Service Contract Management: How to Track and Report your Service Progress in Jira.

MINDPRO SERVICE CONTRACT MANAGEMENT

One of the most important parts of a decision-making process is related to the level of information you can obtain in order to report your results. The format in which this information is presented is also fundamental to help leaders get the projects on track and keep the team’s productivity high.

When leaders are not able to track the progress of services and compare planned x executed in a clear way, they are likely to face issues like these:

  • Executed services that exceed the contracted limit;

  • Excess of non-billable or idle time;

  • Project/contract margins that do not increase;

  • Discrepancies on the work distribution across teams;

  • Lack of traceability for recurring contracts or service projects.

As we have worked along with team leaders for years, being aware of their pain points on reporting activities, we created MindPro – Service Contract Management, and also its Delivery Report.

The idea behind the Delivery Report is that leaders can have – in a single screen – the most useful information needed to make better decisions. It allows managers to understand how contracts are being consumed (planned x executed) and how teams are spending their time. The report is displayed in a visual format designed to be meaningful at the first look:

The Delivery Report allows filtering by customers and all accounts that belong to them, as well as the start and end date the users want to track the contracts for.

The following chart displays the progress and the cumulative of executed hours, using the contracted hours and the Worklogs as a baseline. (And if you hover the cursor over it, you can see the current numbers for the specific period.)

Hour Consumption 

The Hour Consumption Chart show the Executed Hours given the Worklogs entered, and also the Remaining Hours based on the planned data entered on the contract creation. This chart enables users to understand progress and also how much effort is needed to complete the related services. With this information, managers or team leaders can take actions to improve the team’s productivity or to measure project success.

Whenever the executed hours amount exceeds the contracted ones, the pie chart turns into a bar chart and changes its colors to alert the users. This chart allows identifying when the team worked overtime to complete the services or when customers are demanding more hours than the contracted ones.

Team Distribution

This chart shows the distribution of each team involved in the contract/account data and related Planned x Executed Hours for that team. With this chart, you have the same information from the Pie chart but at a team level. It allows you to monitor each team's share of total executed hours for that specific contract. Furthermore, whenever the executed hours amount exceeds the contracted ones, the bar chart changes its colors to alert the users.

Top Issues by Executed Hours

This list shows the Top Issues – by the amount of hours logged – involved on the selected contract/account, and alerts in case Worklogs are logged outside of the contract dates.

Whenever the executed hours amount exceeds the contracted ones, the lines change color and become red to alert the user.

Recurring contracts are tracked monthly with a flat line so it’s easy to follow their progress.

Charts and Tables

Let’s take a deep dive into the Delivery Report and check each one of its resources. This can give us a better idea about each part that contributes to the efficiency of the decision-making process.

Contracted x Executed

With this powerful information, leaders can take the decision-making process to the next level. In a single report, track Planned x Executed Hours, Contract Recurrence, Service Consumption, and Team’s Performance.

You can get the best for your business using MindPro – Service Contract Management.

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