Project management for clinical engineering and maintenance
KIBBO organizes work done in stages, such as an installation or a renovation, as a project with an owner and dates, and as activities and tasks with an assignee, dates and dependencies. It measures progress by closed activities, shows the order in a Gantt chart and adds a budget when needed.
Project, activities and tasks: who does what, and by when
A project in KIBBO has a name, a description, an owner, a start and an end date, and four statuses: planning, in progress, paused and closed. The work is split into activities, each with an assignee, start, end and status, and each activity into tasks, with an assignee and a due date and time. Activities are shown grouped by status or in a single list.
Which activity waits for another: dependencies
An activity can depend on another: installing a device, for example, on preparing the room. In the list and in the Gantt chart it shows «Bloqueado por» (Blocked by) and the previous activity, and the app, in Spanish like the rest of KIBBO, states the rule: it cannot start or close until those finish. The project page counts the blocked activities.
Progress: closed activities out of the total
KIBBO calculates progress as the percentage of closed activities out of the total: two of six closed make 33%. Every activity counts the same, and the figure does not measure physical progress. An activity closes on its own when its tasks are completed, if nothing blocks it. The page also shows the time left to the end date and the overdue and blocked activities.
The Gantt chart, by days, weeks or months
The Gantt chart places each activity on the calendar, with a bar colored by its status, and expands its tasks. The scale switches between days, weeks and months, with markers for the project's start, today and the end. Each row shows the assignee and the dependency, if any, and opens the activity's detail. Dates are changed from that detail, not on the chart.
Budget and expenses, if the project needs them
The budget is optional: a project that starts without one can add it later. It is set in pesos or US dollars, with limits by activity, by category or for the total only. Each expense goes to an account in the chart of accounts and, where relevant, to an activity and a task, with its supporting document. KIBBO shows the total, spent, available and unallocated amounts.
The project's documents, in one place
The project's files tab holds plans, contracts, photos or any other project document, up to 10 MB per file. Each expense's supporting document is stored there too, and each activity also keeps its own files. To share where the work stands, the project list exports to Excel and each project has an option to download its WBS.
What Projects does not do
Projects organizes work within a single KIBBO account: it is not a project shared between a hospital's account and its service provider's. Activities and expenses are not linked automatically to the inventory, purchasing or work orders. And the option that blocks an expense over the limit applies inside KIBBO: it does not stop a purchase or a payment made outside it.
Frequently asked questions
How is a project's progress calculated in KIBBO?
As the percentage of closed activities out of the project's total: the project page shows it, for example, as «2 de 6 actividades cerradas» (2 of 6 activities closed) and 33%. Every activity counts the same, and the figure does not measure physical progress. An activity closes on its own once its tasks are completed and nothing blocks it.
Can Projects be used without entering a budget?
Yes. When a project is created, the choice is «Con presupuesto» (With budget) or «Sin presupuesto» (Without budget). Without one, the project works with activities, tasks, assignees, dates, dependencies and the Gantt chart, and a budget can be added later. Once a project has a budget, it cannot be removed.
What happens if an expense exceeds the project's budget?
It depends on what was chosen when the project was created: «Registrarlo y avisar al dueño» (Log it and notify the owner) or «No dejar registrarlo» (Do not allow it to be logged). The second option prevents an expense over a set limit, by activity, by category or for the total, from being logged in KIBBO. It does not prevent a purchase or a payment made outside the system.
Who can see a project's amounts?
Whoever has permission to see them. In KIBBO, budget and expense amounts depend on each user's permissions: being the project owner is not enough, on its own, to see or edit the budget.
Which KIBBO plans include Projects?
All of them. Projects is available on every KIBBO plan.
The plan and its follow-up, in one place.
Projects is available on every KIBBO plan.