Detailed Review of Projectivity Salesforce Timesheet App

Projectivity Salesforce Timesheet App - Steampunk Version

Projectivity is reviewed against 200+ project management software requirements on a downloadable spreadsheet. Projectivity is scored on the cost management and resource management processes. This post provides a summary of the key strengths and weaknesses for both of the processes.

Projectivity Summary Findings

Projectivity is a Salesforce timesheet app by Atachh available on the Salesforce AppExchange. Projectivity is a dedicated Salesforce timesheet app, with time reporting and invoicing functionality. Overall, it has good functionality but not as good as the large professional services administration (PSA) tools. It might be a good option for a company that only needs basic resource management functionality for their projects. However, Projectivity uses its own ‘project’ object, so it is going to be difficult for a company to integrate it with the company’s own custom project object, or the project object from another project management app.

I believe Projectivity might work for a company starting from scratch that would install Projectivity for the resource management functionality, and then build their own custom project management solution on top of Projectivity’s project object.

Projectivity
Total Score10%
Cost Management23%
Resource Management43%

Download Projectivity Evaluation Spreadsheet

Click here to add the Projectivity Excel spreadsheet to your basket and continue reading. Visit the basket page to complete the download.

Projectivity Pricing

The first five Projectivity licenses are free. Additional licenses are $10/user/month ($120/user/year). If implementing Projectivity, you will need to purchase a license for the project managers, the resource managers and anyone who will submit a timesheet.

Projectivity Scoring Methodology

I’ve been evaluating all of the Salesforce project management software and sharing the results to help others save time in making an informed decision. I started the evaluation as marketing research for the Salesforce project management app I built: Project Lifecycle Pro. I’m doing my best to give a unbiased review, but I’ve attached the detailed Excel spreadsheet which you can use to perform your own analysis. Here are detailed instructions on how to use the spreadsheet to weight requirements and compare multiple software packages side-by-side.

I structured the analysis around the Project Management Institute’s (PMI)© project management process. This is outlined in the PM Book of Knowledge (PMBOK)©. First, I listed the project management processes and then the activities within each process. Finally, I developed a list of requirements related to each of the activities. The list of requirements is based upon my thirty years of project management experience and experience evaluating project management tools for clients. When I come across novel functionality in the Salesforce project management software I’m evaluating I add it to the requirements list. Of course, I’m sure I missed some requirements and welcome any suggestions.

I gave all processes and requirements equal weights, but you can adjust the scoring weights in the Excel spreadsheet to suit your needs. Each requirement was rated as either:

  • Yes – As Is – Meaning, the requirement is met with out-of-the-box functionality. This rating is awarded four points.
  • Yes – With Configuration – Meaning the requirement can be met with minimal configuration or no-code updates. Since, Salesforce is highly configurable I used this rating for simple things like changing picklist values, adding a field to an existing data object, creating a report, etc. This rating is awarded two points.
  • No – Not Available or Requires Customization – Meaning the requirement cannot be met without significant investment of time or money. I assigned this rating if custom coding would be required, or a new custom data object, or a new custom flow. This rating is awarded zero points.

Finally, the scoring spreadsheet totals the ratings by process to show how the apps compare by process. Therefore, you can assess the Salesforce project management software based on which processes are the most important to you. In Projectivity’s case, only the Cost Management and Resource Management processes were applicable.

Here are some links to help you research the app. You can confirm my scoring by installing Projectivity into a sandbox:

Download Projectivity Evaluation Spreadsheet

Click here to download the Projectivity Excel spreadsheet.

Cost Management

As a Salesforce timesheet app, Projectivity will calculate actual costs and billable fees from approved timesheets. It will also aggregate this data from multiple timesheets to support creating a customer invoice. Projectivity doesn’t actually create an invoice, but creates a JSON file which can be fed into another tool to publish and send the invoice.

Strength: Customer-Specific Rate Cards

Projectivity allows you to create a specific rate card for each resource that is specific to the customer or job. This allows you to vary pricing between customers or between projects for the same customer.

Strength: Calculates Margin

Each resource has a cost and a billing rate that varies between projects. This allows you to calculate actual profit margin for a project.

One area of concern, is limiting access to people’s salary information. Many company’s I’ve worked with have addressed this by using an average ‘standard’ cost for resources. This means project and resource managers don’t have visibility to salary information. However, it also means the margin calculations are precise. You could also address this in Projectivity, by creating new permission sets that limit visibility to the resource cost to only certain individuals authorized to view salary information.

Weakness: No Budget Planning Functionality

It doesn’t have any rollup functionality to total the planned role costs for a total project budget. It only rolls up actual hours, not planned. You could work around this by creating custom reports which total the rate cards for planned project roles, and then entering the budget in the static project field.

Weakness: Doesn’t Handle Expenses

Not being able to report or invoice expenses is an extremely large gap for a Salesforce timesheet app.

Weakness: Limited Billing Options

It appears only really setup to handle T&M contracts based on actual hours, minus the materials (see above). It has a fixed cost option on a resource’s rate card, but I couldn’t figure out how this would be used to generate an invoice. There isn’t any option to bill per day which is popular in the consulting industry. There also isn’t an option to bill a higher rater for overtime.

Weakness: Tracking and Forecasting Budget Variance

It lacks any real functionality to calculate an estimate at completion (EAC) and compare this to the project’s budget to highlight any forecasted variance. This requires being able to total incurred costs and remaining forecasted costs adjusted by the project’s cost performance index (CPI).

Resource Management

This is Projectivity’s area of greatest strength, but it still falls short of fully-functional PSA tools. It is primarily a Salesforce timesheet app. It has a strong and clear process for defining skills, resources, project roles and matching these to fill project resource needs. It has a large shortfall in the ability to determine a person’s available capacity.

Strength: Define Skills and Roles

It has thorough functionality for defining skills and roles. These are used to identify people that match project resource needs.

Strength: Project Access Control

Projects are not public. The owner of the project has to grant access, and can limit whether the person has read only or edit access. This a feature lacking from much of the Salesforce project management software I’ve reviewed.

Weakness: Determining Resource Capacity

Its biggest shortfall is the Resource Console which is intended to show the resource manager a resource’s availability and project allocations. However, it doesn’t display the hours available or allocated for any period. So you aren’t able to match resource requests to the person’s availability. Also, the feature to identify resources which match a resource request appears to only match skills/roles and does not take into account a person’s availability.

Projectivity Resource Console Screenshot

In Conclusion

If you are looking for a Salesforce timesheet app that only tracks hours (and not expenses), Projectivity may be an option for you. Otherwise, if you have a need for full resource management or project cost/profitability functionality, you should consider a full-feature PSA Tool. If you are looking for a full feature Salesforce project management software, you should consider broad PSA or PMO tools.

Regards,

Brian

Additional References

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