Inclusions, such as a number of site visits, sit at the top, because they cover the whole job.
Each item has a status (To do, In progress or Done), and can have a person responsible. Only a deliverable has a due date: a date on the list is a date promised to the client, not an internal schedule.
An inclusion can have a quantity, such as 3 site visits. You record how many have been used, and going over the number is shown, not refused. Whether quantities are used at all, which kinds of item show them, and whether an inclusion's number comes across from an accepted proposal are the practice's choice, under Settings → Modules → Delivery, Quantities.
Setting it out
- Open the project, then its Delivery page, and choose the Work tab.
- Under Add, choose Stage or package, Service or Inclusion, give it a title, and add it.
- On a stage, use Add service; on a service, use Add task. Tick Deliverable for anything you hand over.
- Use Edit on any item to change its title, description, who is responsible, its due date and its quantity, or to move it with Move under. Up and Down change the order.
Changing a status, or how much of a quantity is used, takes effect as soon as you choose it.
If you stop marking something as a deliverable, its due date is cleared, and you are asked first.
From an accepted proposal
If your practice also uses Engagement, the Work tab of a project with an accepted fee proposal shows From an accepted proposal. It lists the proposal's stage or package, the services and tasks it offered, and its inclusions, already ticked. Untick anything you don't want, then choose Create the ticked work.
Each item is created once. Anything already created from that proposal shows as created, and can't be ticked again. Once created, the work is the job's own to change; the accepted proposal itself never changes.
Archiving and deleting
Archive takes an item and everything under it out of the list without losing anything. Show archived brings archived items back into view, and Restore returns one.
Delete removes an item for good, but only when nothing is under it and no time has been recorded against it. Otherwise, archive it.
Recording time against the work
Every open item appears under its project when you record time, on the web and in the phone time app, so you can say exactly what the time was for. The exception is anything with Record time against it unticked (on its Edit form): a deliverable such as a number of site visits or printed sets, which nobody times. Inclusions start unticked; everything else starts ticked. Done and archived items are no longer offered, but time already recorded against them keeps them. See Recording your time.
What is due, and what is yours
Delivery → Work lists work across the practice's open projects, on three tabs, each with its count:
- Yours: everything open that you are responsible for, deliverable or not.
- Deliverables due: every open deliverable with a due date, soonest first.
- Deliverables with no date yet: every other open deliverable, by project. Work just created from a proposal starts here, with no dates and nobody responsible, until you give it a date or a person.
Done and archived work, and work on archived projects, is left out. Nothing here adds up hours or compares projects.
Who can change it
Owners and admins can set out the work: add, edit, move, archive and delete. Members can also change an item's status and how much of a quantity is used. Everyone else in the practice can see it.