Create a Delivery Plan

When you access this screen for the first time, the system will show you the necessary steps to create a delivery plan. Make sure you have added the necessary resources (customers, accounts and teams) before proceed. Then the "Create Plan" option will be available.



If you already have plans created, access the main screen and click on  "Create Delivery Plan"


Delivery Plan Header



Fill the fields as per the delivery plan agreed. Some important points need to be considered:

  • Delivery Plan Owner: The responsibility for that given plan. Can be only one individual.
  • Description: Describes the plan's name or purpose. Free text.
  • View: The plan View you want to assign to this delivery plan. See more on Plan Views
  • Notifications Set: Defines the alerts you want to receive to control delivery plan limits and deadlines. See more on Smart Notifications.
  • Customer: This is the customer previously added to the system, as per the initial source selection the user chose.
  • Start/End Dates: These fields delimit the delivery plan duration. Even if the plan has a recurrence, these fields should be filled. Any worklogs or issues created outside of these limits will appear as a warning on the screen and reports.
  • Delivery Plan Value: When a plan has no recurrence, then the value entered will be assumed as the plan's total value. If the plan is recurrent, then the amount informed will be repeated for every period bucket equally

  • Example 1: 
    • A delivery plan with no recurrence and a value of $10,000.00: In this case, the total planned value will be $10,000.00 for the period the delivery plan is active (end-date).
  • Example 2: 
    • A delivery plan with monthly recurrence and planned value of $1,500.00: In this case, the system will consider an amount of $1,500.00/month until the last month is informed on the end date. If your plan starts in January and ends on October, 10 monthly buckets of $1,500.00 each will be generated and the progress will be tracked monthly as per the worklogs entered x work rates. The system will also display a total of $15,000.00 for the plan, with a total duration of 10 months.
  • Average Hour Value (Time & Materials plans only): shows an average calculated hourly rate (plan value divided by planned hours). Read-only field.
  • Billing Model: How the delivery plan should be consumed:
    • Hours: will consider the worklogs added to issues that belong to the related accounts, independently of the number of issues created, since they are logged within the defined start/end dates
    • Fixed-Price: will consider the number of hours logged x work rates, independently of the number of issues created entered since issues are created within the defined start/end dates.
  • Monthly Recurrence : Defines how the planned hours/value will be consumed. There will be 2 options to select:
    • In case Monthly Recurrence is OFF, the delivery plan will calculate the hours/values once, based on the start/end dates.
    • In case Monthly Recurrence is ON, the system will check the start/end dates and count the number of months contained in the range selected. Then, the number of hours or value informed will represent the monthly amount that will be multiplied by the number of months. In this case, the system displays additional information for the total amounts and how many months are included in the calculations. 
  • Planned hours (Time & Materials plans only): This field description will follow the "Billing Model" field previously informed. When a plan has no recurrence, then the value entered will be assumed as the plan's total amount. If the plan is recurrent, then the amount informed will be repeated for every period bucket equally.
  • Example 1: 
    • A delivery plan with no recurrence and 500 planned hours: In this case, the total planned hours will be 500 for the period the plan is active (end-date).
  • Example 2: 
    • A delivery plan with monthly recurrence and 40 planned hours: In this case, the system will consider an amount of 40 hours/month until the last month is informed on the end date. If your plan starts in January and ends on October, 10 monthly buckets of 40 hours each will be generated and the progress will be tracked monthly as per the issues or worklogs entered. The system will also display a total of 400 hours for the plan, with a total duration of 10 months.



Accounts Section

In this section, the user establishes how the delivery plan will be billed and how the progress will be tracked.

Accounts: Establish the account criteria defined for the delivery plan. This section will drive the way the hours/values will be allocated and consumed. Each plan can have up to 6 different accounts.


Time & Materials (hours) plans:



Fixed-Price plans:


IMPORTANT Once an account is tied to a delivery plan, it cannot be used in another delivery plan. 



To add a new account row to the delivery plan, click on the "Add Account" button on the left bottom of the section.


Important fields to be considered:

  • Account Name: Previously created on the Accounts screen. The select list will display only accounts linked to the related customer or the ones that are available (not tied to any delivery plan).
  • Billing: Shows if that account is billable or non-billable. Only the billable accounts count for the total hours/value of the delivery plan. This is useful to separate values when calculating consumed hours/values or to track the costs of a delivery plan. 

IMPORTANT The system considers only the billable accounts to sum up the total of the delivery plan. It means the sum of the billable accounts will have to match the total for the plan, but it does not apply to the non-billable ones. It is required that the plan has at least one billable account informed.

Example 1: If a Time & Materials plan's total planned hours is 100 hours, you can have a billable account with all the 100 hours and an additional non-billable account with more hours. For example, 20 hours. The total hours (billable and non-billable) will be 120, but the system will allow you to save the delivery plan normally since the total for billable accounts matches the plant's total hours (100). 


Example 2: If the plan's total planned hours is 100 hours and you have 2 billable accounts, one with 100 hours and another with 20 hours, the system WILL NOT allow you to save the plan until you match the billable values with the plan's totals. In this case, you have to remove the 20 hours account or make it non-billable, so the totals will match.


  • The same logic applies to Fixed-Price plans.


  • Service Type: Defines the nature of the service (Support, Project, Consulting, or Maintenance).
  • Planned hours (Time & Materials plans only): part of the planned total hours that will be split for that given account. The sum of all billable slices should not exceed the plan's planned hours.
  • Planned value (Fixed-Price plans only): part of the planned total value that will be split for that given account. The sum of all billable slices should not exceed the plan's planned value.
  • Teams: Represents the assignees for that particular account. Type the first letters of the team's name on the field and select the team from the list. Each account can have hours assigned to up to 4 different teams (slices) and the sum of all teams amounts should not exceed the account slice's planned hours/value. The field also indicates the number of teams involved on that account slice. 

  • Actions: buttons that allow editing, delete or split the amounts across different teams, as per the defined permissions.


Note: Each new delivery plan is saved as DRAFT. This is the only status that allows users to make any changes before calculations take place. In DRAFT, all worklogs or issues entered will not count for the plan progress/consumption or be displayed on the planned x executed report. This process only starts after you turn the plan status to ACTIVE.


Split Accounts (Slices):

This functionality allows users to split the number of hours/values from a single account among different teams. In this way, you can define what are the teams involved in the work for that particular account. To split the account, click on the   icon. A new subsection (slice) will be displayed and you can distribute the account's amount of planned hours across different teams. You can add up to 4 distributions (slices) and they cannot exceed the related account row's total. 


For Time & Materials plans:



For Fixed-Price plans:

IMPORTANT Please, note that, for Fixed-Price plans, the slices allow to distribute work among teams but do not specify values or percentages for each team, since this type of plan doesn't need to control that.


When creating account slices it does not mean the delivery plan will have 4 accounts, it means that a single account is being worked by up to 4 different teams. Since each plan can have 6 accounts that can be sliced among 4 teams, you can have a maximum of 24 teams dividing the work in a delivery plan.

In case the user is working in a recurring plan, the account slices will be considered as a monthly type for calculation purposes.


Extra Values

Sometimes there are additional values that are not a direct part of the services executed, but which also impact plan values and expected margins. For example, revenues that come from interest rates or expenses with trips or costs with licenses. For these situations, MindPro Deliver has a place to inform extra revenues and extra expenses inside each delivery plan. When clicking on the "Add Extra Values" button, the following screen will appear and the user can add any type of income (left side) or expenses) right side:


Click on the "Add Revenue" or "Add Expense" links to add a new record:


Click on "Save" to save the changes


IMPORTANT The system only allows updating values on this screen for delivery plans in DRAFT or ACTIVE statuses.


IMPORTANT For Time & Material (hours) plans, the values informed on this window will not impact the calculation of the hourly margins. On the other hand, they will be counted when calculating the total plan gross profit and total plan gross margin, as in Fixed-Price plans. 


It is possible to access this window in read-only mode without the need of opening a delivery plan. If you go to the Plan List screen and click on the "$" symbol from the "Actions" column, you can also access the list of Incomes and Expenses for that particular delivery plan.


Click on "Create Delivery Plan" and the plan will be created.