Project Management Function

Purpose: This document defines the internal operational logic of the Project Management 📋 Function. It governs the entire project execution process, from initial setup after a contract is signed to final handover and warranty.

Why This Matters

This 📋 Function provides a unified, transparent, and structured environment for managing complex interior design and construction projects. It replaces scattered information across different tools with a single source of truth for project timelines, budgets, tasks, and communications. Strategically, this enables real-time project health monitoring, precise budget control, and improved client satisfaction through predictable delivery. For project managers and teams, it clarifies responsibilities, automates progress tracking, and ensures a consistent workflow for every project.

The Big Picture

Architecturally, this 📋 Function is the operational core of the business, activated once a deal is closed in the CRM 📋 Function. It is built on a sophisticated data model involving five interconnected 🧊 Objects. The structure is hierarchical, with the 🧊 Project as the central container. 🧊 Construction Categories and 🧊︎︎ Tasks form a work breakdown structure, while 🧊 Materials and 🧊 Construction Logs are linked in to manage procurement and daily progress respectively. This interconnected system provides a comprehensive, 360-degree view of all project activities.

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OBJECT TYPES & WORKFLOWS

1. 🧊 Project (Standard Object)

• Process Description: The main container for all project-related activities, information, and financials, from the design phase through to the warranty period.
• Example: The project for the main client is named “Project - Sarah & Michael Westbrook”. Another example from the list is “Project - Boutique Hotel Riviera”.

Workflow

Project Workflow

KICK OFF → DESIGN → CONSTRUCTION → COMPLETED → WARRANTY → CLOSED
                      └───┬───┘
                          ↓
                  ON HOLD / CANCELLED

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Pro Tip: Expanding Your Project Blueprint

The current Project Management blueprint is streamlined for clarity. As your operational complexity grows, you can easily expand it by adding more specialized 🧊 Objects to manage finer details. For example, you could add:

• 🧊︎ Construction Category and 🧊︎︎ Task sub-objects to create a detailed work breakdown structure (WBS) for each project.
• 🧊 Material objects to track the procurement lifecycle for all necessary equipment and supplies.
• 🧊 Construction Log objects for daily on-site progress and issue tracking.

This modular approach allows you to build a system that is as simple or as detailed as your business requires.

2. 🧊︎ Construction Category (Sub-Object)

• Process Description: Manages a major work package within a 🧊 Project, such as electrical, plumbing, or furniture installation. It groups related tasks together.
• Parent Object: 🧊 Project
• Example: “Electrical Work” for Project P-101. “Furniture & Decor” for Project P-101.

Workflow

PLANNING → IN PROGRESS → ACCEPTANCE → COMPLETED

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3. 🧊︎︎ Task (Sub-Object)

• Process Description: Represents an individual, actionable work item that needs to be completed. It is the smallest unit of work tracking.
• Parent Object: 🧊︎ Construction Category
• Example: “Install living room ceiling lights”. “Assemble kitchen cabinets”.

Workflow

TO DO → DOING → DONE

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4. 🧊 Material (Standard Object)

• Process Description: Manages the procurement lifecycle of a specific material or piece of equipment required for a project.
• Example: “Request for 20L of White Interior Paint”. “Order for Nordic-style Sofa”.

Workflow

REQUESTED → APPROVED → PURCHASED → DELIVERED → USED / CANCELLED

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5. 🧊 Construction Log (Standard Object)

• Process Description: A daily log entry to record progress, issues, and activities on the construction site.
• Example: “Log for 2025-08-20: Completed wall painting for master bedroom. Heavy rain caused minor delay.”

Workflow

DRAFT → SUBMITTED

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OBJECT RELATIONSHIPS

Relationship	Type	Description
🧊 Project → 🧊︎ Construction Category	Parent-Child	A project is broken down into major work categories.
🧊︎ Construction Category → 🧊︎︎ Task	Parent-Child	Each category is further broken down into specific tasks.
🧊 Material → 🧊 Project	Reference	Materials are requested and tracked for a specific project.
🧊 Construction Log → 🧊 Project	Reference	Daily logs are recorded against a specific project.

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AUTOMATIONS

Within-Function

These rules run entirely within the Project Management Space to provide project visibility and automate calculations.

Sequence	ID	Rule Name	Trigger	Action	Description
4	IP-01	Update Project Health	Time-based: Daily check	Update: 🧊 Project	A daily automation checks key metrics (budget variance, schedule delays) to update a Project Health field (e.g., On Track, At Risk), providing at-a-glance status.
5	IP-02	Calculate Schedule Delays	Update: Launch Date field	Update: 🧊 Project	When the Launch Date is changed, a formula automatically calculates the difference against a Planned End Date to update the Delays (days) field seen in the video.

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WORKVIEWS & DASHBOARDS

Workviews

Workview	Description
1. Project Gantt Chart	A timeline view of all projects and their 🧊︎ Construction Categories, showing dependencies and overall project schedule.
2. Task Kanban Board	A board view showing all 🧊︎︎ Tasks for a selected project, organized by status (TO DO, DOING, DONE).

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ROLES, PERMISSIONS & NOTIFICATIONS

Roles

Role	Description	Permissions & Notifications
1. Project Manager	Manages the overall project and coordinates the different teams.	Permissions: Full control over the 🧊 Project and its roadmap. Notifications: Receives all notifications regarding project progress.
2. Design Lead	Responsible for the design phase of the project.	Permissions: Can update the design roadmap. Notifications: Receives notifications for new design requests.
3. Construction Manager	Manages the on-site construction and installation phase.	Permissions: Can update the construction roadmap. Notifications: Receives a notification when the design phase is complete.

What’s Next?

• Contract & Invoice Function: Understand how the initial Contract Value is determined and how client invoicing is managed alongside project progress.
• CRM (Business) Function: See the preceding stage where the client relationship and initial project scope are defined before being handed over to this function.