Looking to get straight into it and jump start your Project with Mastt? You've come to the right place! This quick start-up article will help you learn all the basics to get going ASAP and avoid building spreadsheets.
1. Navigate to a Project
Step 1: After logging in, users will land in the 'My Account' area, where we can navigate to a Project by clicking on the Project tile or selecting a Project from the drop-down menu.
If you have access to a Program, it will show in the Project drop-down menu prepended with 'Program'.
2. View the different Modules
Once you've selected a Project, you will be redirected to the Project's 'Dashboard' Module. You can navigate to other modules like Cost Module by accessing the Hamburger Menu.
3. Quick 'Cost' Module Overview
In the Project's 'Cost' Module, we have arranged and automated all of the key financial related processes and procedures required for best-practice management of a project without the need to touch a single document or spreadsheet. In the Cost Module, you can observe the following features on that page including:
- 'Hamburger' Menu
- Project Drop Down Menu
- Project Finance Management Registers
- Admin Area/Your Account/Log-out
- Project Finance Management Long Actions
- Short Action a.k.a Three Dots Menu
4. Create and View Budgets
If you have a Project Budget, you can enter it using these steps. If you don't have a Project Budget yet, you can skip straight to Section 5.
Step 1: From the Three Dots Menu () on the Project’s ‘Cost Plan’ row, select ‘Add Budget’ and enter the Budget title, amount and status.
Step 2: On the ‘Overall’ page, unravel the row by clicking on the unravel wheel to expose the budget you have created. Keep an eye out for unravel wheel throughout Mastt to give you an indication of where data is available for interrogation.
Step 3: View all Project Budgets in the ‘Budgets’ Register.
You can also create Sub-Budgets to build out a detailed, nested Budget structure. Learn more about Sub-Budgets here.
5. Creating Contracts
Step 1: From the 'Overall' Register Click ‘+ Add Contract’ to open the Add Contract form.
Note: You can also add Contracts from the 'Contracts' Register.
Step 2: In the Add Contract form, enter the contract title and add milestones/schedule items using () if required. Milestones/contract elements should match the breakdown of the work in the actual contract. Otherwise, the contract can remain without a breakdown.
Step 3: Enter Amounts in the ‘Total Amount’ column; select Approval Status; select a Budget where the Contract should reside from the drop down menu in ‘Under Budget’.
Note: If you haven't added any Budgets or don't know where to nest the Contract yet, you can come back and edit the Contract later.
Step 4: Click on the 'Contracts' Register to see the created Contract. You can also view the changes on the 'Overall' Register.
Step 5: From the 'Contracts' and 'Overall' Register, you can Edit the Contract from the Three Dots Menu () next to the Contract's title. However, Contracts can only be deleted in the 'Contracts' Register via the Three Dots Menu ().
6. Creating Variations
Step 1: From the 'Overall' Register, Click ‘+ Add Variation’ to open the Add Variation form.
Note: You can also add Variations from the 'Variations' Register.
Step 2: Select the Contract that the Variation is applicable to. The Contract's schedule and information will pre-populate in the Add Variation form.
Step 3: Enter the Variation Title and Variation Status at a minimum.
- ‘PENDING’ and 'FORECAST' status will appear on the ‘Overall’ Register under the ‘Forecast & Uncommitted’ column.
- 'APPROVED’ or ‘IN PRINCIPLE’ status will appear on the 'Overall' Register under the ‘Variations’ column.
- 'REJECTED' or 'WITHDRAWN' status will not appear on the 'Overall' Register.
Step 4: Enter a Variation Amount. Where a Variation is linked with a Contract’s milestone directly, it can be entered against that milestone’s row. Otherwise, Variations that are not attributable to a milestone are entered against ‘Other Commitments’.
Step 5: Click ‘Add Variation’ at the bottom right hand-side of the form to complete the input.
Step 6: View the Variation created in the ‘Variations’ Register. You can also view the changes on the 'Overall' Register where Variations appear under the corresponding Contract.
Step 7: From the 'Variations' and 'Overall' Register, you can Edit the Variation from the Three Dots Menu () next to the Variation's title. However, Variations can only be deleted in the 'Variations' Register via the Three Dots Menu ().
Note: Variations that have Claims/Payments against them cannot be deleted or edited to below the Claimed amounts.
7. Creating Claims & Invoices
Step 1: From the 'Overall' Register, Click ‘+ Add Claim’ to open the Add Claim form.
Step 2: Select a Contract. The Contract's schedule and current Claim information will pre-populate in the Add Claim form.
Step 3: Enter a Claim title, such as ‘Progress Claim 1’ and select a Status.
- PAID status will be reflected on the 'Claim Progress' bar in the ‘Overall’ Register.
- PAID status will require a Cash Flow Month to be entered, which will appear automatically on the 'Cash Flow' Register.
- Status other than PAID will not appear on the 'Overall' Register.
Step 4: Enter the Total Value Complete or the Net Claim amounts, either method is correct and the other will self-calculate.
Step 5: Once you're happy with the Claim as it appears on the screen, click ‘Add Claim’.
Step 6: View the Claim created in the ‘Claims’ Register. You can also view the changes on the 'Overall' Register at Claim related columns on the right hand side of the 'Overall' table.
Step 7: Only from the 'Claims' Register, you can Edit, Delete or produce a PDF Report (Claim Schedule) of the Claim from the Three Dots Menu () next to the Claim's title. Only the latest Claim of each Contract can be deleted.
8. Forecast Costs
Forecast costs, also known as uncommitted costs, are important to build out an accurate Final Forecast Cost on the 'Overall' Register for our Project. These are costs that are not yet committed, but known to be spent at a future time. It is important to maintain an accurate Final Forecast Cost so that the ultimate cost to complete the Project is well understood. Forecast costs can be added using '+ Add Forecast' tool as well as the short hand method via the Three Dots Menu () which will be shown in this example.
Step 1: From the Three Dots Menu () against the item you wish to insert a Forecast within, select ‘Add Forecast’ to open the Add Forecast form.
Step 2: Enter the Forecast Title and select a Type.
Step 3: Select the Budget that the Forecast is applicable to, enter the Forecast Amount then click 'Add Forecast'.
Step 4: View the Forecast in the ‘Forecasts’ Register.
Step 5: From the 'Forecasts' and 'Overall' Register, you can Edit Forecasts from the Three Dots Menu () next to the Forecast's title. However, Forecasts can only be deleted in the 'Forecasts' Register via the Three Dots Menu ().
9. Cash Flow
Once your Project is showing an accurate Final Forecast Cost, the spend profile of the Final Forecast Cost across months and financial years can be created in the 'Cash Flow' Register.
Step 1: From the Cash Flow page, enter Cash Flow manually by clicking on the Three Dots Menu () next to the coresponding Budget, Contract, Variation or Forecast to open the Add Cash Flow form.
- To enter Cash Flow on a Budget level, click on the Show/Hide menu and activate the 'Budget Cash Flow Entry' option.
- Entering Cash Flow on a Budget level will override any Cash Flow entered in the Contracts, Variations and Forecasts under the Budget.
- PAID status Claims appear in the Cash Flow automatically with a green background.
Step 2: Enter Cash Flow amount on each month, noting that remaining funds to be distributed will be shown under 'Unassigned CF' column. Click Update when done.
Note: It's possible to assign more Cash Flow than the original funds, in which case a negative amount will show under 'Unassigned CF' column.
Step 3: Navigate to future or past financial years from the Year's drop down menu.
10. Detailed Views
For all Budgets, Contracts, Variations, Forecasts and Claims, the user can click on the correponding title to access a Detailed View of that item. An example for accessing and navigating in the Contract Detailed View is shown below.
Step 1: From the ‘Contracts’ Register or ‘Overall’ page, click on the title of the Contract.
Step 2: Navigate the Detailed View of that specific Contract by using the mini tabs. The mini tabs display only information relevant to the selected Contract, including Comments and Attachments.
11. Commenting and Attachments
For all Budgets, Contracts, Variations, Forecasts and Claims in Mastt, the user can add attachments and make comments for viewing in that item’s Detailed View. An example using the ‘Add Claim’ form is shown below, indicating where to attach document and make comments.
12. Other Important Things!
- Downloading data to Excel
Data from each Mastt Registers as well as individual Contract can be easily transferred into excel spreadsheet by clicking on the Excel download option underneath the Registers navigation menu.
Individual Budget data can also be transferred into excel by clicking on the Three Dots Menu () next to the budget name on the 'Overall' Register page.
- Show and hide columns
For even easier viewing of relevant data, you can hide any columns that isn't currrently required by clicking on the Show/Hide Menu on the top left corner of the screen. Here, you can toggle column visibility on and off as required.
Note: Columns will remain invisible if toggled off, even if you navigate away from the page!
- Generate reports
PDF reports can be generated on 'Overall', 'Variations' and 'Cash Flow' Registers by clicking on the Generate Report option underneat the Registers navigation menu.
PDF report can also be generated for individual Claim by clicking on the Three Dots Menu () next to the claim name on the 'Claims' Register page.