Website Update Process

BLT maintains websites using google sites to convey project performance information. Access is granted to appropriate staff and clients who have a need for this information. This document outlines the Google Sites update process that needs to be performed during the project life cycle. This process is to be executed by the BLT operations staff responsible for sharing project performance information with client(s).

The primary objectives of this document are to:

• Provide guidance on updates to be made to the Project’s Budget section; and
• Provide guidance on updates to be made to the Project’s Tasks section; and
• Provide guidance on updates to be made to the Project’s Invoices section.

Identify the Project’s website

To identify the project’s website which should be up to date, use this report.

Checklist

Create a checklist of websites that should be updated based on the report.

Project Budgets

Update all of the project budgets. For each project in the checklist completed the following action items:

Open the Datasheets folder, and then open the XXXP Budget Hours datasheet, or if there is no Budget Hours spreadsheet for the particular project, then open the Budget Dollars spreadsheet. For example, if there are no datasheets for a given project such as Bright MLS Budget Hours, then changes should be made to 257P Budget Dollars. All of the other project’s Budget Dollars spreadsheets should reference the Budget Hours spreadsheet and update automatically.

Open the Projects tab in Everhour. In the search bar put the project code and then click on it, using the naming convention of {project code} {name of the project}. For example: 250P Client Salesforce Support Retainer.

In Everhour, scroll down to the Budget Usage Summary table.

Check for the status update, if the status has been updated in Everhour, then update the corresponding invoice status in the spreadsheet.

Some invoice totals will be changed due to deferring billing, which is done in Quickbooks. Once Quickbooks has processed the invoice, it will change the total in Everhour. For invoices in the spreadsheet, verify that the invoice total has not changed. If it has, then change the spreadsheet accordingly.

For Bright only, update the 2021 Annual Roll Up document with the new invoices, so the client can see the progress for the annual budget spending.

Update Projects

Update all project invoices. For each project in the checklist, do the following:

Open the Datasheets folder and search for the project Invoices spreadsheet. For Example: 250P Invoices.

Open the Invoices tab in Everhour.

Check for the status update, if the status has been updated in Everhour, update the corresponding invoice status in the spreadsheet.

Some invoices totals will be changed due to deferring billing, which is done in Quickbooks. Once Quickbooks has processed the invoice, it will change the total in Everhour. For invoices in the spreadsheet, verify the invoice total has not changed. If it has, change the spreadsheet.

Update Project Tasks

Update all project tasks. For each project in the checklist, do the following:

Go to the Active Projects Datasheets website, next go to the Project Reports tab, then go to Active, and open the websites for the projects that have updated budgets.

On the website, find the Tasks section.

Go to Everhour, open the Reports tab, pick XXXP Billable Detail Report, make sure that the Period (or the date of the completed work) is set to the correct month, and download the report in PDF format. Usually searching in This Month works, unless it’s the beginning of the month and you are updating last week’s report, which falls then in a Last Month time Period.

STEP 1 Upload the file to the Tasks folder under each project’s directory in Google Drive. Then copy the link of the file.

STEP 2 On the website, pick the most current Tasks file, and change the link to the one you copied.

STEP 3 Double check that it updated correctly by clicking on the file. If it shows the correct document or file, then return to the website and hit the Publish button to save the changes.

Manual for Budgets, Invoices, and Tasks

For updating Budgets, Invoices, and Tasks on the project’s website(s), check the process description manual.