Sequence of Usage of Essential Aidi Functions

The following diagram shows the essential actions involved in creating the various stages of a project. This diagram gives you an overview of the functionalities involved, and helps you to visualize the links between each of Aidi's mandatory, or optional, elements. While other pieces of information may be required during the course of a project, they are not essential for the project to function in Aidi.

Project 

• The project is created in the Initialize tab.
• A project can be created from an approved Project request.
• Project collaborators must be identified as project contacts.
• With a project created, you can set up approval chains for budget, purchase order and contractual changes.

Financing Allowed

• Financing allowed can be found on the Initialize tab. 
  • These are the annual funding amounts.
• Several projects can use the same annual funding.
• It is indirectly linked to the project via Project financing.
• Financing allowed can be created without a project being attached to it.
• Available only if you subscribe to the Aidi platform's Advanced or Enterprise plan.

Project Financing

• Project financings are directly linked to a project.
• They depend on financing allowed (annual funding).
• Project financings are created on the Initialize tab. 
• Revisions can be added to a project financing.

Budgets

• Budgets are created under the Planning tab.
• You can add as many budget line items as needed.
• Budgets are directly linked to a project.
• It is possible to create a budget before you have Project financing.
  • However, sufficient funding is required to approve a budget.
• A budget must be approved before a purchase order can be linked to it.

Proposal

• Tenders can be entered by creating a Proposal under the Planning tab.
• Proposals are directly linked to a project and budget.
• They are also linked to a supplier who must be selected when creating the proposal so they can submit.
• Available only if you subscribe to the Aidi platform's Advanced or Enterprise plan.

Suppliers

• The list of suppliers is available in the Suppliers tab on the Initialize tab. 
• Suppliers can be linked to more than one project.
• A supplier can be created without being linked to a project.

Purchase Order

• Purchase orders are created on the Execution tab.
• Purchase orders facilitate management of the invoicing process.
  • They are directly linked to a project and a supplier.
• An approved budget must exist in order to create a purchase order.
• Purchase orders can be used to configure approval chains for contractual changes, payment requests and invoices.
• It is possible to define whether or not a payment request is required in order to process an invoice linked to a purchase order.

Contractual Changes

• Contractual changes include directives, change orders (CO), penalties, etc.
• Contractual changes are directly linked to a purchase order.
• Purchase orders do not necessarily include a contractual change.
• In the cases where a contractual change is required, the linked purchase order must be approved first. 
• Contractual changes are created under the Execution tab.

Payment Request

• Payment requests are an optional step that are carried out before an invoice can be processed, according to the processes you establish.
• A field in the purchase order defines whether payment requests are mandatory or not for processing attached invoices.
• To register a new payment request, the linked purchase order must have an Approved status.
• If contractual changes are attached to the linked purchase order, the change order must also have an Approved status to be processed in the payment request.
• Payment requests are generated under the Execution tab.

Invoices

• Invoices can be accessed from the Execution tab.
• Depending on whether or not Payment Requests are required to process invoices linked to a purchase order, invoice production will follow either the Purchase Order or Payment Request stage.
• The Purchase Order must be in Approved status.
• If required, the Payment Request must have an Approved status with a date prior to the date of this invoice.

Scheduler/Tasks

• The scheduler is directly linked to a project.
• As soon as a project is created, its schedule is automatically created under the Planning tab.
• It is possible to import a schedule from another project.
• The schedule can be viewed as a list or as a Gantt chart.
• Links between tasks and with indicators can be defined to automate the calculation of progress and define the critical path.
• Some or all tasks in a scheduler may be available for time entry, as determined by the project manager.
• The calendars of project contacts can be linked to the scheduler.

Log Book

• The log book is directly linked to a project.
• The log book can be accessed from the Supervision tab.

Project Request (Optional)

• As a preliminary to project creation, you can fill in a project request on the Initialize tab. 
• If required, a Program can be linked to it.
• Available only if you subscribe to the Aidi platform's Advanced or Enterprise plan.

Program (Optional)

• You can create a program on the Initialize tab.
• Programs can be linked to project requests or projects.
• Available only if you subscribe to the Aidi platform's Advanced or Enterprise plan.

Other items related to the project and/or contract:

Declaration: Accessible from the Execution tab if you are a subscriber to the Advanced or Enterprise plan on the Aidi platform.

Discharge: Sub-section in the Declaration details.

Risks: Accessible from the Execution tab if you are a subscriber to the Advanced or Enterprise plan on the Aidi platform.. Risks can be associated with a project as soon as it is created.

Lessons learned: Accessible from the Closing tab if you are a subscriber to the Advanced or Enterprise plan on the Aidi platform, this menu allows you to look back on the project and record lessons learned.

Framework contracts: Accessible from the Execution tab if you are a subscriber to the Advanced or Enterprise plan on the Aidi platform.

Analytics: Displays the project analytics and various statistics, depending on configuration if you are a subscriber to the Advanced or Enterprise plan on the Aidi platform..

Timesheet: Accessible from the user’s setting tab if you are a subscriber to the Advanced or Enterprise plan on the Aidi platform, timesheet is directly linked to the scheduler.

Cost summary: Accessible from the Supervision tab.

Report List: Accessible from the Supervision tab.