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Project Creation

The Project Creation Form starts new projects by capturing essential information. This ensures a clear foundation for planning and resource allocation, helping tourism operators manage projects effectively, such as launching a new tour or marketing...

Hayden Zammit Meaney avatar
Written by Hayden Zammit Meaney
Updated over 2 months ago

Project Creation Form Fields

Overview

The Project Creation Form is a fundamental tool within the platform, designed to initiate new projects by systematically capturing all essential information from their inception. This process ensures that every project is established with a clear foundation, facilitating effective planning, resource allocation, and subsequent execution. Utilising this form correctly is critical for maintaining data integrity and standardising project lifecycle management across your organisation.

Accessing This Feature

To access the Project Creation Form:

  1. Navigate to the Dashboard.

  2. Select Projects from the primary navigation menu.

  3. Click the "Create New Project" button, typically located in the top-right corner of the Projects page, or directly access via Create Project.

Using This Feature

The Project Creation Form requires specific details to properly define and categorise your new project. Complete each field accurately to ensure comprehensive project setup and ongoing manageability.

  1. Project Name:

    • Purpose: Provide a unique, descriptive title for your project. This name will be used across the platform for identification and reporting.

    • Guidance: Choose a name that clearly reflects the project's objective or scope. For example, "Q3 2024 Regional Tourism Campaign" or "Website Redesign Phase 1".

  2. Project Code (Optional):

    • Purpose: An alphanumeric identifier for internal tracking or integration with external systems. If left blank, the system may generate one automatically.

    • Guidance: Adhere to any internal coding conventions your organisation uses.

  3. Project Description:

    • Purpose: Outline the project's primary objectives, scope, and key deliverables. This provides a brief overview for all stakeholders.

    • Guidance: Be concise yet comprehensive. Include what the project aims to achieve and what major outcomes are expected.

  4. Project Manager:

    • Purpose: Assign the primary individual responsible for the project's overall direction, execution, and success.

    • Guidance: Select the designated project manager from the dropdown list of available users. This assignment is crucial for accountability and workflow.

  5. Start Date:

    • Purpose: Specify the official commencement date of the project.

    • Guidance: Use the calendar selector to choose the planned start date. This date is used for scheduling and timeline tracking.

  6. End Date:

    • Purpose: Indicate the anticipated completion date for the project.

    • Guidance: Select the projected end date. While this can be adjusted later, an initial estimate is vital for planning and resource forecasting.

  7. Project Status:

    • Purpose: Define the initial state of the project within its lifecycle.

    • Guidance: Commonly, projects start as "Draft," "Planned," or "Active." Select the most appropriate initial status based on your organisation's workflow.

  8. Client/Stakeholder:

    • Purpose: Identify the primary internal or external client or key stakeholder for whom the project is being undertaken.

    • Guidance: Select from existing contacts or enter a new one. This field helps in aligning project outcomes with stakeholder expectations.

  9. Budget Allocation (Optional):

    • Purpose: Record the initial financial parameters or allocated budget for the project.

    • Guidance: Enter the estimated budget in the specified currency. This provides a baseline for financial tracking.

  10. Project Category/Type:

    • Purpose: Classify the project based on its nature or department, aiding in organisation and reporting.

    • Guidance: Choose from predefined categories such as "Marketing Campaign," "Product Development," "Infrastructure Upgrade," or "Research Initiative."

  11. Tags/Keywords (Optional):

    • Purpose: Apply relevant keywords to enhance searchability and facilitate grouping of related projects.

    • Guidance: Add multiple tags that describe the project's focus, region, or specific methodologies. For example, "Regional NSW," "Digital Marketing," "Sustainable Tourism."

  12. Permissions/Visibility:

    • Purpose: Control which users or teams have access to view and manage the project.

    • Guidance: Configure access settings to ensure only authorised personnel can view or modify project details. This is crucial for data security and confidentiality.

  13. Attachments (Optional):

    • Purpose: Upload initial project documents, such as proposals, briefs, or supporting research.

    • Guidance: Attach relevant files that provide foundational context for the project.

Once all required fields are completed, review the information for accuracy. Click the "Create Project" button to finalise the project setup. A confirmation message will appear, and the new project will be added to your project list.

Key Capabilities

  • Standardised Project Initiation: Ensures a consistent approach to setting up all new projects, improving organisational efficiency.

  • Comprehensive Data Capture: Facilitates the collection of all critical project parameters at the outset, preventing information gaps.

  • Enhanced Reporting and Analytics: Populated fields provide the necessary data for generating accurate reports, dashboards, and performance metrics.

  • Streamlined Resource Allocation: Clear project definitions, including dates and managers, support effective resource planning and assignment.

  • Improved Data Integrity: By centralising project data entry, the form minimises discrepancies and enhances the reliability of project information.

  • Foundational for Project Governance: Establishes the initial framework required for monitoring, controlling, and auditing project progress.

Best Practices

  • Ensure Accuracy: Double-check all entered information, especially dates, budget figures, and project manager assignments, before creation. Inaccurate data can lead to downstream issues in reporting and project management.

  • Be Clear and Concise: While descriptive, ensure project names and descriptions are direct and easily understandable. Avoid jargon where simpler terms suffice.

  • Adhere to Naming Conventions: Implement and follow consistent naming conventions for project titles, codes, and categories. This greatly improves searchability and data organisation.

  • Timely Project Creation: Create projects as soon as they are approved to ensure all activities are logged and tracked from their official start.

  • Leverage Optional Fields: Utilise optional fields like Project Code, Budget Allocation, and Tags to enrich project data, providing more granular insights and better categorisation.

  • Review Permissions Carefully: Set appropriate visibility and editing permissions from the outset to maintain data security and control access for relevant stakeholders.

  • Collaborate on Initial Setup: Involve key stakeholders, such as the project sponsor and primary team members, during the initial project creation phase to ensure all perspectives are considered and captured.

Support

For further assistance or specific queries regarding project creation fields, please contact our support team at: [email protected]

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