This log lists the updates made to CMAP in our regular upgrade cycles. This log begins with the upgrades launched on Monday 19th January 2015.
Upgrades Released w/c 2nd September 2019
Time Charge Capped Improvements
Time Charge Capped has been an available fee type in AEC CMAP for a while now.
The same premise as Time Charge, only it also allows you to set a 'Capped Value' for the workstage which stops you from being able to invoice anything beyond the capped value.
We've made a tweak to this functionality which brings the Capped Value amount into the Fee for the project.
So, from now on, the Fee will be calculated using the Resource Profile data up to the point this exceeds the Capped value. In short, CMAP will always limit the Fee value to the Capped value to keep the number realistic.
Preparing for Report Builder Month
We've no other major developments going live this sprint as we're busy prepping for a full month of focussed effort on improving CMAP's Report Builder Functionality.
There will be more information on this to come but be assured that the whole of September is dedicated to Report Builder Reengineering, adding new report types, new fields and improving the performance of the tool as a whole, exciting stuff!
Upgrades Released 19th August 2019
Adjusted Fees Toggle on the Story So Far
For anyone using the Recovery Based Story So Far, we've added a toggle to the panel which will only show when the Budget has been adjusted in the Fee Estimator.
When the toggle is applied, the Story so Far will update to show you the unadjusted project values.
Timeframe on the Workload Schedule
We've added the much loved 'Timeframe' option to the Workload Schedule in Resourcing. Which means you can quickly view the schedule for different points in time in just a few clicks.
Upgrades Released w/c 22nd July 2019
Restricted Invoicing for Closed Months
We've made the 'lock-down' a bit more rigorous for closed months in CMAP. Previously you weren't able to schedule an invoice in a closed month, but you could get around this by updating the dates on an existing scheduled invoice.
We've updated this now, so that it's completely impossible to invoice in closed months, as this is important data which really needs to be controlled.
However, to make sure this isn't going to cause any issues when there is a genuine need to do this, we have also created a new Security permission that you can enable for specific users who might need to get around this.
You'll find the override permission setting under Projects - 'Invoice Creation in Closed Months' in Security Groups.
CMAP Pages - Edit, Delete and Page Location
Following the very successful launch of our CMAP Pages functionality, we've made a couple of updates to enable you to delete and edit CMAP Pages. So, any test examples you may have created whilst exploring Pages can now be removed from your CMAP entirely!
We've also added the page location to the Custom Pages tool so that you can easily see where each of your new Pages lives in CMAP.
Upgrades Released w/c 8th July 2019
HR Permissions Upgrade
Previously, the permission levels in HR were very 'all or nothing'. For example, you could grant access to the People Profiles and Documents areas for a security group, but if you did, these areas would be visible for all CMAP people.
We've had a re-think on this and we've introduced similar settings to the ones you have for Projects to HR in Security Groups.
So, now you'll see that we've added some new settings.
The first of these is 'My People' and updating the dropdown options will give the people in the group the selected access level for any people that they have Line Manager responsibilities for.
Then, the level up from this are the 'Other People' settings which gives members of the group access to the selected areas for all people in CMAP. This one is probably only relevant to people in a HR or Admin role.
Revenue Scheduling Updates
We've also made a couple of updates to Revenue Scheduling which we think are pretty useful.
First, we've added a new total column which shows the Recognised to Date value (closed months) for information, as we feel that this completes the calculations nicely.
Second, we've added a new option which appears when you choose to update the Historic Option on your project.
So, when you choose to update the Historic Option in future, you'll be able to choose to either update the revenue recognised for the previous closed months using the new selected option (which is what it always did previously). Or, you can choose to lock down the previously recognised values using the original historic option and only use the one you have selected going forward.
New Admin Tool for Holiday Allowances
We hope this will be a popular update!
Updating people's holiday allowances isn't the most exciting thing to do and having to do them one by one used to be particularly arduous. Well thankfully, that's no longer the case now we've created the 'Holiday Allowances' Admin tool.
In the new tool you'll be able to see the previous year's allowance for each time off type, and bulk update allowances for each year using the options in the 'Actions' menu. You'll also be able to carry forward the remaining balances for last year too, making bulk updates much easier.
Custom Fields & CMAP Pages
CMAP's Custom Fields functionality is changing and we're really excited to show you this huge upgrade and demonstrate some of the exciting things you can now build using CMAP Pages.
We're hosting a Webinar this Thursday 11th July at 2pm UK Time where we will reveal all, you can sign up using the link below...
Productivity Calculations Updates
We've updated some of the calculations for the following reports to make these more consistent. So, for all of the following reports;
Timesheet Summary Export
We've updated the 'Total Available' calculations to be 'Total number of working hours for the user in the time period, based on their working hours (only excluding weekends)'.
'True Available hours' is then the Total Available hours less any hours for internal codes which have been marked to be removed from available hours (we update this in the background for you), these are usually things like Bank Holidays, Annual Leave etc.
Upgrades Released w/c 24th June 2019
Xero Integration - Paid Invoice Information
We've updated our Xero Integration so that you can pull back payment information for your sales invoices from Xero into CMAP.
If you use our Xero Integration, you'll notice a new tool in the Finance area usefully named 'Pull Invoice Payments'.
This will show all of your unpaid invoices and their payment status in Xero. You'll be able to choose the invoices you want to update and at the click of a button they will be marked as paid in CMAP.
Upgrades Released w/c 10th June 2019
Companies & Contacts - Project Teams
We've updated the Companies and Contacts areas so that when either have been added to a Project Team, you'll see which Project Teams they have been added to, from within their record.
You'll be able to add Companies or Contacts to Project Teams whilst you're in the record too, using the same permissions that are currently in place for Project Teams.
Expenses - Permission to Edit Claims
We've been asked many times to provide the option to edit expense claims in CMAP, and we often get requests for data work to move expense claims between projects, or to update information on approved expense claims such as tax rates, notes, amounts etc.
So, we've created a new 'Expense Editor' permission (under Admin) in Security Groups which will allow anyone who has this enabled to be able to edit expense claims even after they have been approved or paid.
We'd advise you enable this with caution! As it's obviously pretty powerful, but we hope this gives you the flexibility you need to adjust your expenses data.
AEC Invoice Schedule Enhancements
Due to popular demand, we've made some handy updates to the Invoice Schedule:
We've introduced the same keyboard controls (using arrow and tab keys) on the Invoice Schedule as you have on CMAP's Timesheet, to improve the user experience when moving around the schedule
We've also added 'Auto-populate by Workstage' so, rather than having to auto-populate the schedule for the entire project, you can now select which workstages you want to update first
And finally, we've given you the ability to 'move' the schedule by individual Workstage too, and... even better - you can move the schedule backwards if you need to, by typing in a negative number of weeks!
Upgrades Released w/c 27th May 2019
Expense Claims - Show Handling
A simple update, popular in the CMAP Community, for Expense claims.
Now, once an expense claim has been through Financial Approval and you are able to handle the expense claim items, you'll be able to see how each item has been handled right from within the claim - which means you don't have to click into each line to check this anymore...simple, but useful!
QuickBooks Online Integration - Class Mapping
For anyone using our QuickBooks Online Integration, we have added a new Class Mapping tool which allows you to choose which CMAP field's data you wish to pass through into the 'Class' field in QuickBooks.
To set this up, you will need to make sure you have 'Classes' enabled in your version of QuickBooks and then head to CMAP - Finance - Quickbooks Online - Quickbooks Class Mapping, and you can set up which field you want to map the Class to.
Then, when you come to select either Sales Invoices, Purchase Invoices or Expenses to push, you'll see that we have assigned the Class on each line for you, ready to transfer into QuickBooks once you have selected the correct Nominal or Product/Service.
Upgrades Released w/c 13th May 2019
Resourcing Information added to time off emails
We've added some useful information to the time off request emails, which only shows if you use CMAP's Resourcing module.
Now, when a time off request email is sent, in the email text you'll see a list of projects that the requestor is resourced to in that timeframe. Meaning you can make sure that it's not going to cause any issues on the projects they are working on, if the requestor takes time off in that period.
Upgrades Released w/c 29th April 2019
Updates to MS Azure Single Sign On
We've made some updates for anyone using MS Azure Single Sign on.
First, we've removed the boxes requesting CMAP credentials from the main Sign in page to avoid confusion, and we've removed the 'Forgot Password' link from here too.
Also, the 'Welcome' email has been updated so that this is more relevant when using SSO, and CMAP Passwords won't be reset when sending welcome emails.
Upgrades Released w/c 15th April 2019
Client Purchase Order Start and End Dates
We've updated the Client PO function so that you can add Start and End dates to the PO's you receive from your clients if you need to. These won't be mandatory, so you can just ignore them if you don't need this information, but it's useful if you are ever issued a PO with an expiry date.
We're also now showing some more information about the Purchase Order when you choose to use them on your invoices, so you'll see the PO number, the amount remaining, the full PO amount & the period it's valid for (if used) when you select it in the dropdown list. Or, if you only have one Purchase Order, this information will show in the blue bar at the top of the invoice page.
Upgrades Released w/c 1st April 2019
Separate Approvers for Time & Expenses
We've separated the Time off and Expense Approvers. So, now you'll be able to:
1. Set an Expense Approver - this is the second approver for Expenses, which will still go to the Finance Approver first
2. Select a different approver (if you wish) for Time Off requests
3. And, if you use Timesheet Approvals in CMAP, you will also be able to specify a different approver for Timesheet internal time approvals too
To transition over to having multiple approvers for Users, we've made sure that all current approver settings are carried forward into the new approver fields, so nothing will change for you immediately. And, you'll still see a 'Line Manager' field for users which will control things like the Individual Timesheet report & the Line Manager view in Time off.
So, now you can go into each User and update the approvers individually to enable separate workflows for these areas.
Default Expenses to Retention
We'd received a lot of feedback to say that you'd actually prefer for CMAP to automatically handle expenses against the Retention, rather than leave them as unhandled.
So, we've just released an update that does just this! You can then deal with any exceptions by either setting up specific handling rules or by updating the handled status on the individual expense items in the Budget vs Actuals page.
Upgrades Released w/c 18th March 2019
(AEC) Fee Estimator Default to Hours
We've created an update which means that when CMAP is configured to resource in hours, this setting will also apply to the Fee Estimator. So, if your Resource Schedule currently shows in hours, your Fee Estimator will default to hours too.
Of course, you'll be able to use the toggles to switch back to days. Or, you can contact the CMAP Support Team and they can amend your default setting to days if that's what you prefer.
Individual Timesheet Report Permissions
We've updated the permissions on the Individual Timesheet report to make it more compatible with CMAP's Security Groups.
Previously, if you have more than one office and you line manage people across the different offices, due to the way Security Groups worked, you wouldn't see all of the people you expected to when you ran the Individual Timesheet Report.
So, we've made this report work slightly differently to the others; if the permission is set to 'Local', this means that the person running the report will see all of the people they Line Manage, regardless of which office they belong to.
Upgrades Released w/c 4th March 2019
Alongside all of the development work you've seen recently, we've also been planning and looking to the future to produce our Roadmap for future CMAP developments.
The main focus of our Roadmap is refining what we've already created and committing to making CMAP the best it can be. We've also taken on-board lots of feedback from our entire CMAP Community, including new feature requests, improving consistency, and building on the features we already have. Using this feedback, we've created a balanced and exciting plan for the future.
You'll be able to view the Roadmap using the usual Product Roadmap link in the top right menu in CMAP.
Of course, our Roadmap is a plan for the future, and we expect we'll do much more development than this with things like changes requests and other fixes along the way. However, it's important to remember that nothing is set in stone, things can change, timescales may shift and items may move around due to other commitments. But, we'll keep the Roadmap updated so it's always worth checking back from time to time to see where we are up to.
We hope you're as excited about the future of CMAP as we are, so go take a look and see if you can spot any of your ideas in the CMAP Product Roadmap!
Another brilliant new development is CMAP's HR Module which we've just completed the finishing touches on. And the best news is...it's completely free, yes, we are literally giving it away!
In HR you will be able to;
Build a Skills Matrix of your people using CMAP's custom field functionality
View detailed profiles of people including their skills & projects and clients they have worked with
Upload documents against specific users or policy documents to the HR Tab for all to access
Complete onboarding checklists using CMAP's Automated Activities functionality
Not bad for a freebie, right? There will be a separate, more detailed announcement on this very soon, so watch this space...!
AEC - Adding Roles into the Resource Schedule
It's now possible to add Roles to your projects from within the Resource Schedule, rather than having to go into the Fee Estimator to do this. To add new roles, just click on the little green cross to the bottom right of the workstage name and follow the steps to add your role(s).
AEC - Resource Schedule to show budget for all workstages
Previously the Budget value in the panel at the top of the Resource Schdule didn't include workstages which were less than 100% probable, making sure that you didn't start work on un-won workstages.
However, we've had some feedback to say that it would be more helpful for us to show the full value of the project, as we do with the other values in this panel, but show a warning when some of this value has not yet been won. So, if you see a red exclamation mark next to the budget figure, you'll be able to hover over and see the 'won value' of the project.
AEC - Live Project Details Graph
Previously, the Project Details graph Total Costs line only updated at the end of a month. So, as the costs built up, you would only see them in the graph when that month was completed. We've updated this so that the graph line for Total Costs is now plotting in real time, to give you a more useful picture of how your projects are progressing mid-month.
Upgrades Released w/c 18th February 2019
Microsoft Azure Single Sign On
We've done some research across our client base & we have decided to implement Microsoft Azure Single Sign On for CMAP.
This is now available as a CMAP feature and we just need to enable this for you.
If you would like to use Microsoft Azure SSO, get in touch with us at firstname.lastname@example.org and we can arrange this.
What this means, if you use this version of SSO, is that with one Microsoft (Work) Account, you will be able to sign into all of your usual apps including CMAP.
Note: this needs to be a MS account using a company email address from organisations which have integrated with Azure Active Directory (Azure AD) e.g. an Office 365 Account. Personal email accounts such as Gmail or Yahoo will not allow you to use Single Sign On.
When you have this feature enabled, there will be a new 'Sign in with Microsoft' button on the main CMAP Sign In page and users will just need to enter your Microsoft sign in details when prompted, rather than their usual CMAP credentials. Then, as long as they stay signed into their Microsoft account, they will be able to simply use the 'Sign in with Microsoft' button to take them straight through to CMAP without signing in again - simple!
Automated Activities allows you to set up templates of activities, using a new Admin Tool, which can be applied when a Project is created in CMAP. This means that you can start to automate some of the tasks that need to be done when projects are won, things like 'Check signed Fee Proposal', 'Upload contract to Project Folder', 'Register Project with Insurers' etc.
Using CMAP Activities for this makes it really flexible, as you can set activity types, give them an action date & assign them to different people and these will then be visible on dashboards to prompt the right people, making sure they are not forgotten about!
We've also introduced this idea into the HR module, so you'll be able to create activity templates to be used when a new User is added to CMAP, making sure that all of the relevant steps are completed as you Onboard new people in your organisation.
For more information on Automated Activities and how to set up your first templates, take a look at this Handy Guide!
Revenue Scheduling - New Historic Option
We've created a new historic option for Revenue Scheduling for Time Based Recognition.
Historic Options determine how you recognise your revenue when the month is closed. This new option will be for Time Charge workstages where you want to recognise the value of the time spent.
As there are additional steps required to decide which time you want to recognise in the period, we have created some guidance on this in our Knowledge Base, take a look HERE for more information.
Upgrades Released w/c 4th February 2019
Fee Estimator Role Selection(s)
We've updated the way you add roles to the Fee Estimator, so you can now select all of the roles (per office) you need for the project in one go, rather than having to add each one individually.
Externals Default Calculation Type
Due to popular demand, we've updated the default calculation type for Externals to be 'Fixed Fee' rather than '% of CC'.
Re-Open Month - Are you sure?
We've added an 'Are you sure?' message when you click to Re-Open a closed month in CMAP, just to make absolutely sure that the correct button has been clicked before actioning the re-opening of the month.
Upgrades Released w/c 21st January 2019
New Permission - Lead Conversion
As mentioned previously, this one will only apply if you have both the CMAP Leads module and you use CMAP's Security Groups to manage your security permissions.
If that's you, then read on...
We've added a new permission into Security Groups which controls who has the ability to convert Leads into Potential Projects or Projects (if AEC).
This is no longer dependant on your 'Edit' permissions on Potential Projects. Now there's a new, separate setting, giving much clearer controls over who can click the 'Convert this Lead' option.
(CMAP BI) Report Builder Re-engineering
We've done a bunch of re-engineering work behind-the-scenes to improve performance & speed in the Report Builder.
New Custom Field Type - User Dropdown
And here's a bonus new addition for you!
We've added a new Custom Field type which can be used in Projects, Users, Contacts or Companies (Accounts).
When creating a new custom field you'll see that you have the option to select either User Dropdown List, or User Multi-Select Dropdown list.
The User Dropdown List populates the options with a list of all live CMAP users (with one selection). And the User Multi-Select Dropdown list does the same, only you can select more than one user.
Upgrades Released w/c 7th January 2019
Time Off - Office Views
We've added the ability to filter the Time Off calendars by either 'Office' or 'All Offices'.
As mentioned before, this could make the Yearly Calendar View look quite busy and so it might not be the most useful way to use the 'All Offices' option, however if you flip to Monthly or Weekly, you'll have a clear view of the time booked off in those periods.
And of course, CMAP's Security Groups are still making sure that people are only seeing the Time Off information that they have access to.
Invoiced to Date Calculation
The Invoiced to Date calculation which is shown on the Story So Far & in Reports previously included invoices which are at the 'Approved' Status.
We've updated this so that 'Invoiced to Date' only includes invoices which have an 'Invoiced' Status, e.g. those with an invoice number.
Revenue Phasing Renamed
We've renamed 'Revenue Phasing' to 'Revenue Scheduling' to bring this in line with other areas of CMAP where you 'schedule' future events such as Invoice Scheduling & Resource Scheduling.
Upgrades Released w/c 10th December 2018
Novation - Multiple Client Billing
We've updated the CMAP Novation feature, which allows you to bill an entity other than the Client listed on a project.
Novation has been opened up so that in the Project Details page you will now be able to add a number of different companies to a Project and these will be available for you to invoice at any time throughout the project.
Upgrades Released w/c 26th November 2018
Client Purchase Order Updates
We've updated Client Purchase Orders to help you keep track of them and where they originated from.
When you come to enter a new Client Purchase Order, you'll be taken to a pop-up entry screen where you can enter the information relating to the PO & the Issuing Company.
Entering this Issuing Company information will make it much easier to see if the project has the correct PO details on it, especially if the Company on the project changes for any reason.
Even better, we have also created a new Finance Admin tool where you can see all of your Client PO's listed and edit some of the information on them too!
You may need to update your security permissions to be able to see this tool, but when you do, you'll find it under Finance - Purchase Orders - Client Purchase Orders.
Default Invoice Dates (Not AEC)
We've updated the default invoice dates applied when you come to create a scheduled invoice. We've made this a little more intelligent dependent on what point in the month you are creating the invoice. The default dates will now work as follows:
If you're generating an invoice scheduled in the current month, CMAP will default to today's date.
If the invoice is scheduled in the previous month, CMAP will use the last date of the previous month.
For future months, CMAP will use the first day of the scheduled month.
You can of course still update the dates on your invoices, but hopefully you shouldn't need to change them so often.
Resourcing Adjusted Budget Warning (Not AEC)
We've added some additional information when the budget value shown in the Resource Schedule has been adjusted.
When an adjustment has been added to the Fee Estimator of a project, a new exclamation mark will appear over the budget value in the Resource Schedule, and for more information you'llll be able to see the adjusted value of the project when you hover over it.
Upgrades Released w/c 12th November 2018
Revenue Phasing Updates
We've added some new forecast options into the Revenue Phasing tool.
We already had the option to forecast revenue using a weighted resourcing value, which uses the number of hours/days resourced in the future to weight the value forecast for each future month.
You'll notice that you now have another two Resourcing Weighted options which allow you to forecast your revenue using either the value of future resourcing using Cost Rates, (applicable only if you use these), or the value of future resourcing using Charge out Rates.
This gives you lots of different ways to forecast revenue based on Resourcing, which we hope you'll find very useful!
Additional Costs Permissions - BvA
We've updated Security Groups to give some more controls over who can edit or delete Purchase Invoices in the Budget vs Actual page. There's a new 'Additional Costs' security item in the Budget vs Actuals settings where you have the ability to select either Full Control, Edit, Read Only or No Access for the security group.
Holiday Approval Calendar Invites
Great News! CMAP will now attach a calendar invite to the emails received when a holiday has been approved in CMAP.
The Holiday Approved email usually goes to the Requester, Approver, CC Approver & Optional Second Approver (if these are used) and we're now attaching a calendar invite to these emails containing the requestors name and time off type for you to easily pop straight into your calendar, useful!
Time Charge Invoice Updates (AEC Only)
We've added some additional information to the Invoicing page for Time Charge invoices. You'll notice that the following are now displayed when you create a Time Charge invoice in CMAP.
1. Role & Charge out Rate for Time
2. Internal Reference for Purchase Invoices
Upgrades Released w/c 29th October 2018
Project Teams - Companies
We've updated Project Teams so you can now select Companies to add to your Project Team - you don't have to select a contact within the company.
So, if you prefer, you can now build your Project Team up simply with the companies you work with, rather than individuals.
When you search in the Project Teams tool, you'll see Company records will appear in here too. Which means you can select either the Company, Contact or an existing CMAP User (Employee), to add to your Project Team!
Upgrades Released w/c 15th October 2018
Workload Schedule - Role View
We've added a new view to the Workload Schedule which we hope you find very useful.
This new view is organised according to Role and also shows any Placeholders used for the Roles. The 'On the Bench' panel will not appear in the new view.
You can switch to the new Role View quite easily by clicking View Options and the selected view will be remembered the next time you come into the Workload Schedule.
We can also set the default view in the background, which means that all of your CMAP users would see the Role View when they go into the Workload Schedule. If this is something you'd like us to do, just let us know.
Time Charge - Capped (AEC Only)
There's a new Fee Type available for AEC projects!
Time Charge Capped will work in a similar way to the current Time charge Fee Type. However, you'll be able to set a Time Charge Cap (maximum billable value), on these workstages which will ensure you only bill the time up to this value to your client.
Time Charge Capped is a CMAP feature so if this is something you'd be interested in using, let us know and we can turn this on for you.
Resourced Time & Materials Scheduling (not AEC)
As you know, when you have a Resourced Time and Materials project in CMAP, we automatically schedule the invoices for you.
This is useful as it makes sure that you are prompted to invoice the project each month even though the value you invoice is unlikely to be the amount which was originally scheduled.
However, when things change, like the Project End Date for example, the invoice schedule isn't updated, meaning you might miss that prompt to invoice for any extra months which have been added to the project.
To make sure that invoicing doesn't get missed, we've made an update so that each time a project is extended, we will schedule a zero value invoice for each extra month added.
We decided to make these invoices zero value as we don't want to mess with any invoice schedules you may have already set up!
These invoices will still show on your My Scheduled Invoices Dashboard and the Invoice Report making sure that you will be prompted to bill them at the right time.
Upgrades Released w/c 1st October 2018
Multiple Invoices per Workstage per Month
An exciting development is on its way for invoice scheduling in CMAP!
Right now, you can only schedule one invoice value for a workstage each month, but sometimes it might be beneficial (certainly for cashflow) to agree multiple invoices for the same stage in the month.
We're going to introduce the same pop-over panel that you currently see when booking time in the timesheet, to the Invoice Schedule. Soon, you'll be able to click 'Add Another', choose a specific date for the next invoice that month, enter the amount, and click save to lock in 2 scheduled values in the same month (or 3, or 4, as many as you require).
Similar to timesheets, when a value is made up of more than one invoice amount, CMAP will highlight this with a green 'm' symbol and there will be information about what makes up the value when you click it.
Everything else will remain the same when it comes to creating invoices, and we hope you'll welcome this upgrade.
Expense Handling - Allowances
A significant change is coming to the expenses functionality in CMAP.
A really popular area of feedback has been on how best to handle ‘Expenses Budgets’ for projects e.g. where you agree a £5,000 travel allowance with the client and factor that into the fee from the outset.
Of course, at present you can only set expense items to 'Retention', which doesn’t charge it onto the client (good) but also doesn’t link it to the concept of an expenses budget to see how you’re tracking (not so good); or you can handle items to 'Chargeable', but this explicitly charges the item onto the client (definitely not good).
So… soon you'll be able to handle expense items to 'Allowance', linking them to a budgeted external (e.g. your travel budget), allowing you to see how you’re tracking against the budget (very good) and importantly not charging it onto the client as you’ve already done that from the outset (fantastic!).
This is significant because expenses will no longer be automatically handled on your projects to 'Retention'.
Expenses will go into the 'Unhandled' area of the Budget vs Actual on the project and they will need to be handled as part of your project tracking process to either Retention, Chargeable or Allowance.
This means your project managers will have an extra step to complete. The good news is the 'Unhandled Expenses' report will help you identify which projects have expenses on them that are yet to be handled.
There is more good news. The 'Set up Chargeable Expense Handling' function will also be updated, allowing you to set rules to
re-establish the automatic handling. So, if your project is never going to have rechargeable expenses, you can just set all the categories to default to Retention. You only need to do this once on project initiation, and then you’ll never need to touch it again.
If you need any assistance with this, get in touch and we will be happy to help.
Expenses - Bulk Handling
We're also working on giving you the ability to bulk handle your expenses in the Budget vs Actuals page. So, rather than having to go into each claim line to select how you would like to handle the expense, you'll be able to use the tickboxes next to each line, pick the ones you want and then handle them all together, nice & simple!
Upgrades Released w/c 17th September 2018
Timesheet Approvals - Second Approver for Internal Time Updates
Following the recent addition of a second approver for Timesheet Approvals, we've made some further updates to the dashboards and reports, making it more obvious whether the user is the first or the second approver of time.
The updates are as follows:
We've split the Timesheets for Approval dashboard box for Internal time to show timesheets which require approval where you are the 1st Approver and then underneath show timesheets for approval where you are the 2nd Approver
We've added some new report filters on the Timesheet Approvals report. The default filter will show time where the user is the 1st Approver, and there's a new filter option to show only time where the user is the 2nd approver. We've also added an 'All Time' filter to the Timesheet Approvals report
We've added a 2nd Approver field into CMAP BI
(CMAP BI) Date Exporting to Excel
Previously, when you exported a report created in CMAP's report builder, the correct date format wasn't picked up when the data was pushed into Excel. We've changed this so that dates are exported in the correct date format and you should now be able to filter and work with these dates as you usually would in Excel.
Upgrades Released w/c 3rd September 2018
Purchase Orders - Currency updates
We've updated the way that you create Purchase Orders in an alternative currency in CMAP.
First off, just to clarify, we're talking about the additional PO module available in CMAP, not Client PO's which you add in the Project Details page. These are your internal Purchase Orders, not the ones you get from your clients for the work you are going to do.
This change relates to when you need to create a PO in a currency which is different to the currency of the project.
Previously, this involved a bit of work, as you had to work out the correct exchange rate to apply in order to get the PO to the value you wanted it to be.
So we've made this much easier...
Now, when you come to create a new Purchase Order, you'll see that you can simply choose which currency the PO should be and the values you enter will be in that currency.
The PO will adopt the currency set and where we show the PO & related values on the project, we will use the system exchange rates to convert them back to the project currency.
We hope this makes PO creation a little more simple for you!
Invoicing Calendar - Colour Update
We've also made a minor update to the Invoicing Calendar colour coding. You will already be used to seeing the following colours on the Invoicing Calendar report:
Blue - indicates an invoice has been scheduled
Grey - indicates that the invoice has been created
Green - indicates that the invoice has been paid
We've added another colour (Black) to the report which indicates when an invoice has been approved.
If you use CMAP's AEC Edition, this is when 'Generate Invoice' has been clicked and the invoice has been saved but not created.
For all other CMAP editions, this is when 'Approve' has been clicked and the invoice has been saved and not created. So...
Black - indicates that an invoice has been approved
Upgrades Released w/c 20th August 2018
Revenue Phasing - Remembering Forecast Options
We've updated the Revenue Phasing tool so that whichever forecast option you have chosen is now remembered by CMAP.
In a similar way to the historic options, when you select your forecast option, this will be retained ready for the next time you come to forecast the project in CMAP.
Project Teams is exciting new functionality which will allow you to list a number of different contacts against your projects in CMAP.
This is a new area on the Project Details page where you can pull together all of the contacts on your projects, whether they are Suppliers, Sub-Consultants or anyone else you work with during the delivery of your projects.
There is a short guide to Project Teams HERE - if you have any questions, just get in touch and we will be happy to help you out.
We've added this data into CMAP BI, so that you can easily create reports using the Project Teams data.
Upgrades Released w/c 6th August 2018
Expenses - Allocating Expenses to Internal Codes
You are now able to allocate expense claim items to an internal code.
You'll see that you have an extra field underneath the project code which enables you to select an internal code if required.
Of course, you can still leave both the project & the internal code box blank if you like but it does open up some new reporting angles on internal costs which we hope you'll find useful.
*Note: if you have the Mandatory Project Code feature enabled, you will be required to enter either a project or an internal code before you can add the expense item.*
Paid to Date (AEC Story So Far only)
We've added the Paid Invoices to Date value to the AEC Story so Far as we thought this was useful, along with the Invoiced to Date value which was already shown.
Upgrades Released w/c 23rd July 2018
Expenses Handling for Credited Invoices (AEC Only)
A challenge for some of our AEC clients was that when crediting an invoice which contained expense items, although these were put back onto the project to invoice again, there was no way for you to amend the handled status on them.
We've addressed this in the current Sprint and you should now be able to update the handled status of expenses when the invoice they relate to is credited, without any problems.
Project Time and Expense Report - adding Purchase Invoice information
The Project Time and Expense report is a key report in the management of your projects, which is why we felt it was important that this contained all project related costs.
We've now added Purchase Invoice information to the report so that you can see a true picture of your project costs all in one place.
Upgrades Released w/c 9th July 2018
Expenses Mileage - Reimburse option
As requested by a number of CMAP clients, we've added the 'Reimburse' option to mileage expense claims.
Invoice Address Option for Companies
We've made things a little simpler when selecting which address to use on your invoices.
There's now an added option in the company records to mark an address as an invoice address.
When you update your company records using this, it means that the address will automatically be selected for you when you come to create your invoices, of course you'll still be able to change it if you need to.
Default Tax Rates on Invoice Addresses
Along with the ability to set an invoice address on a company, you can also set a default tax rate to be used whenever an invoice is raised using that address.
Again, you'll be able to change this if it isn't the right one for the invoice but hopefully this gives you a few less choices to make when you come to create your CMAP invoices.
Upgrades Released w/c 26th June 2018
Move Timesheet Entries Tool - Ability to edit notes
Previously, it wasn't possible to edit or add notes when using the Move Timesheet Entries tool, I bring good news - now you can!
Timesheet Approvals Feature - Second Approver for Internal Time
If you use CMAP's timesheet approvals feature, we've added a '2nd Timesheet Approver' field to user profiles.
This is an optional field which will allow you to set another person as approver for any Internal time submitted by the user.
When a timesheet is submitted, the internal time entries will appear as awaiting approval on both the Approver & the 2nd Timesheet Approver's dashboards and reports until either approves or rejects the time.
Upgrades Release w/c 11th June 2018
New Feature - Stage Tagging (CMAP BI)
We've got an exciting new feature to tell you about!
The introduction of Stage Tagging in CMAP will enable you to mark individual workstages using Tags.
You may already be familiar with Tags in CMAP's Companies & Contacts area, and the creation and management of Workstage Tags will follow the same processes.
Tags are really flexible, so you can choose what to create your tags for. When tags have been applied to your workstages, you'll be able to report across them using CMAP BI.
For example; if you had the following 3 projects, each with 1 workstage;
Project A - Sketches
Project B - Outlines
Project C - Concepts
Ultimatley, each workstage might fall under the bracket of 'Design', so you could add a 'Design' tag to each workstage. When you come to create a report in CMAP BI, lets say a Revenue report for this example, you'd be able to filter it using the 'Design' tag. Giving you the overall Revenue figures for all of your 'Design' workstages, nice and simple!
So as you can see, with Workstage Tags, CMAP gives you another useful dimension in your reporting using CMAP BI.
If you are interested in Stage Tagging, do get in touch and we can arrange to switch this on for you.
Dropdown List Ordering
We noticed that some of our clients have very detailed budgets with lots of workstages and externals/additionals listed for some projects.
With such long lists, it can be confusing when trying to select options in dropdowns. So in the Budget Vs Actuals page, for any dropdown lists where you need to select an External or Additional, we have updated the ordering and they are now listed as follows;
AEC Edition - ordered by the Workstage, in the order set in the Fee Estimator, and then by External name.
For Other CMAP Editions - ordered by Additional Name.
Upgrades Released w/c 28th May 2018
Workload Schedule Project Filter
We've introduced a new project filter option in the Workload Schedule. If you choose to filter by project, the Workload Schedule will only show people with resourcing data on that particular project, but showing you all of their current resourcing allocations - including other projects.
Xero Integration - Text Change
A simple update to the the Xero Integration tool. Where you currently select Actions > Log out of Xero, you will now select Actions > Disconnect from Xero instead.
Xero Integration - Filtering the Nominal Codes list
We've introduced some filtering behind the scenes on the nominal code list for sales invoices, which is based on the Class option in Xero. This means that only the relevant nominal codes will be available for selection when updating sales invoices.
Xero Integration - Nominal Code Names
We now show the nominal code name along with the nominal code number in the batch screens in CMAP. This means you won't need to know your nominal codes off by heart anymore, as the name or description is clearly visible too.
Xero Integration - Option to exclude Purchase Invoices (Pull Purchase Invoices tool)
Sometimes there are Purchase Invoices which do not need to be transferred into CMAP but do still need to exist in Xero, things like invoices for rent, rates, utilities etc.
Previously, these would continue to appear in the list to be transferred as they are never chosen to be pulled into CMAP.
We've added in a new option which will allow you to select these invoices and choose Exclude Purchase Invoices. This will mark them as excluded and they will be removed from the list of invoices to be pulled into CMAP.
*An important thing to note is that previously, if an invoice was deleted from the CMAP Purchase Invoice batch, it would reappear in the Pull Purchase Invoices tool to be imported again.
Due to the update mentioned above, this will no longer happen. Once an invoice has either been pulled into CMAP or marked as Exclude Purchase Invoices, you will no longer see it in the tool to be pushed from Xero to CMAP and there will be no way to reset this.*
Upgrades Released w/c 14th April 2018
(GDPR) Ability to Delete Contacts
Previously, when you selected to delete a contact in CMAP, the record will have been removed from view but in reality, the record was simply archived behind the scenes so that any dependent data would be protected.
Dependent data would be things like projects, invoices or activities that the record may have been attached to.
As part of GDPR legislation, we have now introduced a permanent Delete facility in CMAP.
The functional changes for you are minimal, contacts will still be removed in the same ways as before; by using the delete facility in the actions menu of an individual contact, or by using the select and delete facility in the contacts grid.
However, when you do this, the record will be fully deleted from CMAP and any dependent projects or invoices etc. will have the contact details removed from them. These fields will simply be blank and ready for you to update again.
You will also see a different warning message when deleting, aiming to make sure that this is only done when absolutely sure, as any records deleted will be completely irretrievable.
If you choose not to permanently delete a contact, you can of course edit the record to anonymise the details. Edits can be made either in the individual contact record or by using the contacts grid.
Deleting contacts will be controlled by the 'Full Control' security permission on Contact Details, so only users with this level of permission will be able to permanently delete contact records.
As mentioned previously, we have now removed all previously archived contact information from all CMAP Databases which means that any archived data will no longer appear on projects, invoices etc.
(GDPR) Contact Preferences
The second GDPR related update we have made is related to individuals who do not wish to be contacted.
You may need to keep their details in the database for valid reasons but you are now able to select if an individual does not wish to be contacted by going into the contact record, clicking the Actions menu and selecting 'Set Contact Allowed to 'No''.
We have updated the name of the 'Email Marketing Status' panel to be 'Contact Preferences' which is where you can see the status of the contact and other useful contact preference information.
(GDPR) Showing Contact Added and Updated Dates
Another useful update in the contact records, we have added two dates within the 'More Information' panel. One shows the date that the contact was added to CMAP and by who and one which tells you when the contact was last updated and who updated it.
It used to be that a number of CMAP reports would run automatically as soon as you selected the report from the menu, and yet some would ask you to select filter options first.
We have made this more consistent for all reports. You'll now notice that whenever you click on a report to run it, you select the filter options you wish to apply first and then click 'Run'.
Recognised Revenue Calendar Colours
Following some client feedback, we were asked if we could indicate in some way which values were in closed months on the Recognised Revenue Calendar.
So we've have added some colour coding to the report which makes this nice and clear. From now on, closed month recognised values will appear in Green on the Recognised Revenue Calendar.
Upgrades Released w/c 30th April 2018
Revenue Phasing Updates
I am pleased to let you know that we've been working on significant updates to CMAP's Revenue Phasing tool and these are now Live.
If you already use Revenue Phasing in CMAP, we hope that you welcome these changes.
However, if you haven't started to use CMAP's Revenue Phasing functionality yet, we recommend that you have a look through our Introduction to Revenue Phasing documentation which is available using this link.
For those already familiar with Revenue Phasing, the updates are summarised below for you.
Revenue Phasing has moved!
So whilst we were doing lots of work in this area we decided that it's about time that the Revenue Phasing tool had a page all of it's very own. Previously you would have found the tool in the Project Details page, whereas now it can be found using the link in the blue sub-navigation menu within your projects.
Auto Forecast Options
We've also updated the way that forecast options are selected. To forecast revenue, just click on the Auto Forecast button at the top right of the tool. This will then launch a pop-up window where you can select how you would like to forecast the different elements using the dropdown options. Note: this can be different between Fees and Additionals.
Revenue Phasing by Stage (AEC Only)
Previously it was only possible to forecast and recognise your revenue at the project level which didn't go far enough for some of our clients.
We have introduced the ability to do both at the stage level and to switch to this, simply click onto the Actions menu and select 'Phase by Workstage'. The tool will then update to show you the different options by Workstage.
Historic Options (AEC Only)
We have moved the historic options selector onto the individual lines so that you can select how to recognise revenue for each individual element if you need to. By selecting the option against the element/stage, CMAP will use this to calculate the revenue to be recognised for that element/stage when the month is closed.
Upgrades Released w/c 26th March 2018
Revenue Phasing by Stage (AEC Only)
Currently, Revenue Phasing is at the Project level in CMAP but we will soon be giving you the ability to phase revenue down to Workstage level. If you'd rather continue phasing revenue as you are, that's absolutely fine as the current tool will remain the same. However, if this would be of interest, get in touch when this development sprint goes live and we can arrange to switch this feature on for you.
Invoice & Backing Sheet Bookmarks
There are some useful new bookmark options in the Invoice Template Editor, things like a fee breakdown and outstanding invoice information for the project. These bookmarks will be extra little tables you can add as supplementary information to your invoice, perhaps as a backing sheet. The full list of available bookmarks has been updated and you'll find a link to this in the Invoice Template Editor page.
Purchase Invoices (Batch) BvA Edits
We've opened up the ability to edit the Additional/External field on Purchase Invoices when they are part of a submitted batch. Permission to make these edits will still be dependent on the security settings that you have in place.
Fee Estimator Template Editor
Thank you for bearing with us on this one, but I am pleased to announce that you now have the ability to 'edit' Fee Estimator Templates from within the Admin - Fee Estimator Templates tool.
This means you don't need to apply a template to a project to be able to edit it from now on, good news!
Upgrades Released w/c 12th March 2018
Fee Estimator Drag and Drop (non-AEC Editions only)
We've added enhanced functionality which allows you to move things around in your CMAP Fee Estimator.
You can now click on a Fee Stage and drag this up to create a new Tab, you can drag one Tab into another in order to merge the information in the Tabs together and you can also move Tasks easily between different Fee Stages.
Archiving Users who are approvers
When a CMAP User who is an approver is archived, there is now an additional step where you can choose who to pass their approval responsibilities on to. Once selected, the new approver(s) will be emailed with a list of Users that they now have approval responsibilities for.
Academy Progress Report
So that you can keep a track of where your Teams are up to in the Academy Courses, we have added the Academy Progress Report into the standard reports list. As ever, the report will be available to anyone who has permission to see it, so you will need to update your report permissions to give access to the report to yourself and any others who may need it.
Upgrades Released w/c 26th February 2018
Just one small update from the last development sprint, we've given you the ability to select more than one person as the Co-Pilot on your projects. Meaning that any additional Co-Pilots added will be able to see the projects on their dashboards.
Upgrades Released w/c 19th February 2018
AEC Only - Fee Estimator Updates
As mentioned in my last email, we've made some small updates to the existing Fee Estimator tool as follows:
- To add a new workstage, there is now a simple 'Add Your First Workstage' or 'Add Another Workstage' button rather than the empty editable line which was there before. Making it a little clearer for you to see how and where to add new workstages to the project, without any extra clicks. Nice and simple!
- One of the header names in the Fee Plan section has been updated, as we found that the new language works better universally. Profit Target % is now Retention Target %
- We've updated the calculation for the Profit Estimate %. Previously this would inflate profit estimate percentages if you had used the Resource Profile for some but not all stages of a project. We've changed it so that the Profit % is only calculated on the stages which have a Resource Profile built against them.
Fee Estimator New Functionality
These changes also mean we have been able to add some great new functionality which allows you to split project workstages down to work item level. Meaning you can budget in a more detailed way and that time can be booked to individual work items as opposed to the whole stage.
We've created a quick introduction movie to show you how it will work, so click on this link to have a look Detailed Fee Estimator Intro
So if you want to continue using the simple fee estimator and create your Budget/Fees in the same way as you always have, that's absolutely fine, but we hope you will find this new detailed fee estimator option really useful too!
Upgrades Released w/c 1st January 2018
User Figures Admin Tool
We've added the option to either delete or add new entries within the User Figures tool and we've done a lot of work behind the scenes to make the tool more robust and more intuitive.
Further Update to the Main Search
We have now completed updates to the way we store information in CMAP.
Previously a name (project name, contact name, company name etc.) was stored as one long string. So with the new search 'starts with' function, if you searched for a word in the middle of this string, it would show no results.
We have split out the different elements of the names when we store them, meaning you will be able to go back to being able to search for words in the middle of a name just like before.
Report Builder New Content (CMAP BI)
There have been some new fields and report types added into the Report Builder which may be of interest:
We've added a new report type for Tasks, which will surface data relating to the workstage tasks from your CMAP Fee Estimator.
We've also added sales and revenue data into the Targets report type.
Hours booked has been added into the Resourcing report type so that you are now able to do comparisons between this and the resourcing data.
For the Projects report type, we have added the approved, approver and approved by date fields for Fee Estimator approval.
In the Timesheets and People report types, we have added the working hours between dates field.
Upgrades Released w/c 18th December 2017
This development sprint was heavily focussed on Performance Improvements. The majority of this being behind-the-scenes work on enhancing your CMAP experience.
Update to the Main Search
As part of the Performance Improvement work, we've made a change to the search at the top-right of CMAP. Previously, it would search for the text you entered anywhere in the word, so searching for "Cas" would bring back "Castle" but also "Newcastle", returning far more results than were actually useful. We've changed it now so it searches from the start of the word, so "Cas" will return "Castle" and "Cassidy" but not "Newcastle" anymore. Hope that makes sense?
Project Bio field in Grids
We have also added the Project Bio field as an available column when you customise any of the Grid views for Leads, Projects & Potentials.
Upgrades Released w/c 4th December 2017
Hide Locked Stages in Timesheet
The default setting is that CMAP displays locked Fee Estimator stages in the timesheet, but they are greyed out and not selectable. We have introduced a new feature which will hide locked stages from the timesheet. If you'd prefer this set-up, let me know and I can arrange to enable it.
Invoice Total Variance
If you’re running the AEC Edition, you can skip past this one. We all know that when scheduling invoices, the total goes red when it doesn't match the value of the project. We've now added an extra number to tell you the difference between the two values so you don't have to get your calculator out!
Build Budget From Resourcing (AEC Edition)
If you’re running the AEC Edition, and you’re licensed to Resourcing Advanced, you can now use the schedule of days from the Resource Schedule to build your budget of days in the Fee Estimator. You do this by clicking into the Fee Estimator and selecting Build Budget from Resourcing. We will be looking to roll this out to other CMAP Editions in the future too.
Export To Excel (AEC Edition)
You can now export the various panels of the Fee Estimator to Excel, including the invoice schedule. Just select the Export To Excel option from the Actions dropdown menu.
Quoting By Square Footage (AEC Edition)
As well as the popular, fee-driven budgeting using the Percentage of the Construction Cost, we've now added the ability to flip the Fee Estimator to quote using a price per square foot too! You'll notice Construction Cost is now a link. If you click it, a pop-out will appear allowing you to switch to use price per square foot instead.
Filter Update On Staff Availability & Utilisation Reports
We've changed the Exclude Potentials filter on the above reports to give you some more options. You now have the ability to run the reports for 'Live & Potential' projects, 'Live projects' only or 'Potential projects' only.
Push And Pull Fee Estimator Tools (Non-AEC Edition)
We've added another option to the Grab Fee Estimator feature, which enables you to select elements from lots of different Fee Estimators and use them in your project. As such, the Grab Fee Estimator tool has been renamed to "Push into Fee Estimator", and the new tool is named "Pull from Fee Estimator". You will find both of these options in the More Stuff menu of your Fee Estimator.
Dates in My Scheduled Invoices Dashboard
A simple upgrade to the My Scheduled Invoices dashboard which now usefully tells you the date that the invoice has been scheduled for.
Upgrades Released w/c 25th September 2017
AEC Fee Estimator Upgrades
Any panels which you don't need right now are easily collapsed and CMAP only shows the ones required when you choose to create your budget in a certain way. This not only tidies up the page but also avoids any confusion when updating your Fee Estimator.
Dedicated bid stage functionality
Marking stages as 'Bid' means they are easily identifiable to people working on the project and also means you will have the capability to filter these out of the key reports and calculations in CMAP BI.
Toggling between Stage end dates or Duration (weeks)
One of the more subtle updates is that we have given you the ability to enter stage end dates using either the number of weeks or using 'in-between' dates, whichever you prefer. Simply switch between the two formats by clicking the new toggle icon next to the end date column. It's as easy as that!
Expenses allowance values for zero fee stages
Expense allowances (formally the Expenses Retention % column) can now have a monetary value entered if the stage has no fee. This is particularly useful for giving your team an expense budget for bid stages.
N.B. The lack of a % symbol indicates it's a monetary value
Comparison between your original fee plan to your resource plan
In the past, as soon as you started to build your resourcing budget, CMAP replaced your original plan so you lost sight of what you thought was going to happen at the outset. This is no longer the case...
We've introduced two new panes, which allow you to compare your orginal fee plan target with your Resource Profile Estimate.
Also, there was no link between your resourcing data in the Resource Profile of the Fee Estimator, that's changed too... Now you can see your actual resourcing data in the Resource Profile area of the Fee Estimator, saving you having to flick between the two pages.
Upgrades Released w/c 11th September 2017
Reports Menu Changes
We've introduced the new side bar menu (already launched for the Finance and Admin tabs) to the Reports tab. Now, rather than being listed in the order they were created in, they're ordered alphabetically. This nicely rounds off the user interface changes for these areas.
If you've got the CMAP BI module, you'll now be able to publish reports to "Categories", making it easier to order and group reports together. You can create your categories using the "Dropdown List Options" tool in the Admin area. Of course, all of your existing custom reports won't be categorised (all the uncategorised reports are grouped together). You just need to re-publish them, selecting the appropriate category.
Invoicing Calendar Colour Coding
We've added extra colour coding that allows you to see the payment status of invoices. Blue still means the invoice is scheduled. Grey still means the invoice has been created. The new green coding indicates that the invoice has been paid, helping you to get a feel for the aged debt you're carrying in the report.
Xero Logged In Company (Xero Integration)
Once you've authenticated the Xero tool, CMAP now displays the company you're logged into. This makes things crystal clear, avoiding you having to re-authenticate to be sure you're in the correct company.
Upgrades Released w/c 28th August 2017
Admin Tab Changes
In preparation for the new security update, we've split out the pure finance tools from the system admin tools. You'll find finance tools such as Rate Cards, Manage Exchange Rates, etc., are now housed in the new Finance tab (more on that below). The biggest change is the layout. We've introduced a new sidebar menu, which has enabled us to categorise the tools. So, rather than viewing them in the order they happened to be created, project tools, user tools, etc., are grouped together for ease of use.
We've created a new Finance tab to give finance users a dedicated place to go in CMAP. All of the finance tools have been relocated from the Admin tab into here. The Xero integration can also be accessed here, too.
N.B. Before the new security update goes live, any user with "Finance Admin" permissions will be able to access the Finance tab. I'd recommend double-checking your user permissions to make sure users have adequate access. "Admin" access will only give users access to the Admin tab.
Upgrades Released w/c 31st July 2017
Add Address in Invoice Layout Page
If you invoice from CMAP, you've probably hit the roadblock of coming to invoice... only to find there's no Address to select. In order to add one, you had to navigate away to the company profile page, key in the address, save the change, then navigate back to the invoicing page. A little long-winded. Now, if you hit the invoice layout page and find there's no address, you can simply add one in via the new "Add Address" pop-out. No navigating away. Nice and easy.
Security Overhaul Update
It's been super-busy on the security front here at CMAP HQ. We've done a ton of work behind the scenes to tie the front end up to the new permissions engine. In layman's terms: making sure the group settings you select actually do something. We're also nearing the point where we can split-out and—therefore—phase the roll-out, rather than holding-off until we can draw a line in the sand and move everybody across in one fell swoop. This means some of you "early adopters" will be able to move over in approx. 2-4 weeks. And if you need more time, don't worry, you can hold off for a little while longer. We'd recommend that you double-down on your efforts to plan and prepare your groups/users. We're almost there!
Upgrades Released w/c 3rd July 2017
The Contacts Grid has given CMAP a huge leap forward in its CRM capabilities. We've now launched the Company Grid, with all the functionality you know and love (customising columns, live-editing fields, et al.). This rounds off the CRM overhaul quite nicely!
Tags & Favourites in Grids
You can now search on Tags and Favourites in the Contacts & Companies Grids. For Tags, the search works in exactly the same way as a dropdown list field, allowing you to tick-select the relevant Tags to apply to your search. For Favourites, the search works like a Yes/No field. So if you want to build a Favourites view, all you need to do is tick-select "Yes" on the Favourites column search.
Upgrades Released w/c 19th June 2017
We want to give you visibility of our near, mid and long-term development initiatives. This means—certainly for larger items—you'll get considerably longer than two-weeks to plan for the change. And, of course, you get a clearer idea of where our thinking's at/heading. You can access it by clicking your user profile dropdown in the top-right of CMAP.
Wingman Renamed Co-Pilot
Being a child of the 80's, Wingman conjured up images of Top Gun fighter jets and double high-fives. But it turns out that to the children of the 90's and beyond, it means a cruising bars & chatting people up–who knew? Actually, almost everyone it seems. So, we’ve renamed Wingman to Co-pilot.
Grid Defaults to Contains
Nine times out of ten, when you apply a text-based filter, you'll use Contains. So it made perfect sense to make Contains the default setting.
Grid Pipeline Totals
We've introduced totals for columns that display converted values. If you have projects in GBP, USD, EUR, etc., this makes sure you end up seeing accurate totals.
Grid Delete & Un-share Views
You can now delete and un-share any views you have created, which will make it muuuuuch easier to manage your views.
Grid Status Filter
We've introduced a Status filter, which will allow you to build searches and views for Lost potentials.
Grid Edit Start & End Dates
You can now live-edit the project's Start and End Date in the grid, making pipeline review meetings even more... enjoyable!
Upgrades Released w/c 5th June 2017
Leads Overhaul (Ideas Forum)
The Leads module now has the grid treatment! Let's find out what's new...
Leads used to be a tracker, capturing the very top of the sales funnel: all the early stage, woolly, unqualified opportunities. The functionality allowed you to (a) capture a record of the opportunity and (b) set a sales follow-up action; but that was about it.
The new grid interface has allowed us to open up the number of fields you capture. In fact, all the fields you capture at the Pipeline stage are now available. This means you can give your Lead a Title, confirm the Sector, as well as capture any custom fields you've created. Given that some of the Pipeline fields may not be known at the Leads stage, the key difference is that they're not mandatory until you convert it into your Pipeline.
As well as being able to capture more information and view and interrogate it in all the wonderful way you can with the grid, you can also key in an "Estimated Price", allowing you to put a number to the opportunity - but without the need to use the Fee Estimator.
If you subscribe to Leads, bon appétit! If you'd like to learn more about Leads, or wish to add it to your annual license, feel free to drop me a line.
Upgrades Released w/c 22nd May 2017
Contacts Grid Address Lines
We've added the address lines to the Contacts Grid e.g. Line 1, Line 2, City, Country, etc. This will allow you to build some pretty neat searches e.g. show me everyone with the word "Director" contained in their job title in the city of "London".
On a wider note, we've received some great feedback on the grids. We're going to be reviewing the suggestions over the next couple of weeks, with the plan to add further enhancements in June. If you have suggestions, please feel free to send them over.
Expense Categories in Budget vs Actual
CMAP used to just display the expense item description in the Budget vs Actual page. Which is useful, of course. To make it doubly useful, we're now prefixing the items with the category. So an item that would've previously said "Round trip to client office" will now say something along the lines of "Train Tickets - Round trip to client office".
Expenses Import Admin Tool
We've taken the Expenses Delegates / import from CSV functionality further. Previously, the "delegate" would have to create separate claims for all the relevant users, and then import the items into each claim separately. We've now created an Admin Tool that will allow you to import centrally. All you need to do is provide an identifier for the user (e.g. First Name & Last Name or their email address) and if the user has an open claim, the items will be imported. If the user doesn't have an open claim, CMAP will automatically create one with "MM YYYY" as the naming format.
Grab Fee Estimates Enhancement
You can now grab fee estimates from within the same project. This essentially gives you the ability to copy Fee Stages. All you need to do is search for the same project, and you will copy + paste within that project. Nice and easy.
Over-Type Billable Time (Resourced Time & Materials)
We've given you the ability to manually over-type hours in the Approve Time to Invoice section of the Resourced Time & Materials billing process. So, if a user has booked 7 hours, for example, you can manually over-type that to 8. This gives you a greater level of control than either just billing the booked hours or rounded up/down hours.
Hide Unbudgeted Roles (Resourcing Advanced)
For users on the AEC Edition, all roles added to the Resource Profile would appear in the Resource Schedule, regardless of whether their was a budget or not. Now, you can hide the unbudgeted roles in the Resource Schedule, so you can just focus on the roles you need to resource.
Upgrades launched w/c 8th May 2017
Contacts Grid (Ideas Forum)
The Contacts Grid will revolutionise the way you use and manage your contacts database. It gives you the ability to build search queries e.g. show me all contacts with the word "Director" in their Job Title and where "Joe Bloggs" is the Contact Owner. The ability to customise your views and see the detail that you need on the page e.g. the Groups contacts are members of in one central view. The ability to live-edit contact details right in the grid, just like you would in Excel. And a new tool to merge duplicate contact records. The first time you access the Contacts tab, you (and all your staff) will be taken through the changes with an in-app announcement.
Pipeline Grid (Ideas Forum)
If your version of CMAP runs the Pipeline module, this has also undergone a user interface overhaul. The Pipeline Grid gives you the freedom to choose whatever columns you want in whatever order, rather than just in the current rigid, hard-coded structure. What's more, just like with the Contact Grid, you can live-edit key details e.g. the Sales Stage, Probability, etc. in the grid view—no more clicking in-and-out of projects every time you want to make a change! As with the Contacts Grid, there's an in-app announcement awaiting all your users to guide them through the changes.
Projects Grid (Ideas Forum)
The Projects tab has received the grid treatment, too. We've kept the tile view as an option, but given you the ability to flip to the grid view. The grid view enables you to see projects in a list and, of course, you'll have the freedom to customise your columns, save your own views and live-edit key fields. There's in-app guidance for this, too!
Upgrades Launched w/c 24th April
Bug Fixes & Reengineering
Have you ever wondered why so many app releases just say something like "bug fixes"? Let me explain...
Bug fixes may sound like the most unglamourous thing in the world. In reality, most of the work app developers do (from Google to Amazon, Instagram to YouTube, and beyond) are "bug fixes". This just means the app should run smoother and faster than ever. Bug fixes are actually foundational for an easy to use app. New features are great (of course!) but a well running app is even more important.
Each bug fix makes for a better app. And a better app means happier users. Bug fixes normally go unsung, but we wanted to let you know we're continually working on them, each and every sprint, making CMAP harder, better, faster, stronger.
As you should be aware, the new Security tool is available in the Admin area. Ahead of the official launch (when the current permissions will cease and the new groups will kick-in) in approx. 6-8 weeks, we recommend you take the time to start planning and building the groups you'll require. If you have any questions, need assistance, anything at all, please don't hesitate to get in touch.
Report Builder Updates (CMAP BI)
We've been adding enhancements to the way CMAP saves views. If you came into a saved Report Builder report and started to play around with the columns, this was actually live updating the published report. We've changed this now, so that the published report is only updated once you've hit "Save".
Upgrades launched w/c 13th March
Timesheet Preferences (Ideas Forum)
We've given each of your users 3 Timesheet Preference options (1) the timesheet removes any rows that didn't have time booked to them the previous week i.e. what it always did (2) the timesheet removes rows that haven't had time booked to them for four consecutive weeks (3) the timesheet doesn't remove rows full stop, meaning users explicitly choose when rows are removed from their timesheet. This should give people enough choice and flexibility to get the most pleasurable user experience for them.
Company Creation Controls on Project Entry (Ideas forum)
CMAP used to create company records on the fly when adding new projects. We felt some extra controls to prevent dupes and maintain the quality of the database would be useful. Now, only users with Create & Edit and Full Access to Contacts can create companies when adding new projects (other users will have to request for companies to be created). However, rather than just creating the company name and a contact (which is all that was previously captured), if CMAP doesn't already have the company, clicking the "Add New Company / Contact" link will give them a pop-out that prompts them to fill in as much detail as they're aware of (giving you a means to capture things that are currently missed e.g. telephone numbers, email addresses, etc.).
Delegated Activity Information (Ideas Forum)
We've given extra guidance to users, showing them who delegated activities to them. This is visible in 2 places (1) We've added read only Created By and Created Date field to Activities—if you click Edit, you'll see it (2) We've added an extra column to the My Activities dashboard, displaying the user that created the activity.
Copy Email Campaign (Marketing)
If you're running Email Campaigns in the Marketing module, you'll be pleased to hear you can now copy an existing email campaign. When you choose to make a copy, a new draft campaign is created called "Copy of...". CMAP won't pre-populate the contacts, instead allowing you to choose new recipients from scratch.
Expenses Report Update
We've added a Reimbursable column to the Expenses Report to show whether the item was reimbursable or not. This completes the report and truly gives you the "full picture" view of expenses.
Copy Email Campaign (Marketing)
If you're running Email Campaigns in the Marketing module, you'll be pleased to hear you can now copy an existing email campaign. When you choose to make a copy, a new draft campaign is created called "Copy of...". CMAP won't pre-populate the contacts, instead allowing you to choose new recipients from scratch.
Expenses Report Update
We've added a Reimbursable column to the Expenses Report to show whether the item was reimbursable or not. This completes the report and truly gives you the "full picture" view of expenses.
Upgrades launched w/c 27th February 2017
Client POs Upgrades
Client POs used to exist at the project-level. That is to say, if you had PO Number 1234 on one project, and PO Number 1234 on another project, CMAP saw them as two separate POs. We've changed the logic so that POs now exist at the company-level. This enables you to create one PO Number 1234 that applies to as many projects as is required. This approach enables you to answer questions such as "how much of this PO have we got left to use up?" in CMAP BI.
Move Timesheet Entries Admin Tool (Ideas Forum)
We recognised that the process of re-opening a timesheet to move time around wasn't always the quickest or slickest of approaches. So, we've launched a new Move Timesheet Entries admin tool that will enable you to transfer time between projects and internal codes. The tool allows you to move time, not manipulate the hours. If you need to manipulate the hours up or down, the Re-Open a Timesheet tool is the place for that. This protects certain things e.g. the full number of working hours being accounted for in the week.
Workload Schedule Upgrades (Resourcing Advanced)
We've made some significant upgrades to the Workload Schedule tool. Sit comfortably. Firstly, we've given you the ability to toggle the view between days and weeks (currently it only gives a week view). Secondly, we've given you the ability to toggle the allocation view between time (i.e. days/hours) and percentages—previously it only displayed in percentages. Thirdly, we've added a tooltip hover-over to over-allocated users explaining how over-allocated they are. Fourthly, we've introduced the ability to open a project in a new tab (previously, you had to leave the page an navigate there manually). Fifthly—and finally—,we've introduced an Individual Workload Schedule dashboard that gives the user their own personal view. Phew!
The Workload Schedule is available to all users running Resourcing Advanced. In a nutshell, it allows you to quickly move (by dragging + dropping) resourcing between users in one interface to iron-out niggles, rather than having to click in and out of project's Resource Schedules. If this sounds of interest, drop me an email and I'll arrange for our Support team to set it up.
Extra Bookmarks (Documents)
If you subscribe to the Documents module, you'll be pleased to hear we've added extra bookmarks to use in your Word templates. What's more, we've updated the admin tool to give you a full list of all the available bookmarks, as well as some pointers on how to use them. Head to the Manage Document Templates tool and check it out!
Upgrades launched w/c 13th February 2017
Fee Estimator Templates Save Expense Handling (AEC Edition)
If you are running the AEC Edition with the Chargeable Expense Handling feature enabled (which allows you to create recharging rules for specific categories e.g. setting all flights to chargeable), you can now save those rules within your Fee Estimator templates. Currently, CMAP used to only go as far as saving the Externals, meaning you had to create chargeable expense handling rules from scratch on every new project. If you have standard recharging agreements, this should speed up your project set-up processes. TIP: You can override your existing Fee Estimator templates to factor these in.
Contacts Display Bounced & Unsubscribed (Marketing)
Whilst CMAP knew the contacts that had bounced or unsubscribed from your email campaigns, this information was previously only visible in the campaigns themselves. We've added a new field on the contact profile page to display their Email Marketing Status.
Contacts Export Updates
When we first created the contacts export, we envisaged it would be used for simple mail merges. It became apparent that the use-cases went way beyond that, so we''ve added in all the fields—every single one—including any custom fields you've created for your contacts.
Contact Link on Project Details Page
The Company field on the Project Details page has been a link for quite some time. We've applied the same logic to the Contact field, too. A simple change, but it completes this area.
Upgrades launched w/c 30th January 2017
Invoiced To Date on Story So Far
Every version of the Story So Far now contains the Invoiced to Date value. This gives you a more complete picture of where you are, so you don't need to click between multiple screens or run a separate report.
Ideas Forum Replacement
We brought forward our planned work to replace the Ideas Forum with our new client feedback tool. As a result, we've disabled the ability to access the CMAP Community. This will give us the chance to cleanse and migrate the data ahead of the roll out of our new, exciting tool. Keep your eyes peeled for more on that very soon!
Upgrades launched w/c 16th January 2017
Default VAT Rates on Expense Categories
We've added a new Manage Expense Category Default VAT Rates tool to the Admin area, which - wait for it - allows you to set a default VAT rate for each of your expense categories. For example, you can set food & drink items to default to 20%, train tickets to 0%, etc. Users will still be able to update the VAT Rate (of course), but CMAP will apply the default you have set initially. This should speed up the approvals process as this should translate into a much higher degree of accuracy.
Start From Scratch in Fee Estimator (AEC)
Once you applied a Fee Estimator template in the AEC Edition, there was no going back. Sure, you could delete out all the stages and manually key in new ones, but you couldn't get back to the beginning and change your fee approach (e.g. from Fee-Driven to Resource-Driven) or apply a different template... until now. Now, when you delete out all the stages, CMAP takes you back to the tool where you can choose the fee approach and template. Ta-da!
Closed Project Email Alert
We have all sorts of alerts for when a projects state changes (i.e. when they're won, when they're lost, etc.), but we haven't had an email alert for when a project has been closed. This is now available, and should assist any project closure activities e.g. project reviews, sending satisfaction surveys, etc., you may have. Let me know if you would like to start taking advantage of this email alert
Upgrades launched w/c 2nd January 2017
Contact Group Ordering (Ideas Forum)
Contact groups used to simply list contacts alphabetically by surname. This meant if you had 5 contacts at the same company, they'd be jumbled-up in the list of search results depending on what the starting letter of their surname is. We've changed the logic to order first by company name, and then alphabetically by surname within companies.
Report Builder Updates (CMAP BI)
We've been working on exposing new data fields, as well as laying the ground work for further enhancements to the filter options in CMAP BI's Report Builder tool. If you'd like to know more, please do get in touch
Upgrades launched on Monday 19th December 2016
CMAP is now full of handy tooltips (information hover-overs) that explain what you're seeing on page e.g. what fields means, what they do, what the calculations are, etc., etc. This should make it easier for you to get new employees up-to-speed, as well as provide seasoned CMAP pros with useful tips and guidance.
Custom Field Invoice Bookmarks & Tooltips
We've updated the Custom Field Manager admin tool, giving you the ability to create invoice bookmarks and tooltips for any fields you've created for projects, companies and contacts. Once you've created your invoice bookmark, all you'll need to do is update your templates in the Manage Invoice Templates tool. The tooltips will appear wherever they need to be applied in the system. And if you subscribe to CMAP BI, your tooltips will appear as handy field explanations for any custom reports you create.
Exchange Rates Admin Tool Upgrades
We've updated the Manage Exchange Rates admin tool to give you the ability to control the period (i.e. start and end date) between which exchange rates are applied in the system. This frees up the possibility to retrospectively apply an exchange rate, by pushing the start date of the new rate back in time to a preferred date.
Clash Group Multi-Select Dropdown List
We've replaced the fiddly method of creating a user's time off clash group (by keeping hold of the Ctrl key and individually clicking each user) with a simpler multi-select dropdown list. This will make it much easier for you to control clash groups. This is just a precursor to a complete overhaul next year - so keep your eyes peeled!
Upgrades launched on Monday 5th December 2016
Purchase Transactions Renamed Purchase Invoices (Purchase Invoices)
Purchase Transactions is now known as Purchase Invoices. We feel this is a more straightforward name for the module as, ultimately, that's what it's all about.
Purchase Order Updates (Purchase Orders)
Now that we have a mechanism to control the approval of Purchase Invoices (launched last sprint - get in touch if you'd like to know more!), we've tightened up a few more elements on the Purchase Orders side of things. Firstly, if you subscribe to Purchase Orders, the first column in the Single Line Purchase Invoices admin tool is now the PO field. Since you will already have the project, supplier, etc., linked to the PO this allows CMAP to pre-populate the information, rather than have you key it in every time. Secondly, we've updated the Purchase Order Status report to make it a "working report", so you can close POs. It also includes extra information, such as the PO value remaining, the currency the PO is in, the budgeted Additional it has been linked to, who the Project Manager is, who created the PO and extra filters on the PO status. If you're subscribed to Purchase Orders and want a more in-depth run-through, get in touch. And if you're interested in subscribing, get in touch and I'll arrange a demonstration.
Fee Type Filter on Invoice Report
You can now filter the Invoice Report by Fee Type, which is really useful if you do a mixture of Fixed Fee and Time & Materials work and want to clearly split the values out. Bon appétit!
Upgrades launched on Monday 21st November 2016
Purchase Transaction Approval (Purchase Transactions)
We've added a new optional feature that prompts Project Managers to approve Purchase Transactions entered against their projects. This makes it easier for finance to know whether they should (or shouldn't!) be paying suppliers. Only approved purchases will be available to push through to the accounting package (if you subscribe to an integration, that is) and it gives a new level of control for this area. As I say, this is an optional feature (you can still continue to use Purchase Transactions as-is if you'd prefer), the choice is yours. Let me know if you want to know more or would like to have it enabled
Duplicate Purchase Transactions Alert (Purchase Transactions)
CMAP now warns you if you've already entered a Purchase Transactions with the same invoice number from the same supplier when you manually enter it via the batch tool. This will (a) prevent duplicates making it into the system and (b) prevent you having to subsequently delete the duplicates out.
Additional Invoice Bookmarks
You have new invoice bookmarks for Project Manager, Wingman, the currency symbol (e.g. $, £, €, etc.) and the currency ISO code (e.g. USD, GBP, EUR, etc.). These are available to add to your invoice templates right now.
Staff Utilisation Report Holiday Filter (Resourcing Advanced)
The Staff Utilisation report used to filter out holidays booked by users from their annual leave allowance... but not public holidays. We've updated the code to make sure that any public holidays, office closure days, etc., are also filtered out of the report.
Upgrades launched on Monday 7th November 2016
We've introduced a new "Edit Dashboard" link in the Dashboard's blue sub-navigation bar. Clicking this link takes you to the editing tool, where you can add/remove dashboard boxes and drag + drop to reposition (anywhere on screen) and resize (to any scale) the boxes you choose to have on your dashboard. Not only does this make the standard dashboards more user-friendly, it opens up something verrrrrrry exciting indeed...
Custom Dashboard Publishing (CMAP BI)
You can now publish custom dashboards via CMAP's brand new BI (Business Intelligence) module (which contains the Report Builder tool). Our beta testing group can now take full advantage of this, but fear not, the BI module is nearing full release. Now, the world really is your oyster. Want a breakdown of your pipeline value by month as soon as you log in? You got it. Want to see what the gap is to your annual revenue target, right before your eyes? No problem. A list of projects which are heading waaaay over budget so you can have the relevant conversations early on? Coming right up. Very soon, whatever information you want can be displayed right on your dashboard in a variety of formats (pie charts, column charts, etc., etc.). Keep your eyes peeled!
Upgrades launched on Monday 24th October 2016
We've introduced the ability to authorise users to add, edit and submit expenses on behalf of other users. To set this up, you need to navigate to the user profile page and select one or more "Expenses Delegates" who are authorised to process expenses for that individual. Any users that have been an Expenses Delegate will see a dropdown in the Expenses tab that sets whether they are processing expenses for themselves, or someone they are an Expenses Delegate for.
Would it actually be simpler to import expenses items from a spreadsheet? For example, from a credit card statement, printer report, etc. Well, now you can import expenses from a CSV file. All you need to is map the columns in your spreadsheet to the required CMAP fields.
Client Payment Terms
Payment terms has been added as a company field (captured on the Company Details page). This makes two new bookmarks available (1) for Payment Terms (2) for the Due Date. Other than enhancing CMAP's invoicing capabilities, this also opens up the future possibility of debtors reporting via Report Builder.
Bill as Scheduled / Incurred (AEC Edition)
When you add an External, you can now specify whether you wish to bill as "scheduled" (e.g. for larger, budgeted externals, like consultants) or "incurred" (e.g. rechargeable expenses). When you add a purchase transaction or re-chargeable expense item to an External flagged as "Bill as Incurred", CMAP will automatically update the Cost & Sale Price and include the item for selection when you come to raise the next invoice.
Multiple Client PO's
You can now add multiple client PO's to your projects. Not only that, you can enter a value for each PO! For users of our Consulting Edition, this opens up the possibility of resourcing to the value of the client PO. But for everyone, when it comes to invoicing, you'll also be able to select the relevant PO from a dropdown list if you have more than one linked to the project (which will be rather more elegant than what you're doing now, no doubt!) and it opens the possibility of comparing invoicing to the PO value via Report Builder.
Upgrades launched on Monday 10th October 2016
Workstage End Dates
Rather than setting a duration in weeks on the stage, you now simply set an end date. This change will make it easier to account for stages that overlap or where there's a gap between one stage finishing and the next one starting. Better still, there'll be no more finger counting to figure out how many weeks away a certain date is! There's more! You are also no longer limited to stages only starting on a Monday and finishing on a Sunday, the full calendar is available.
Fee Retained When Flipping Time Charge to Fixed Fee
When you used to flip a Time Charge stage to Fixed Fee, the fee value would be lost. This meant you either had to write it down or memorise it! Not anymore, you don't. The fee value is now retained so you can flip fee type and lock in the value with no fuss.
Resource Profile Days / Hours Toggle
Whilst days works well for larger projects, for some of the smaller projects hours is actually a more intuitive unit of time. So you'll be pleased to hear we've introducing the ability to toggle between building a Resource Profile in hours or days. We can set your default view to whichever you'd prefer. You're currently set to default to days, but if you'd prefer hours let us know and we'll take care of the rest. You can still toggle anyway, of course!
Invoice Line Notes & Copy Previous Notes
We've launched the ability for you to (1) add notes to individual invoice lines and (2) copy notes from a previous invoice. An optional text field now appears under each invoice element, and if you don't fancy typing in the narration from scratch, you can pull through the notes from a previous invoice. You won't need to make any changes to your invoice templates, as the text will be automatically applied directly below each invoice line.
Upgrades launched on Monday 26th September 2016
New User Interface
The next time you log into CMAP you’ll see our brand new user interface. Why have we done this? For two key reasons: (1) we felt it was time for a bit of a refresh (2) we needed to make some changes to the layout in order to make the publishing of custom dashboards from Report Builder possible. That’s right, custom dashboards are nearly here! The new design is actually rather subtle. It’s more a nip here, tuck there, than a complete redesign. This means you should be able to crack on with no head-scratching. At least, that’s the plan. We’ve also launched in-app guidance to orientate your users when they arrive at pages with significant layout changes. We hope you like it as much as we do!
You now have the ability to create invoices as a PDF file (as well as in Word, too, of course). The “Create Invoice” button now displays the file format that will be applied. At this moment in time – since invoices have only ever been created as Word files until now – your organisation's default file format is set to Word. We can change the default file format to PDF if you’d prefer. Just let us know and we’ll make the change.
Upgrades launched on Monday 12th September 2016
Budget vs Actual Horizontal Scrolling
As your project grows, and grows, and grows, more and more stages are added to your project's Budget vs Actual, as each stage (quite rightly) gets its own bar chart. Sometimes CMAP reaches a tipping point where it struggles to fit them all in the window. So, we've introduced scrolling to this area to fix this issue. There'll be no more screen wrapping as CMAP tries to squeeze every chart into a one-size-fits-all window.
Report Builder Update
We've had some great feedback from our beta testers, so we've been busy incorporating their comments as well as getting a few planned items released, including publishing (making your report available to run outside of the tool itself), sharing (allowing other users to view your custom reports), linking (combining data from different tables) and a load of extra data fields. We've got some exciting developments that will be announced very soon, so keep your eyes peeled!
Upgrades launched on Monday 15th August 2016
Grab Fee Estimate (Fixed Fee & Resourced Time & Materials Fee Types)
Do you ever come to quote from a project and think: it's actually just a bit of Project X, a little of Project Y and a chunk of Project Z. Wouldn't it be great if you could just "grab" the relevant elements from those projects and stick them straight into the Fee Estimator of the project you're quoting for? Well, now you can. If you navigate to the project you want to nick the Fee Estimate from and click the "More Stuff" dropdown, you'll find the "Grab Fee Estimate" option. Once selected, CMAP gives you tick boxes to choose the Tabs / Fee Stages that you would like to copy. Once you're happy, click "Copy" and select the project you want to push it into it. Hey presto, the Fee Estimate will now appear in the project.
Part Win Emails (Fixed Fee & Resourced Time & Materials Fee Types)
We've tweaked the optional project win email announcements to make sure that if a project is part won, an email alert is sent confirming the relevant details e.g. the value of fees that have been part won... and the fact it is only a part win.
Report Builder Beta Phase 2
Phase 2 of the Report Builder beta test has kicked off and we currently have a much wider group of clients testing the tool. This phase of the beta test will run for just over two weeks, so expect to hear more in September!
Upgrades launched on Monday 1st August 2016
Last Updated Audit (Ideas Forum)
This has been a hugely popular idea on the CMAP Community Ideas Forum, so we're pleased to announce we've released it into the product. CMAP now displays when the Fee Estimator, Resource Schedule and Project Details page were last updated and when e.g. Last Updated By: "Tom Rains: 02 Aug 2016 10:45".
Additional Time Flag on Invoicing (Resourced Time & Materials)
If you (a) run the Resourced Time & Materials fee type and (b) use CMAP's Additional Time feature, you'll be pleased to hear there's now a flag against time entries where you approve time to invoice, letting you know whether the time recording was an Additional Time entry. This will make it quick and easy to determine whether you should (or shouldn't!) be billing that time on to the client.
Report Builder Update
We have had comments back from clients on the first phase of the Report Builder beta group, which we've been busy incorporating - thanks to the client that were involved! The initial feedback has been excellent, which hopefully pleases you as much as it pleases us. Progress is good and we're still on track to launch the much wider second phase of the beta test group in the next couple of weeks.
Upgrades launched on Monday 18th July 2016
Project Extensions Changes
We've made some changes to project extensions in CMAP. These changes are mainly focused on achieving two aims (1) enabling you to add extensions with different rates to the original project / handle scenarios when there's a change in rates (2) enabling you to start reporting on extensions in the Report Builder (currently extensions are simply merged into the original project, losing that data, therefore no reporting on extensions has been possible). The key change is that rather than "merge" the extension into the original project, the extension is treated as a separate, linked project. Extensions are then differentiated with an alphabetical suffix. So, if you create an extension for project 1234, it will be given the project code 1234a. The next one, 1234b. Etc., etc.
Print Budget vs Actual
We've altered the formatting of this page, so now when you hit Ctrl + P, the you'll find it's formatted to appear on one page so it's much more printer-friendly. You'll find the Story So Far now appears at the top of the page.
New Filter on Recognised Revenue Calendar
A new "Client" filter has been added to the Recognised Revenue Calendar, giving you a new slant on the numbers.
Sage Expenses Export
We've made a tweak to the Sage Expenses export, adding a blank column for "Extra Reference". This completes the mapping, meaning you shouldn't need to do too much manual work to get the data uploaded from CMAP.
Upgrades launched on Monday 20th June 2016
Report Builder Update
As you know, for the last couple of months we've been working hard on a new Report Builder module for CMAP. We're about to begin the 1st phase of beta testing with a small group of volunteers, before moving onto a wider 2nd beta phase. If you'd like to get involved in the 2nd phase, do let us know.
Upgrades launched on Monday 23rd May 2016
Placeholders on Staff Availability Report (New Resourcing Advanced)
We've changed the Staff Availability Report so it now includes Placeholders. The format has had to change a little, so it now groups users by role, rather than listing alphabetically by surname. This means it has greater synergy with the Staff Utilisation Report.
Future Resource Cost (AEC Edition)
For AEC users running the new version of Resourcing Advanced, the future schedule cost was using the users role cost rate, rather than their individual cost rate. We've altered it so it's only Placeholders that apply the role cost rate. Individuals get their individual cost rate.
Report Builder Update
We've finalised the user interface for the Report Builder and have made great strides creating consolidated data tables for project data. This means very soon there'll be a single source of data to which all reports point. And, we're storing explanations against these data sources (e.g. where the number is coming from, what the calculations are, etc.) that will surface in the Report Builder as tooltips.
Upgrades launched on Monday 25th April 2016
Slight Change for the Next Few Sprints
You should be familiar with how our "development sprints" work. In a nutshell, we choose a bunch of items to develop over a two-week period, lock down and develop them, then announce and release them into the product. This two-week cycle repeats over and over, giving you regular new features and updates. Some of you may have already sensed a slight change over the last couple of development cycles, with fewer items announced for release. This is set to continue for the next few sprints as we work on a major new initiative. Drumroll, please...
Comprehensive CMAP Reporting Update
We are devoting a huge chunk of development resource over the coming months to carry-out a complete reporting overhaul. We've actually been busy working on this for the last few weeks, but it's now the right time to formally announce it to the CMAP universe. We're choosing to be deliberately light on detail at this moment in time, but by way of a little teaser... the end goal is to launch a report building tool, built directly into CMAP, that you can choose to add to your subscription. We will, of course, be working on other essential developments during this time and will continue to send the Pre-Sprint Announcement emails to cover these. When we send the New Features email at the end of the sprint, we'll also give an update on the progress we've achieved with the reports overhaul to keep you up-to-speed. As for timings, extra detail on exactly what's coming, etc., more will be revealed in due course. Keep your eyes peeled!
Upgrades launched on Monday 11th April 2016
Import Invoice Status (Finance Tool Add On)
The Finance Tool Add On exports sales invoices in the required format for your accounting package, making it nice and easy to import them. This has, however, been a one-way street, as you've previously had to manually update the "Mark as Paid" button in CMAP when the invoice has been paid. Alas, this is no more. We've released a new Admin tool that enables you to import a status of "Paid" or "Not Paid" against the invoice. If you subscribe to the Finance Tool Add On, get in touch for more guidance.
Client Sales Overview (AEC Edition)
This report was announced prematurely in the last sprint release, but is now available to clients on the AEC Edition who would like to get an overview of all the business they're currently undertaking, have done in the past and have got lined up in the future with a particular client. We've altered the calculation, so anything <100% Probability appears as Pipeline in the report. With the new introduction of "lost projects" for AEC, it will also enable you to capture the projects that you lose with your clients, as well as how much it cost you to lose them i.e. the value of speculative time.
Resourcing vs Budget Report (New Resourcing Advanced)
The new version of Resourcing Advanced comes with the handy box in the Resource Schedule that gives you feeback on the budget, value of time booked so far, value of the future schedule, and the amount it looks like you'll go over/come in under budget. Well, this report pulls all of those together across all your projects, so you can get a comprehensive overview of the resourcing position across the company.
Upgrades launched on Monday 29th March 2016
Half Day Holidays in Time Off Calendar (Ideas Forum)
Regardless of whether you requested a full day or a half day, CMAP displayed it in the Time Off calendar with a solid square block. After listening to your feedback on the Ideas Forum, we've made it much clearer whether it's a full day or half day. Full days will continually to be displayed as solid square blocks. Half days, however, will be displayed as triangles, diagonally splitting the square in half. The position of the triangle also alludes to whether it's an AM or PM half day.
Time Off Entitlement Notes
We're adding a notes field to the User profile where you can type an explanation of the user's time off entitlement for the year. This note will be visible to the user in their Time Off calendar when they hover over their remaining days count.
Ignore Public Holidays (Auto-Populate Time Off In Timesheets)
This is a build onto the "Auto-Populate Timesheets With Time Off" feature we launched last sprint. There are certain individuals to which Public Holidays won't apply e.g. contractors, part time workers, etc. In the User Profile for these users you can now mark to "Exclude Public Holidays" and it makes sure that when CMAP auto-populates their timesheet with time off codes, it doesn't include Public Holiday's they're not entitled too. This is a user setting that you will need to apply in the Admin area.
Time Off Calendar Monthly View
CMAP's always had a week view and year view, but no month view. Until now, that is. When you're in the Time Off calendar you can now flip between whichever view you like.
Time Off Line Manager View
We're introducing a new view for time off Approvers. This will enable you to filter the Time Off calendar to only show holidays for CMAP users whose time off requests you approve.
Multi-Select Dropdown Custom Fields (Direct Reporting Service)
We've introduced multi-select dropdown custom fields into the Direct Reporting Service. So if you're a user of DRS and you have multi-select fields you're using, these will now be exposed.
AEC WIP (AEC Edition)
We've changed the logic that determines the Future Scheduled Cost value. Now the start date actually plays a part in this report too! When the start date is in the future it only includes the future scheduled cost from the date range selected.
Client Sales Overview (AEC Edition)
We're introducing the Client Sales Overview Report into the AC Edition. We've altered the calculation for the AEC fee type, so anything <100% Probability appears as Pipeline in the report. With the new introduction of "lost projects" for AEC, it will also enable you to capture the projects that you lose with your clients, as well as how much it cost you to lose them i.e. the value of speculative time.
Reasons For Loss Report (AEC Edition)
We're introducing the Reasons For Loss Report into the AEC Edition. Now, when you close a project that has workstages that you didn't win (i.e. workstages <100% Probability) you will be prompted to provide a reason why the remainder of the project didn't go ahead. In order to fully benefit from this report you will need to use the Dropdown List Editor tool in the Admin area to tell CMAP what your reasons should be e.g. "Went With Competitor", "Project Didn't Go Ahead", "Fee Too Expensive", etc.
Upgrades launched on Monday 29th February 2016
User-Based Reporting (New Resourcing Advanced)
I don't think it's wide of the mark to say, this is huge. You can now create custom fields against Users that appear in people-based reports, such as the Staff Availability report. If you really think of your staff being grouped into Teams e.g. by Partner, or Account, you can create the relevant "Team" custom field, add in the relevant options, and then filter to see who's available from that team. Sector experience important? Add that in. Languages? Add that in, too. It opens up a whole new world of people-based reporting. And the good news is there's more in the pipeline!
New Resourcing Tool (Consulting Edition)
Consulting firms running the new version of Resourcing Advanced, you are in for a treat. We've developed a new resourcing tool that's more like an interactive report, enabling you to home in on resources sitting on the bench, highlight whether you're resourcing an extension or new business, etc., as well as drag, drop and all manner of nifty features that brings resourcing together in one place. We're keen to show you this in action, so we'll be getting in contact over the coming weeks. This is the first phase of some rather exciting developments in the pipeline for the Consulting Edition.
Timesheets Remember Projects After Time Off (Ideas Forum)
It's safe to say this has been one of our most popular ideas to date on the Ideas Forum. As you'll be aware, CMAP carries over any projects and internal code timesheet rows you book time to into the following week, leaving behind those that you don't. This means that if you book a week's worth of time off in your timesheet, CMAP leaves behind all your projects, just carrying over your time off internal code. Well, not anymore. If you submit a week of time off now, CMAP looks back to the previous week and pulls across those projects for you. If you're off for two weeks, it looks back two weeks. We're sure this will be very popular indeed.
Auto-Populate Timesheets With Time Off (New Feature)
As a user, CMAP's aware of any public holidays and time off that you are taking (provided you use CMAP's time off functionality, of course). However, you've still been required to manually book time to the relevant internal code in your timesheet. We're introducing a new feature that will auto-populate timesheets with relevant time off internal codes, so users only need to complete time entries for the dates they're actually working. This is an optional feature, so if you'd like to find out more and/or have it enabled, please contact a member of the CMAP team.
Holiday Toggle: by No. of Days or Start / End Date
We're introducing a new way to book time off. Now, rather than just selecting a start date and entering a duration (i.e. number of days), you can choose to select a start and end date instead. The default option (entering a number of days) will remain the same.
Upgrades launched on Monday 15th February 2016
Cross Charge Report: Time (Multi-Office, Walls Down Config)
We've created a new report that shows you how much time should be cross-charged between CMAP offices. The report details the total amount of time per user, per project, that has been booked by users in a different office to the projects location across a specified date range. This gives you all the data you need to make a call on how salaries should be apportioned in your accounting package.
Cross Charge Report: Expenses (Multi-Office, Walls Down Config)
Along much the same lines as the Time version, this report details the total amount of expenses per user, per project, that has been charged by users in a different office to the projects location across a specified date range. This gives you all the data you need to make a call on how these costs should be apportioned in your accounting package.
Upgrades launched on Monday 1st February 2016
Sorting of Names (Ideas Forum)
CMAP ordered by Last Name, but displayed in "First Name Last Name" format, which could get a little confusing at times. We're going to continue ordering by Last Name, but alter the display to "Last Name, First Name" e.g. "Smith, John", rather than "John Smith". This was a hugely popular idea from the Ideas Forum!
Resource to Internal Codes (New Resourcing Advanced)
We've launched the ability to resource to Internal Codes for the new version of Resourcing Advanced. This works in largely the same way as the previous version of resourcing, enabling you to adjust the availability of users to factor in things like Meetings, CPD, etc.
Resourcing Planned vs Actual Report (New Resourcing Advanced)
We've introduced an updated version of the popular Resourcing Planned vs Actual Report that works with the new version of Resourcing Advanced. In a nutshell the report enables you to track what you thought was going to happen vs. what really happened week-by-week, allowing you to spot slippages, over-servicing, etc.
Resource Allocation by Project Report (New Resourcing Advanced)
We're reintroducing the Resource Allocation by Project report into the new version of Resourcing Advanced, but with a couple of upgrades. Firstly, the report splits out into Stages (rather than being the entire project lumped together) and secondly, it provides a cost by individual alongside each user (both at charge out rate, and cost rate). This report will particularly please finance users who want to keep a keen eye on their Project Managers making cost-effective resourcing selections.
Timeline Overlay (New Resourcing Advanced)
This feature automatically applies to AEC users, and for users on other CMAP Editions that have the Timeline feature enabled.
In the Resource Schedule you can now toggle between a view of the resource grid that does or doesn't contain an overlay of the Timeline. Enabling the Timeline Overlay will allow you to get greater guidance on when you should be looking to resource users, but for clarity, there is no direct link between the Resource Schedule and the Timeline.
You have a choice of two default options: (1) the Overlay automatically appears or (2) it doesn't. We will set it to option 2, but if you'd rather it was automatically there when you access the Resource Schedule then please let us know.
Resources by Project Report Updates (New Resourcing Advanced)
We've created a printable version of the Resources by Project Report, with a couple of extra tweaks:
1) You can apply a filter to remove projects without any resourcing
2) You can add a page break by Project Manager
For those of you that prefer to look at printouts in your resourcing meetings, this should hit the spot!
Lost Project Email
This applies to all Editions, except the AEC Edition.
We already have email alerts for new potential projects being added into the pipeline, projects being converted to live from the pipeline, and we now have an alert for projects being lost from the pipeline. It details the standard information you'd expect, including any notes as to why the project didn't progress.
If you're interested in receiving these alerts (and any of the others I mentioned) pleased provide email address details and we can update your version.
Upgrades launched on Monday 18th January 2016
Snapshot Live Projects
You now have the ability to snapshot the Fee Estimator of live projects. This enables you to track any changes that are made whilst the project is live e.g. to compare the original budget with the finishing position factoring in variations. The only difference is that snapshots for live projects are purely for reference, they cannot be restored.
When you save a Fee Estimator snapshot, you now have the option to include a descriptive note e.g. "This version excludes reports on the APAC region." The note is displayed when you view the list of snapshots on the project, making it quicker and easier to find the version you want to restore.
Snapshot List Sorting
Snapshots used to order themselves by version, with the most recent version at the top. We've recognised this isn't always the most useful way to view snapshots, so you can now click on the column headings in the View Snapshot window to sort them into your preferred order e.g. clicking "Total" to sort the snapshots by project fee value.
Upgrades launched on Monday 21st December 2015
Resource Allocation by Person (New Resourcing Advanced)
For users who have already flipped to the new, improved version of Resourcing Advanced, you'll see you can now toggle between resourcing "by Stage" (the traditional view you'll be familiar with) or "by Person".
Flipping to the "by Person" view enables you to see how your users are resourced across the stage(s) of your project e.g. Future Schedule, Hours Remaining, etc.
Whilst you can "Remove" the user and "Switch to Someone Else", this is really more of a view of resourcing - you still add new users via the "by Stage" view.
Resources by Project Report Print (New Resourcing Advanced)
We've added in a new, printer-friendly view of this report. To spare you the tech-speak about scrolling divs, etc., it essentially allows you to print the report out onto A1 with no fuss ready for your resourcing meetings.
Purchase Order Status Report (Purchase Orders for Purchase Transactions)
You've been able to create PO's whilst being a Purchase Transactions subscriber (so long as you also subscribe to the bolt on), but until now there hasn't been a way to see which PO's have been billed against. This report gives you just that, a way to see which PO's are outstanding, part-billed, over-billed and complete, in one place.
If you're not a current Purchase Orders subscriber and would like to find out more, please get in touch.
NOTE: If you are a Purchase Orders subscriber, please update your users report permissions so the relevant people can start benefiting from the report.
Upgrades launched on Monday 7th December 2015
Tab on Project Time & Expense Report
A tweak to the existing Project Time & Expense Report for non-AEC users. If you split your Fee Estimate out into multiple tabs, you will find a "Tab" column appears on the Project Time & Expense Report.
Invoice Fees / Additionals
Another change that applies to non-AEC users. As you'll be aware, CMAP allows you to invoice however you like: combining fees and additionals into the same invoicing pot.
We're launching a new feature that enables you to split your invoices into net fees and additional fees. You do this by defining the invoice line as being either a "Fee" line or "Additional" line.
Whilst it doesn't currently go beyond this, this is really just the first step in laying the groundwork for extra reporting on this in the new year. However, if this sounds of interest, the sooner you enable this feature the sooner you can start to store invoicing data in this way.
Let me know if this is something you'd like to explore further.
Upgrades launched on Monday 23rd November 2015
Expense Category Nominal Code Mapping
If you have an accounting integration with CMAP, you'll be thrilled with this one. Jump into the Admin area and you'll find a new tool headed "Manage Expense Category Nominal Codes". In here, you can set chargeable and non-chargeable nominal codes to apply to your expense categories.
If you use the integration tool, CMAP will pre-populate the nominal code dropdown if it has a match. If you prefer to use the Excel export, CMAP will include the relevant nominal code in the download. This should be a massive time saver!
(Sage Tool) Invoices & Purchases Exports
Another finance package update! The expenses export has been available for a number of weeks. We've finished off the work, releasing exports for sales invoices and purchases. This means you now have the choice between the tool and the export/import route for everything, whichever you prefer.
Bug Fixes, Support & Planning
We've also been busy fixing bugs, refining our support structure and planning a number of exciting new announcements - more news on these will be coming very soon, keep your eyes peeled!
Upgrades launched on Monday 26th October 2015
Extra Time Off Awaiting Approval Info
The Time Off Awaiting Approval dashboard box now has extra information about the time off request. In fact, it now contains the same level of detail as the automated email e.g. clash group feedback, time off type, etc.!
(AEC) Fee Estimator Templates Save Externals
Until recently, AEC Fee Estimator templates saved the detail in the Fee Summary, but nothing for Externals. Not anymore. Now, if you have Externals in your Fee Estimator, when you save a template the Externals will be saved too!
(AEC) Subtotal Line on Fee Summary
You can now add a subtotal line on the Fee Summary at any point between workstages. You do this by clicking the green plus (+) icon that appears next to the workstage your mouse is hovering over. If you want to remove the Subtotal line, just click the delete (X) icon and it disappears. Nice and simple.
Date Filer on Actual Project Profitability Report
We've added a date filter to the Actual Project Profitability report, so you can now view the values for a specific time period.
(Retainers) Report Fixes
For clients using CMAP's retainers functionality, we've fixed a couple of reports where revenue was being double-counted: once for the retainer and twice for the child projects linked to them. You'll notice the KAM Profile and Client Sales Overview now have retainers split-out into a dedicated section to make things crystal clear.
New Additional Time Enhancements
If you're using Additional Time, CMAP now splits out core hours and additional hours on the timesheet, giving you running daily and weekly totals for both. Also, when you run the Timesheet Summary Export, you can now choose whether to include Additional Time or not.
We've made a host of changes to the way we organise ourselves from a support perspective, including new hirings, freeing up developer time to focus on support in near real-time (rather than being factored into development sprints), etc., etc. We've heard glowing feedback over the last couple of months and are keen to build on this momentum!
Upgrades launched on Monday 28th September 2015
(AEC) Leads Module
The Leads module is now fully functional for AEC. Leads is a place to capture the meetings, conversations, etc. you're having with existing clients/prospects). This enables you to manage activity for users with a business development responsibility in a centralised place. If you're an AEC user and like the sound of Leads, get in touch.
Office on Project Details Page
We've added the office the project belongs to on the Project Details page for clients with a multi office, walls down configuration, so you can clearly see it. Nice and simple.
(Resourcing Plus) Remove User
We've altered the logic on the Remove User function in the Resource Schedule tool so it removes the user entirely. Previously, CMAP would have only removed future resourcing scheduled to the user. We were probably trying to be a bit too clever for our own good here, so this tweak will give you the result you really want.
(AEC) Push Invoice Schedule
We think this might be a popular one! You'll find a new button on the Invoicing Schedule called "Move Invoice Schedule". Clicking this button opens up the possibility to push back all the project invoices from a certain month e.g. push invoices back from November 2015 by 3 months. Hurrah!
(AEC) Invoice Part Notes
We have introduced the ability to add optional notes against invoices in the Invoicing Schedule. If the Invoicing Schedule is editable, you will find when you hover over an invoice value a note icon appears next to it. If you click the note icon a window opens to capture text about the invoice e.g. "On completion of milestone A". The note is available in the future to help you decide whether you can invoice the client and also shows in the invoice creation tool as a guide to finance users who may be compiling the final invoice.
(AEC) Projected Expenses Total in Fee Estimator
We've added a total to the Projected Expenses in the Expenses & Externals Schedule that was previously missing. This compliments the figures you see in the Actual Expenses & Purchases.
Upcoming: Major New Resourcing Update
We have some exciting resourcing developments coming in the upcoming sprints that we've been working on for the last couple of months, including a new scheduling tool along with a chunk of new reports. Keep your eyes peeled!
Upgrades launched on Monday 7th September 2015
Ability to "Unpay" Invoices
If you're a finance user you'll be familiar with the "Mark as Paid" button. Until now, once an invoice's status was changed to "Paid" there were no further actions: such as resetting to "Invoiced" if you incorrectly changed the status. Handily, we've introduced a "Mark as Unpaid" button to enable you to do just that and reverse-out any mistakes.
(AEC) Story So Far Including Expense Retention
We've tweaked the calculation on the Story So Far to pull through the Expenses Retention figures. This will give you a more accurate profit projection for the project.
Total Hours/Days in Fee Estimator
This applies to Fixed Fee and Resourced Time & Materials fee types (so isn't applicable to AEC users). CMAP used to summarise the total number of hours or days (depending on how whether you're quoting in days or hours) you had budgeted in the Fee Summary. We've now expanded this to summarise the total number of days or hours sold per Fee Stage.
Upgrades launched on Monday 3rd August 2015
Default Expenses To Chargeable
Currently each individual expense item has to be handled and set to chargeable to charge them on. Whilst many CMAP users don't explicitly charge expenses on, many do, so it made sense to build this as a new feature. If we enable this, every expense item will be automatically handled as chargeable. This flips it on its head and will enable you to manage by exception, simply deselecting the odd item you choose not to bill to the client. Get in touch if you'd like to have this enabled.
Percentage Complete Mouse-Over
We've added some extra guidance to the "i" information mouse-over next to the percentage complete sliders. Previously, it told you how many hours had been booked, and what percentage of the budgeted time that was. It now also tells you what your progress should be based on the timeline to take a more considered call. Dive in and check it out.
Expenses Report Enhancements
We've been listening to feedback on the Expenses Report and have added in some extra columns. Sit comfortably, and read the full list of columns: the Expense Reference (the Claim ID the item relates to), the Project (if they're project-related), the Claimant, Category, Description (from the notes field), # of Miles (for mileage claims), the Gross, Net and VAT values, VAT Rate, Status (e.g. "Awaiting FIN Approval", "Paid", etc.), Billing Type (e.g. "Charge"), the Date, Financial Approval Date and Document (i.e. the attachment). Hopefully everything you need!
(Sage Add-On Subscribers) Expenses Export
As part of your subscription to the Sage Tool, you now have the option to import expenses using the tool itself, or run the Expenses Export to do it from a spreadsheet. The export returns the expenses in the format of a standard Sage import (NOTE: It tells you when each item was last exported and who by). This gives you the flexibility to, for example, import sales invoices via the tool, and expense from a spreadsheet - whatever you prefer. If you'd like to have this export enabled, please get in touch.
Upgrades launched on Monday 20th July 2015
You'll notice collapsible areas have been applied to the Budget vs Actual and the Invoicing areas of your projects. For larger projects, with masses of time entries, expenses, etc., this makes it far easier to make sense of the data on screen and focus in on just the data you want. Collapsible areas are easy to spot: a right-pointing arrow indicates the area is collapsed, a downward pointing area indicates the area has been expanded. Grey arrows indicate there is no data to reveal. All your existing data (such as scheduled invoices) is still there, just need to click the arrows to reveal the information.
(Purchase Transactions) Single Line Purchase Transactions
The new batch process has been highly popular, however we recognise many of you receive single line invoices that would actually take longer to type in (as you'd need to create new batch per invoice). We've reintroduced the old tool, renaming it "Single Line Purchase Transactions". So now you have the best of both worlds; batches for imports and multi-line invoices, and quick single-line entry.
(Purchase Transactions) Attach Document
You can now upload an attachment of the file you're importing into the batch by clicking the "Attach Document" button to use as a handy reference.
(Sage Tool) More Information
We've added extra fields to the Sage transfer tool: the project, expense category and billing type (i.e. whether it's chargeable, non-chargeable or linked to an allowance).
(Sage Tool) Departments
You now apply Sage Department ID's to your Business Units in CMAP. If you do so, when you transfer sales invoices, purchase transactions and expenses you'll be able to pull across the relevant Sage Department ID with them, too. If you don't want to use this feature, that's fine, it only kicks in once the Department ID's have been uploaded.
Our recent work to build a new import tool has opened up the possibility to upload companies and contacts from a CSV file. You'll spot that a new "Import" link appears in the list of Actions on the main Contacts page. The good news is you can import your data in whatever column structure you like and use the data mapping tool to match the columns in your spreadsheet with the data fields in CMAP. What's more, you can even import extra data to overlay onto your existing contacts!
Upgrades launched on Monday 6th July 2015
(Purchase Transactions) Batches
What's a batch, you ask? Batches are like expense claims. You create a Batch and then enter as many Purchase Transactions into it as you like, before submitting it. Let's say you have a supplier invoice with 20 lines on it. You can now enter a "multi-line" purchase transaction, so you enter the supplier, invoice number and date just once at the top and then enter the details for each line beneath it.
Batches also enable you to part-enter details of Purchase Transactions, so if you don't know everything right now (such as the project) it's not a problem. The details you are able to enter are held in the Batch waiting for you to come back and complete before you submit the batch.
Batches have opened up another exciting new possibility...
(Purchase Transactions) Upload From CSV File
You can now bulk upload Purchase Transactions from a CSV file, such as an electronic credit card statement. You can import the standard details, like the supplier, date, amount, etc., into your Batch and then fill in the project and additionals data inside CMAP.
There's also a great new tool to go with this...
(Purchase Transactions) CSV File Mapping Tool
You can upload your CSV file in whatever format you like. You don't have to worry about changing the columns or getting your file into a specific structure. When you upload the file, CMAP simply asks you to map the columns in your spreadsheet to the required fields in CMAP. It's nice and simple and gives you all the flexibility to you need. Needless to say, we think this is going to be hugely popular (and it clears the path for other exciting possibilities in the future!)
(Purchase Transactions) Purchase Orders
Previously, the ability to create PO's was only available with Purchases Advanced. We've now introduced the ability to create PO's to those on Purchase Transactions. The workflow is incredibly simple. All you need to do is specify the supplier, the items you wish to include and the date within the project. That's it. This isn't a standard inclusion of the module, but any Purchase Transaction user can have it enabled, so if you'd like to find out more (and get it switched on!) please get in touch.
(Purchase Transactions) Supplier Spend Report
A new purchasing report that lists the suppliers you're spending money with and how much you're spending (read from your Purchase Transactions). The report defaults to your current Financial Year, but you can filter the date range however you like.
Please use the "Your Users Reports Access" tool to give the relevant users (including yourself!) access to this report.
(Purchase Transactions) Categories
You can now categorise your spend by creating Purchase Transaction Categories e.g. for "IT", "Travel", etc. Categories are created in the Dropdown List Editor tool in the Admin area, where you'll find a new option for "Purchase Transaction Categories". Once you've defined your categories you'll be able to apply them to any Purchase Transactions you add to get a deeper level of reporting. Categories are optional, and you'll find there's already an "Unassigned" category in the Dropdown List Editor. If you don't add any other categories (i.e. you just leave the "Unassigned" option there) you won't be required to categorise your Purchase Transactions when you submit them.
Recognised Revenue Reports Change
The future forecast elements of the recognised revenue reports have been altered to give more accurate figures. Previously, if a projects timeline stretched over two months you would see a flat spread (50% in the first month, 50% in the second). This happened regardless of whether the timeline only went one day into the second month or lasted the entire month. The calculations have been altered to address that, and we now spread it over the number of days (not number of months).
(Resourcing Advanced) Auto Schedule
A new option that's been added to the blue dot functions on the Resource Schedule. Rather than flicking back and forth between the Timeline and the Resource Schedule to figure out which week and how much time you should be scheduling, you can now simply hit "Auto Schedule" and hey presto! CMAP will apply the budget figures for that role on that stage to the users schedule. It couldn't be simpler! N.B. If you have already resourced that user CMAP will prompt you that it will override existing resource schedule if you choose to proceed. So now you can adjust your timeline, hit "Auto Schedule" and leave the rest up to CMAP.
(AEC Edition) AEC Fee Forecast Report
A new report for the AEC Edition that details the breakdown of Fees and Externals for AEC projects. The report uses the Fee Forecast as a base, but splits the values so you can quickly determine what proportion is actually going out the door. The report also has a date filter which will stretch the forecast out beyond 12 months.
Please use the "Your Users Reports Access" tool to give the relevant users (including yourself!) access to this report.
Upgrades launched on Monday 8th June 2015
New Purchases Functionality Coming Soon
If you're a Purchase Transactions user, we have a number of new features which have been in development over the last few sprints. We are nearing the end of this work, and it's due to be finalised in the coming weeks. We hope you'll all be thrilled by the developments. Watch this space!
Budget Role Admin Tool Tweak
We've built a new tool within the Manage Fee Estimator Roles tool that should help you avoid any future zero-value Actual issues! Previously, whenever you added a new role via the Manage Fee Estimator Roles tool, that role would appear on any live or archived rate cards with a zero value. Now, when you add a new role, a window pops out showing you all the current rate cards and any archived ones which are currently in use against live projects or potentials. You can then work down the list, applying a rate for the role. You'll get guidance on which currency the rate cards in, as well as hover-over information that shows you the projects the rate card is linked to. If every rate card has a value for the new role, there will be no zero-value actuals.
Resource by Person View (Resourcing Plus)
When you're in the Resource Schedule of a project, the default (and until now, only) setting was a resource by stage view; which is great for getting a picture of things based on the timeline. Now though, you can choose to flip to show a "Resource by Person" view, which shows you who's resourced to the project, how much time they've been scheduled week-by-week, and you can even click the person’s name to drill down and reveal the detail of the stages they're resourced to.
Budgeted Time (Resourcing Plus)
You'll find some guidance has been added to the Resource Schedule to assist you in scheduling time. On the same row as the "Role" you'll notice the amount of budgeted time per week is detailed above the schedule boxes in grey font.
The calculation for this time is: Budgeted Hours / Task Duration (in days) = Budget Per Day.
Add Person To All Stages Prompt (Resourcing Plus)
When you added someone to a role, they were automatically added to that role throughout all the stages of that project. The was we'd save you time by not having to add the same person to the same role again and again for every stage. After feedback, we appreciate you might not always want that person to be applied at every stage, so we've now added a prompt that determines whether you want that person to be added to all stages, or not.
Upgrades launched on Monday 25th May 2015
Admin Ability to Merge Companies
You may have already spotted this one! If you end up with multiple accounts that should really just be one, you can now tidy them quickly and easily by "merging" them (provided you're an Admin user, of course). On the Account Details page of the company, you'll find a "Merge Companies" button in the group of functions listed on the right-hand panel. Click it, and you'll be prompted to search for the company you wish to merge this account into. Once you've found it, CMAP will summarise all the information it's going to merge. All you need to do is hit "Yes" to confirm the merge. Et voila, you've got a nice clean database, with nice clean reporting.
N.B. It is important to point out that the company you start the merge process in (i.e. click "Merge Companies" on its Account Details page) will be the company that is absorbed (i.e. disappears) into the company that is searched for.
Collapsing Resource Schedule
When you went into the Resource Schedule, all the stages were open waiting for you. What we've actually found is you'd prefer the default position to be that they're collapsed - so that's what we've changed. Now when you go in, you'll see there's arrow icons indicating that the stage is collapsed. This means you can see more detail on the screen when you first go in.
Overall Availability by Role Report
A different slant on the Overall Availability Report, this time grouped by role rather than alphabetically by surname. It enables you to see at a glance what availability looks like at role level (e.g. are some roles stretched, others with much less demand), and you can click the role to drill down into more detail about the availability of individuals who fulfil that role.
Custom Textbox Hyperlink
Now, whenever you add text to a custom textbox that starts "http", it will appear as a hyperlink you can click to open the web page. No more copy + pasting!
Date Filter on Resource Planned vs. Actual Report
We've added a date range to this report that enables you to see only the columns that relate to the range you've selected. You just need to be mindful that it will always show an entire week's worth of data. So if you pick a Tuesday as an end date, it will run until the Sunday.
Upgrades launched on Monday 25th April 2015
Red Traffic Light Triangle
Whilst red green colour blindness only effects 0.5% of women, it effects 8% of men (you learn something new every day!) This made the Live Project Status dashboard a little tricky to comprehend. We've replaced the red spot with a red triangle to help our colour blind users figure out what's going on at a glance.
Moving Contacts Between Companies
In the past contacts were intrinsically linked to a company. That's all changed. Contacts are now joined to companies via a link table. Or if you're fluent layman's terms rather than techy-speak, we now store the company history of the contact, including which is their current one.
You'll see there's a new "Company History" section on the contact profile. When a contact moves you simply click "Add Company" and confirm the new company (and Job Title and Address if you know it). That company then becomes their current one, with their company history detailed beneath it.
This is the first step in some pretty comprehensive changes to the contacts/CRM elements of CMAP. There's plenty more in the pipeline.
Direct Phone & Mobile on User Profile
If you click into a user profile you'll find two new fields have been added, for their direct phone and mobile (or cell) number. Why has this been added, you ask? It's forward thinking on a rather exciting new app that's in development... More details coming soon!
(AEC Edition) Story So Far Change
We've made some tweaks to the Story So Far for AEC clients. You'll notice it now has two lines: "Total Expenses & Externals" and "Expenses & Externals Cost".
Just to be clear, "Total Expenses & Externals" is the total of both Retention and Chargeable expenses. "Expenses & Externals Cost" is only chargeable expenses.
Upgrades launched on Monday 13th April 2015:
(AEC Edition) Invoice Template Locking Alteration
In the last announcement we advised we'd reversed some of the lock down functions applied to created invoices - except for AEC users! The good news is if you're on AEC you can now change the template, contact, address, VAT rate, invoice date (so long as it's a date in the same month) and content in the More Info box, too.
(AEC Edition) Purchase Transactions Linked to Retention %
A nifty enhancement to users of Purchase Transactions on AEC. When you come to add in a supplier invoice, you can now link it to "Retainer" in the Additional dropdown. This automatically links the invoice to the Expenses Retention % and inserts the value into the Expenses & Externals Schedule in the re-titled "Actual Expense & Purchases" line.
(AEC Edition) Credit Notes
You'll notice that a "Credit" button has now been applied to the Invoicing page of your project. You simply need to click through, recreate the invoice as a credit and hey presto, CMAP will produce a credit note in Word that's also visible on the Invoicing page of the project. Importantly, it releases all items included on the original invoice to be recharged.
Upgrades launched on Monday 30th March 2015
Invoice Report Status Filter
One from the Finance Forum! You'll notice a new filter option on he Invoice Report that allows you to filter by Scheduled, Approved, Invoiced, etc. This feature has received huge support on the Ideas Forum, too! Happy filtering.
Invoice Template Locking Alteration
We recently updated the controls over invoicing in CMAP to make them more robust, whereby as soon as an invoice was created it couldn't be edited. This possibly went too far, so we've revised the level of functions that have been locked down on invoices. You can now change the template, contact, address, VAT rate, invoice date (so long as it's a date in the same month), content from the More Info box, as well as the lines and values (so long as you're not on AEC - a similar but separate release will be coming on AEC this week).
Change Project Win Date Tool
It's finally here! Oh yes, the ability to change a project's win date. You can now change the win date of a project in the Admin area, which means you can ensure that time that should be recorded as Actual time on projects doesn't get absorbed as cost of sale.
(Consulting Edition) RT&M Invoicing Page Shows Task
Until now, when you came through to the page where you selected the time recordings to invoice on Resourced Time & Materials projects (RT&M), you simply had the user and the number of hours. We've now added a "Task" column, to help you determine whether you wish to bill it to the client or not.
(AEC Edition) Overall Retention %'s on Fee Summary
There's two new additions to the handy totals that run along the bottom of the AEC Fee Summary: "Retention %" and "Expenses Retention %". These new totals allow you to determine the profit retention you're looking to achieve on the project at a glance.
(AEC Edition) Auto Populate Expenses & Externals Schedule
When you add in an additional cost to the project CMAP now automatically flat-spreads the value across the duration of the workstage in the Expenses & Externals Schedule. Of course, you can always edit the figures to match the reality of when you expect to incur these costs, but it serves as a handy starting position.
Upgrades launched on Monday 16th March 2015
Password Reset Alteration
We've altered the logic of the system password reset function. Now only admin users will be prompted to set a new password every 30 days. All other users will not be prompted to set a new password. We have a feeling this will be a popular change!
(AEC Edition) Invoicing vs. Expenses & Externals Report
A new report for AEC clients that provides an Income Calendar. It enables you to see the total value of invoices over the total of the Expenses & Externals. This should be a handy report for AEC clients!
NOTE: As always with new reports, you need to assign permission to access it in the Admin area.
Year Displayed on Resourcing Schedule
Until recently the date format on the Resource Schedule for Resourcing Advanced was DD-MMM. That was all well and good if your projects only spanned a few months, but if they spanned years it wasn't immediately obvious to pinpoint where you were on the timeline. So, we've altered the format to be displayed in DD-MMM-YY format.
Purchase Transactions Approvals
If you have Purchase Transactions, you can choose to utilise a new approval feature. Here's how it works... When a purchase transaction is added to CMAP it appears on the project's Budget vs. Actual with an "Unapproved" status. The Project Manager can then approve the purchase transaction and commit it to the project. NOTE: Unapproved items will be hidden from the accounting package integration until they're approved. If this sounds like it might be of interest, get in touch.
Purchase Transaction Approval Dashboard
A new dashboard for users of Purchase Transactions who wish to utilise the new approvals function. This dashboard box displays all of the unapproved purchase transactions project manager's have on their projects, so they can click through and get up-to-date.
Upgrades launched on Monday 2nd March 2015
AEC Invoicing Changes
We've created a brand new invoicing approach that enables you to include multiple elements on a single invoice. You're now also able to select individual time recordings booked to time charge stages that you wish to bill back, and you can even adjust the hours you choose to bill to the client at the point where you build your invoice. There's also the option to include a backing sheet detailing the particulars of the time recordings for time charge stages. What's more, you can also see the invoicing schedule on the Invoicing page (rather than just in the Fee Estimator). Oh, and of course, you can now auto-populate an invoice schedule (even after you've made edits to it). Quite a biggy! If you'd like to know more there's a rough-and-ready video that explains the changes that we can send over.
AEC Expenses & Externals Editable
Whilst CMAP has allowed you to flatly spread your fees to give a projected schedule, you've always been able to edit it to match the reality. The same now applies to the Expenses & Externals Schedule! You can edit the flat spread to match the reality of your outgoings. The next evolution is an "Income Calendar" report that enables you to compare your fees with your outgoings.
AEC Workstage Approval
A new feature that enables nominate approvers to approve workstages that have been set to 100% probable. A red dot indicates the workstage hasn't been approved, a green dot indicates it has been approved and a grey dot denotes stages that aren't 100% probable. This is useful for users who want to cast their eye over committed workstages. It also comes with a report that shows all stages that are set as 100% probable, but unapproved.
AEC Project Expense Handling
An upgrade to the expense handling functionality we've built into CMAP AEC. This is a new tool that enables certain types of expenses to be pre-handled and set to chargeable. On a project-by-project basis you can define the expense categories that are chargeable, and any expenses booked to chargeable categories will be automatically factored into billing
AEC Fee Estimator Snapshots
You're now able to save "snapshots" of the Fee Estimator. For those of us more fluent in layman's terms, you can now save a "version" of the Fee Summary and Resource Profile before you make any edits. Every time you come to make a change you can save a snapshot and build up a version history. You can view any of the previous snapshots and restore them as the version you wish to proceed with.
Project Specific Timesheet Work Activities
An update to the timesheet work activities feature. Until recently (by recently we mean 'today') timesheet work activities were global i.e. the same list applied to all projects. This new feature enables you to choose which activities you want to include on a project-by-project basis.
Upgrades launched on Monday 9th February 2015
New Margin Based Story So Far
This Margin Based Story So Far relied on you having Resourcing Advanced, as it needed the future scheduled resource cost to pull off the calculation. We’ve created a simpler version that enables you to track your projected margin using the progress sliders. If you would like to be switched to this new version, please speak to us and we can arrange for you to view it running on your projects in a secure area.
We’re pleased to announce that we have now created a function in the timesheet which allows you to only be able to allocate time to available (i.e. unlocked) stages. Once a stage has been locked, users will no longer be able to allocate time to it as the stage will appear grey and not selectable. Let us know if you would like all stages to be locked or unlocked! This is particularly handy for locking stages that have been completed (to prevent time dumping), or locking forthcoming stages to stop workers charging ahead.
Additional Time Feature in Timesheets
There’s now an option to select certain time recordings (by ticking a tick box) to be considered as “Additional Time” (i.e. overtime). This means you can choose to toggle between two views on the Budget vs Actual, either with the Additional Time or without it. It’s really straight forward. You simply choose to “Exclude Overtime” by using a tickbox on the Budge vs Actual page, as well as on various reports that include Actuals. Please get in touch if you would like this feature and we’ll switch it on.
AEC Invoicing Panel (Clear Schedule)
This feature only appears on the AEC version of CMAP. We have now created the option to clear the prescheduled invoices for a Workstage in one fell swoop (rather than having tab across the months deleting one-by-one). Just hit “clear” and they disappear.
Upgrades launched on Monday 19th January 2015
Block Scheduling on Resourcing
A nifty new feature for Resourcing Plus users that, wait for it... enables you to block schedule resourcing! Click the blue action dot next to a user and you now have the option to "Block Schedule" either a certain number of days/hours per week to the user, or a percentage of their time each week, saving the need to tab your way across week-by-week. Hurrah!
Part Time Worker Resourcing
We've tweaked the way part time workers are displayed in the Overall Availability Report for Resourcing Plus users. Users are now displayed in-line with their working hours e.g. a worker with 15 working hours per week (2 x 7.5 hours) will appear in the Overall Availability Report as being available for 2 days.
(AEC Edition) Newforma Integration
We're pleased to announce we've launched an integration into the highly successful Newforma building information management system. If you're an AEC user using Newforma, please feel free to get in touch so we can discuss how CMAP can share project information and avoid the need to rekey between the two systems.
(AEC Edition) Project Images
AEC users can now upload a project image to occupy the space once held by head shots of user's resourced to work on the project. So rather than looking at your beautiful people, you can look at the beautiful buildings you're working on. If you'd prefer this layout, get in touch and we'll switch it on.
Expenses VAT Changes
There were a couple of places where the Gross value for expenses was being shown rather than the Net value, so we've put that right. We've also made things easier for finance users, showing the actual VAT percentages rather than just "Yes" or "No" and giving them the ability to edit the VAT amounts on one page on the Expense Item List at Financial Approval stage.
Percentage Complete by Stage
If you'd prefer to update your percentage complete slider at the stage level rather than the task level, let us know and we'll make the change to enable you to do just that.