Do you have a Closing Process for Closing Projects in Workamajig?

Many Workamajig users overlook the process of closing a project in Workamajig. Oftentimes, they feel as if changing the status, or addressing all open transactions is enough to “close” a project from their system. This is not true! Your company needs to define a systematic process for closing Workamajig projects.

Closing Projects in Workamajig allows you to further sequester your inactive projects and retire them completely in your system. Closed Projects also have their own sets of security rights which can help govern their treatment, one step further than a traditional project status will allow.

Closing projects also forces a systematic approach to reviewing completed projects for unbilled items, to address adherence to budgets, or to measure overall performance. Think about it: if you were to run a Workamajig or Customized report to evaluate your projects, how would you isolate the projects that are ready to be measured? Running a report over a given date range wouldn’t give you much help. Even if you ran the report for a calendar year you would still have many projects that began before the time period you are running, or will end afterward. If you use a Project Status to filter your projects (using a status such as “Complete”), then you will be running a report that grows each time a project closes — you will constantly be measuring all of your historical data. Only by closing your projects in a timely, periodical fashion can you then measure your Project’s Performance. For example, this April, you would be filtering your projects so that they have a Project Status of “Complete”, but have a Closed value equal to “No”. This report would display all projects that were completed since your last closing procedure. Once the report has been run, simply close the project to insure that the next period’s data is lean and mean.

Closing your Projects will benefit your company, not just in a practical sense, but by forcing you to evaluate, measure, and record your performance — and isn’t that why you purchased Workamajig in the first place?

5 thoughts on “Do you have a Closing Process for Closing Projects in Workamajig?”

    1. This is correct. I have requested the addition of a “Closed Date” field which could be visible or hidden, but would be set to help filter the projects more easily. The idea is that we want to corral projects closed during a specified period. Thank you for your comment William, I enjoy your posts on Groupamajig!

  1. Thanks Lee!

    We don’t bill, nor do we want to invoke the whole billing process chain of events. However, we do close jobs a certain way, partly due to ISO compliance issues. But also because I manually capture the official close date in a custom field. This is the only way I can report our “on-time delivery” metric to management. (I compare the project Due Date to my custom field called “Finished On.” As an in-house agency, this is a key metric, but one that has no infrastructure in WMJ…

    Thanks for all the write-ups!

    1. Hi William,

      Thank you for the kind words and all of your contributions to the Workamajig community! I am glad you are capturing the close date in a manual field. That is the BEST way to isolate that data. I use the status and filters simply to avoid adding a new data entry to my clients’ workloads, but your method is far more precise. I have a longstanding enhancement request that Workamajig auto-populate a new field for closed date when the box is checked, and then it could be used as a filter or hard-coded into system reports. I imagine we will see that field come into fruition one day. Until then… 🙂

  2. Thanks Lee!

    We don’t bill, nor do we want to invoke the whole billing process chain of events. However, we do close jobs a certain way, partly due to ISO compliance issues. But also because I manually capture the official close date in a custom field. This is the only way I can report our “on-time delivery” metric to management. (I compare the project Due Date to my custom field called “Finished On.” As an in-house agency, this is a key metric, but one that has no infrastructure in WMJ…

    Thanks for all the write-ups!

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