The following information provides an overview of the PM Invoice spreadsheet and how the information is gathered for the spreadsheet.
The PM invoice spreadsheet is in place to have all the PMs review pertinent details about their projects in advance so that they may prepare for the Monday PM Invoice meeting with any notes regarding invoicing or leadership call outs. The goal is to eventually remove the Monday PM Invoice meeting by having all items communicated via this spreadsheet.
Every week the Operations prepares the PM Invoice spreadsheet for the PM team and the following information is included:
Once prepared, the Operations team will post the next week's spreadsheet on the Project Management Teams channel for the PMs to review and update with their notes. This will typically be on a Thursday or Friday.
The following section goes over how some of these items are prepared by the Operations Team to provide additional context for the PM team.
The current hours balance is pulled directly from the CRM after running the utility from the Clarity Dashboard. Running the utility should ensure that all logged hours in EP are updated into the CRM. However, if there are team members who have not logged their hours or if there are hours in Needs Reallocation that have been moved to their relevant projects, these hours will not be reflected in the CRM or the current hours balance.
The Operations team will re-run the utility and update the hours balance again on Monday morning before the Monday PM Invoice meeting, but the PMs may also update the number if they wish. While the PMs may not have access to the CRM, this info should be found on the project's PSR.
The number of story points remaining in the sprint is pulled directly from Azure DevOps (ADO) by looking at the current sprint, filtering the tickets by project tag, and adding up the total number of story points in "New", "In Progress - Paused", and "In Progress - Active".
This number is added to the spreadsheet so that the PMs can see both the current hours balance as well as the remaining number of hours in the sprint. If there are more hours remaining in the sprint than hours available in the CRM, this should be an indicator to the PM to create a plan so that the project's hours balance does not go negative. This may mean sending the client a change request, or following up on an active invoice.
The Operations team will generally update this number on Monday morning again before the meeting unless there are more urgent tasks that take precedence. It is ultimately on the PM to ensure that this number is updated before the Monday PM Invoice meeting.
If the project has any active invoices, this column will be updated with the number of active invoices as well as links to the invoices. This is to allow for the PMs to view what invoices have been sent out as well as what invoices are still pending payment by the client. As invoices are generated and paid, the Operations team will update this column.
If there is an active invoice for a project, or if a project is at a negative hours balance and the client requests additional work, this should be an indicator for the PM to remind the client of Clarity's process of invoicing for hours in advance or they may need to pay for the time spent on their request at the post-pay rate.
The PMs are responsible for updating this information when they submit a change request to a client. This will help the leadership and Operations team know if there is a pending change request to cover any negative hours or remaining story points in the sprint. Once a change request is approved and an invoice is generated, the PM may remove this number from the spreadsheet
The credited hours is also pulled from the CRM after running the utility from the Clarity dashboard. This will provide the PM with a total number of approved credited hours issued to the project over its entire life cycle. If a PM submits a credit request and it is approved, this number will also be updated.
Kristin will typically update this field with notes from the Monday PM Invoice meeting, notes regarding upcoming invoices, notes that have been sent by leadership team members, or other miscellaneous notes.
Once the PM invoice spreadsheet is posted on the Teams channel, the PMs are responsible for reviewing all of the information on their sheet, and updating the PM notes section with any relevant notes for the leadership team. These notes may include current project status, client satisfaction, invoicing plans, or other call outs. All PMs must review their sheet on the PM invoice spreadsheet and update their notes before the Monday PM Invoice meeting.