📘 Next PMS — User Guide

Overview

Next PMS is Enfono's project management system: sprint-based IT project tracking with a built-in timer, attendance check-in, weekly capacity planning, meeting calendar, client portal and automated reporting.

Getting Started

1. Log in at https://office.enfono.com/next-pms with your ERPNext account. No PMS menu? Ask an admin to enable your PMS Access (Settings → Team → User Management).
2. Check in — click ● Check In at the bottom of the sidebar when you start your day. Check out when you leave. This is your attendance record.
3. Open My Tasks — everything assigned to you, sorted by priority and due date.
4. Start the timer on the task you're working on (or press T). The timer is the only thing that counts as logged work hours.
5. Stop the timer when you switch tasks or take a break. Move the task across the Kanban board as it progresses.

Roles & Access

System Manager / Administrator see everything. Per-user fine-tuning (sidebar items, project tabs, feature switches) lives in User Detail → Permissions (admin only).

⚙️ Admin Guide

Everything below is admin-only (System Manager / Administrator). All of it lives in the SPA under Settings → User Management — no desk access needed except where noted.

1. Register / onboard a user

Any ERPNext user on the site can be given PMS access — you do not create a separate PMS account.

1. Open Settings → User Management (admin only).
2. Find the person in the user list (they must already exist as an enabled ERPNext System User; create them in the desk User list first if not).
3. Toggle PMS Access ON. This grants the base Next PMS role plus PMS Developer as the starting role.
4. Set their functional role from the dropdown — PMS Manager / PMS Developer / PMS Viewer. Changing the role replaces the previous one (the base role stays).
5. For a client contact, give PMS Customer instead and share a portal token (see Client Portal).

2. Set the hours baseline

In User Management → settings, set Working Hours / Day (default 8). This single number is the bar behind Utilization, every target, and the whole Performance Score. Sundays, each employee's holiday list and approved leave are removed automatically — you do not configure those here.

3. Configure automated emails

Same User Management → settings panel. Each toggle maps to one scheduled job (full list in Automated Emails):

1. Daily AI report — turn on, set the recipient, and paste an AI provider key + model (used only to write the narrative). Fires 03:00 daily.
2. Weekly summary — turn on and set the Weekly Team Summary Recipient. This one address also receives the monthly leaderboard. Members always get their own copy. Fires Saturday 07:00.
3. Attendance reminders — turn on and set manager digest recipients. Fires 08:30 on working days.
4. Save. Changes take effect on the next scheduled run — no restart needed.

4. Per-user permissions

Fine-grained control — which sidebar items, project tabs and features (e.g. finance/cost visibility) a user sees — lives in User Detail → Permissions (open a user from User Management). Managers see everything relevant to their projects by default; developers get a restricted set.

5. First-time setup checklist

1. Enable PMS Access for the team; set one PMS Manager.
2. Set Working Hours / Day and turn on the emails you want.
3. Create a Project, add team members with hourly rates (rates drive cost + budget), set a budget, and move it to Active (timers are blocked on Planning-stage projects).
4. Publish the first Weekly Plan so Plan Adherence has something to score.
5. Ensure staff check in and run timers from day one — every report is empty until there are time logs.

Projects & Sprints

Project lifecycle

A project holds: budget (mandatory), hourly-rated team members, sprints, tasks, expenses and client-portal settings. Budget utilisation is tracked automatically from timer cost — alerts fire at 80%.

Sprints

Plan the backlog by dragging tasks into a sprint, activate it, and track burn on the project dashboard and Gantt view.

Tasks & Kanban

Time Tracking

1. Open the task → click Start Timer (or press T).
2. Work. The elapsed time survives page reloads. A reminder fires if a timer runs 4+ hours.
3. Stop when done or switching. Duration and cost (hours × your hourly rate) save automatically as a PMS Time Log.

Review or fix your entries under Time Logs. Every report — daily AI report, weekly email, Productivity, Performance — reads from these entries.

Check-In / Check-Out

• Check in when you start your day, check out when you finish — sidebar button or the mobile app.
• Missed check-ins/check-outs appear in your weekly email and trigger reminders.
• Attendance counts only effective working days: Sundays, public holidays (your holiday list) and approved leave are excluded automatically.

Weekly Plan

Management publishes an Excel-style projects × people matrix every week: planned hours per (project, member), plus priorities, closures and a watch list.

• Team members: check Monday morning — it is your commitment for the week. Hours you log on planned projects feed the Plan Adherence dimension of the Performance Score.
• Managers: allocations automatically sync each project's planned hours and team; publishing makes the plan visible and scoreable.

Calendar & Meetings

• Schedule meetings with attendees from the Calendar view; cards are colour-coded by timing.
• Minutes of Meeting (MoM) are mandatory — a meeting isn't complete until minutes are recorded.
• Meetings can spawn tasks (source meeting is linked on the task).

Task Report

Three tabs under Task Report:

Metrics Explained — Utilization vs Efficiency

Two percentages appear across Next PMS and are not comparable to each other:

Target hours — the fair bar

Target = 8h × effective working days. Sundays, public holidays and approved leave are removed before any percentage is computed; half-day leave deducts 0.5 day. You are never penalised for approved absence — a sick day lowers your target, not your score.

Why the weekly email and Task Report can disagree

• Different windows: the email always covers the fixed Mon–Fri week; Task Report periods roll back from today. Opened on Saturday, a "5d" view covers Tue–Sat — different days summed.
• Different headline metrics: the email leads with Utilization, the report leads with Efficiency. 49% utilization and 79% efficiency for the same person in the same week can both be correct — volume vs accuracy.
• Same engine underneath: identical leave/holiday/target logic everywhere; only the window and the question differ.

Performance Score (Management)

A single 0–100 composite used as an input to appraisals, increments and promotions. Weighted across 8 dimensions:

Bands: A ≥ 85 B ≥ 70 C ≥ 50 D < 50. Dimensions with no data are excluded and weights renormalised — missing data never scores zero.

🏆 Team Leaderboard

The Performance tab has two views: Individual (one employee's full breakdown) and Leaderboard (every PMS member ranked by composite score for the chosen window). The top performer is highlighted 🏆; #2 and #3 get 🥈 / 🥉. Each row shows score, band, logged-vs-target hours, tasks done and the member's weakest dimension — a low rank always comes with its reason attached. Members with no scorable data appear unranked rather than as zeros. Clicking any row opens that member's individual breakdown.

Analysing specific dates

Besides the rolling periods (5d…90d), a Custom Range (from → to) is available on both views — use it to score an exact appraisal cycle, a single sprint, or one calendar month. Clear it (✕) to return to rolling periods.

📬 Monthly score email

On the 1st of every month at 08:00 the system evaluates the previous calendar month and emails:

• Every member: own score, band, rank ("#3 of 15") and per-dimension scores. Peers' names are not included.
• Management: the full ranked leaderboard, with the month's top performer called out for recognition 🏆.

🧊 Frozen monthly snapshots

Before those emails go out, the same cron writes each ranked member's score into a frozen snapshot record (PMS Performance Score, one per member per month, e.g. PERF-2026-06-name@enfono.com) and submits it. Why this matters:

• Appraisal-safe. Live scores drift — tasks get reopened, estimates edited, leave approved retroactively. A snapshot is computed once and locked; recomputing June in December can't change what HR filed. Emails are generated from the snapshot, so what you received is exactly what's on record.
• Tamper-evident. Computed values on a submitted snapshot cannot be edited by anyone — the system rejects the change. Nobody can delete or cancel a snapshot either. The only permitted change is the management adjustment below, and every change is written to the document's version history (who, when, old → new).
• Trend history for free. The Individual view's Score History card lists every frozen month — score bar, band, rank — so a 6–12 month trajectory is one glance, no recomputation.

✏️ How to apply a management adjustment (±10)

Metrics can't see everything — a production firefight, mentoring load, a client escalation handled off-ticket. Managers can correct a frozen month by up to ±10 points, with the reason on record:

1. Open Task Report → Performance → Individual and select the employee.
2. In the Score History card, find the month and click Adjust.
3. Enter the adjustment (-10 … +10) and a reason — mandatory whenever the adjustment is not zero. Save.
4. The row updates instantly: Final Score = frozen score + adjustment (clamped 0–100), band recomputed, and an adj ±n badge appears — hover it to read the reason and who adjusted.

Automated Emails

All "off switches" live in PMS AI Settings (see Settings Reference). Recipients: member emails go to the member; management copies go to the configured Weekly Team Summary Recipient.

In-App Notifications

The bell icon (sidebar) shows unread notifications; mark one or all read from the panel. Notifications are created for:

Real-time updates (Kanban moves, new comments) arrive live via Socket.io — no refresh needed. The mobile app (PWA) additionally supports push notifications.

Settings Reference (PMS AI Settings)

Admin-only single settings document that controls reports, emails and the hours baseline (Desk → PMS AI Settings).

Per-user access control (sidebar items, project tabs, feature switches, finance visibility) is separate — User Detail → Permissions, admin only. Roles are covered in Roles & Access.

Client Portal

• Customers get a token link (/pms-portal?token=…) — no ERPNext login.
• They see progress, sprint status and task lists; they can comment on tasks. Internal costs and budgets are never exposed.
• PMs manage portal access from the project's Client Settings.

Support Tickets

Client-raised or internal tickets tracked under Support Tickets (managers/admins). Tickets can be converted into PMS Tasks (task type Support Ticket) so the work is timed and reported like everything else.

FAQ

Roadmap

Next PMS · Enfono Technologies · This guide is served at /pms-guide and updates with the app.