Converting Bids and Project Set-Up

Once a bid is won, update its Bid Status to Won and select Actions then Convert To Project. This opens the Create Project panel.

Much of the information entered at estimate stage carries across automatically. The panel guides you through five steps, shown on the left. A tick appears beside each step once it is complete, and you can move between steps using Back and Next.

Step	What it covers
1. Basic Information	Name, reference, dates, value, social value target and address
2. Metrics	Targets, data collectors and reporting frequency
3. Tags	Business unit, county and other tags
4. Administrators	Project Leads and Auditors
5. Data Entry & Validation	Validation mode and data entry type

Project Set-Up Step 1: Basic Information

Figure 1 Step 1 of the Create Project panel: Basic Information

Review the details carried across from the estimate and complete any that are missing. Fields marked with an asterisk (*) are required.

Field	What to enter
Name *	The project name, carried across from the estimate.
Reference	The project reference, carried across from the estimate.
Start Date * and End Date *	The start and end dates of the contract.
Project Value	The contract value, carried across from the estimate.
Social Value Target	The target social value, carried across from the estimate total. The toggle allows the target to be set as a percentage of project value instead, and the percentage is shown underneath.
Address	The location of the project. Start typing a postcode or place name and select from the list.
Notes	Any additional project context, guidance or relevant information.

Select Next to move on to the Metrics step.

Project Set-Up Step 2: Metrics and Data Collectors

Steps 2 to 5 of the Create Project panel complete the project set-up. These settings can also be reviewed later from within the project.

Figure 2 Step 2 of the Create Project panel: Metrics

The metrics from the estimate are listed, with a count shown in the top right. Further metrics can be added using the Metric Basket dropdown. Each metric has its own card with three settings:

Target: the amount committed, carried across from the estimate.
Data Collector: the person responsible for entering the data for that metric.
Frequency: how often data should be captured, for example monthly or quarterly.
Strict Validation: information must meet all validation rules before a record can be submitted.
Advisory Validation: warnings are shown where information does not meet the validation rules, but records can still be submitted. Records with warnings do not count towards validated totals until all issues are resolved.
Full Data Entry (Recommended): individual records are entered for each metric. This is required for validation.
Basic Data Entry: metric totals only. Validation is not available in this mode.

Each card also has a pencil icon to edit the metric, Copy to duplicate the metric line, and Delete to remove any metric that is no longer required.

The system automatically sends the data collector an email notification on the first working day of each period, with a link to enter their data.

Tip More than one data collector can contribute to the same metric, for example where several people in the supply chain deliver against it.

Project Set-Up Step 3: Tags

Figure 3 Step 3 of the Create Project panel: Tags

Tags categorise the project so that data can be filtered and reported on consistently, for example on dashboards and in reports. The Business Unit and County entered on the estimate carry across automatically. Select the x on a tag to remove it, or use the dropdown to choose a different one.

Business Unit and Sub Business Unit tags are managed centrally rather than created here. Other tags, such as client name or framework agreement, can be added directly.

Note Business unit structures and naming conventions are configured for each organisation. Contact your system administrator or the Thrive team if a business unit you need is missing.

Project Set-Up Step 4: Administrators

Figure 4 Step 4 of the Create Project panel: Administrators

Two administrator roles are set at project level. Select names from the Leads and Auditors dropdowns. More than one person can be added to each role.

Role	Responsibilities
Lead	Manages project administration: maintaining project information and overseeing metric selection and assignment.
Auditor	Reviews submitted data, evidence and comments, and approves or rejects each record.

These are typically two different people, providing a separation between data entry and assurance. The names chosen here appear in the Leads and Auditors columns on the Projects screen.

Project Set-Up Step 5: Data Entry and Validation

Figure 5 Step 5 of the Create Project panel: Data Entry and Validation

The final step sets how data will be checked and entered on the project.

Thrive Validation

Select one of the two validation modes. The selected option is outlined and ticked.

Data Entry

Choose one or both data entry types:

Selecting both allows users to switch between the two when adding records. Use Default Tab to choose which one users see first when they open the data entry page. See the ‘Adding Data’ article for more detail on the two entry types.