Project Profile Management

Source file: 2026-06-08-user-manual-project-profile-management.html

User Manual

Field	Value
Document Type	User Manual
Portal	GRINEA – Internal Operations Portal
Module	Project Profile Management
Version Number	1.0
Document Date	May 26, 2026
Prepared by	Christian Canlubo

Version History

Version Number	Version Details	Author	Date Published
1.0	Initial Version	Christian Canlubo	May 26, 2026

1.0 Introduction

This section provides an overview of the purpose, scope, and intended audience of this document. Platform users are encouraged to review this document in full before proceeding to other module manuals to ensure they understand how the Project Profile module relates to their roles and responsibilities within the platform.

1.1 Purpose of the Document

This document serves as the official user manual for the Project Profile Management module of the GRINEA Internal Operations Portal. It provides step-by-step guidance on how authorized personnel can create and configure project profiles, assign working teams, manage project locations, upload TES files, and navigate the module to support downstream procurement activity.

The Project Profile module is the foundational entry point for all project-based activity on the platform. Every Bill of Materials and Services (BoMS), Purchase Requisition (PR), Request for Quotation (RFQ), and Purchase Order (PO) that is tied to a project traces back to a Project Profile. The profile establishes the project identity, defines the team authorized to act on the project, and centralizes all location data referenced by downstream modules.

This manual enables all users with access to the Project Profile module to independently create and configure project records, understand the working team assignment rules that apply to each Project Formula, manage project locations, and use the search and filter tools to navigate the project list efficiently.

This document is intended to complement, not replace, any organization-specific project governance frameworks or system administration guidelines. Users who encounter platform issues not covered in this manual should contact their designated system administrator.

1.2 Scope of the Document

This document covers all user-facing functionality within the Project Profile Management module of the GRINEA Internal Operations Portal. It does not extend to the downstream modules that consume project data, which are covered in their respective user manuals. Specifically, this document covers the following areas:

• Navigating to the Project Profile Management module from the Internal Operations Portal
• Creating a new Project Profile and completing the required fields
• Uploading a TES file and understanding how TES data populates the BoMS
• Understanding the Project Formula options and their impact on working team structure
• Assigning a Project Manager and configuring the full project working team
• Adding, editing, and managing Project Locations including address, contact persons, and working schedule
• Navigating the Project Profile tabs: Bill of Materials and Services, Uploaded Documents, and Purchase Orders
• Understanding Project Profile statuses across the full lifecycle
• Searching, filtering, and paginating the Project List
• Receiving and acting on email and in-app notifications generated by project assignment events

The following areas are out of scope for this document and are addressed in separate documentation:

• Bill of Materials and Services (BoMS) creation, approval, and management — covered in the BoMS user manual
• Purchase Requisition creation and approval workflows — covered in the Purchase Requisitions user manual
• Request for Quotation (RFQ) and Purchase Order (PO) management — covered in their respective module manuals
• User account provisioning, RBAC role assignment, and permission configuration — covered in the User Management and RBAC manuals
• ERP integration with Impuls and system-to-system synchronization
• IT infrastructure, network access, and device management policies

1.3 Intended Audience

This manual is intended for all end users of the Project Profile Management module across the organization. It has been written to be accessible to users regardless of their level of technical experience, with clear language and step-by-step instructions applicable to day-to-day project setup operations.

Project Profile Creator (Quotation Manager)

The Project Profile Creator is the user who initiates a new project on the platform, the Quotation Manager by default. This role requires the RBAC permission to create a profile. The creator is responsible for entering core project details, selecting the Project Formula, uploading the TES file where applicable, and inviting the Project Manager. The creator cannot assign the full working team; that responsibility transfers to the Project Manager once they accept the invitation.

Project Manager

The Project Manager is assigned to the project by the creator at the point of project creation. Once assigned, the Project Manager can access the project and is responsible for configuring the full working team based on the roles required by the selected Project Formula. The Project Manager can also add and manage Project Locations. The Project Manager cannot edit core project details such as Project Name, Project Type, or Project Formula once the profile has been created.

Working Team Members

Working team members are users assigned to specific roles on the project by the Project Manager. Their access to the project and to downstream modules (BoMS, PR, RFQ, PO) is governed by their team role and their RBAC permissions. Working team members receive email and in-app notifications when they are assigned to or removed from a project. They can view the Project Profile and access modules they are authorized for, but they cannot modify the project setup unless granted Update access via RBAC.

Backoffice Users

Backoffice users can view all Project Profiles on the platform regardless of project assignment. Backoffice users have read-only access to project records and cannot create or edit project profiles or locations. Backoffice users are the only role authorized to Archive a project.

Other Roles with RBAC Access

Beyond the primary audiences above, the Project Profile Management module is governed by RBAC. Any user granted Create access can create a Project Profile, any user granted Update access can update project details, locations, and team assignments in the same way the Project Manager does, and any user granted View/Read access can see the project on the list and open its details. Primary roles should therefore not be interpreted as a closed list.

2.0 Module Overview

2.1 Description

The Project Profile Management module is the central entry point for all project-based activity on the GRINEA Internal Operations Portal. It is accessed from the platform navigation under Internal Operations Portal > Project Profiles. Every project-based activity that will involve procurement activity, whether materials, services, or both, must be created and configured in this module before any downstream module can be used.

2.2 Key Features and Functionalities

2.2.1 Project List (Landing Page)

The Project List is the default landing page of the Project Profile Management module. It displays all Project Profiles visible to the current user in a table format. Frontoffice users see only projects they are assigned to as working team members. Backoffice users see all projects on the platform.

The list defaults to 100 rows per page. Pagination size is configurable from the bottom of the table. Each row gives the user a quick view of the Project ID, project name, investor, Project Manager, and current status. Clicking into a row opens the full Project Profile detail view.

[Screenshot: Project List – Landing Page]

2.2.2 Creating a Project Profile

A Project Profile is created from the Project List by a user (Quotation Manager) with the Create RBAC permission. To create a new profile, the user selects the Create Project action and completes the required fields. The following fields are displayed at creation:

• Project Name
• Project Type
• Project Formula
• Project Manager (invited by name from the user directory)
• Project Short Name
• Investor
• Target Start Date and Target End Date
• Contract Start Date and Contract End Date
• Project Description
• TES File (uploaded separately; see section 2.2.3)

Once saved, the Project Profile is created in DRAFT status. The platform sends an email and in-app notification to the invited Project Manager. The BoMS module instance is automatically generated for the project at the point of creation.

[Screenshot: Create Project Profile – Form]

2.2.3 TES File Upload

A TES file is the structured Excel source document that carries the project cost estimate. Uploading a TES file allows the platform to automatically populate initial line items in the project's Bill of Materials and Services. The TES file is required to create a Project Profile; BoMS items will be seeded from the TES data. The following rules apply to TES file uploads:

• File format: .xlsx only
• Maximum file size: 15 MB
• Required worksheets must be present and must not be renamed
• Gray cells in the template contain protected formulas and must not be modified
• Yellow cells are the input fields where estimate data is entered

Once uploaded, the platform processes the TES file asynchronously. The TES data is extracted from the sheets and used to create BoMS items in the project's BoMS. One TES line item can map to one or many BoMS lines. BoMS lines can also exist without a TES source if they are added manually. The processing status of an uploaded TES file is visible from within the Project Profile.

2.2.4 Project Working Team

The Project Working Team defines the users authorized to act on the project in downstream modules. The team structure is determined by the Project Formula selected at project creation. Each formula requires a specific set of roles, and the platform displays only the applicable role fields once a formula is set.

The working team roles available per formula are summarized in the table below:

Project Formula	Required Working Team Roles
Design Only	Project Manager, Design Engineer, Legal and Easement, Buyer
Build Only	Project Manager, Production Planning, Site Team, Scheduling, Legal and Easement, Buyer, Investment Manager
Design and Build	Project Manager, Production Planning, Site Team, Scheduling, Design Team, Legal and Easement, Buyer, Investment Manager

Assignment rules govern who can configure the team:

• The creator can invite the Project Manager only at the point of project creation.
• The Project Manager can assign all remaining working team roles once they have accessed the project invitation.
• The Project Manager cannot edit core project details (Project Name, Type, Formula).
• Each user assigned to a role receives an email and in-app notification confirming their assignment.

Team members are matched to roles using RBAC position validation. Each role has a required permission set defined in the system, and the user directory dropdown for each role is filtered to show only users whose RBAC position is compatible with the role requirements for the selected formula.

[Screenshot: Project Working Team – Assignment Form]

2.2.5 Project Locations

Project Locations define the physical delivery and site addresses associated with the project. Locations are the central reference for all location data used in downstream modules, including BoMS line item delivery, PR delivery schedules, and RFQ delivery specifications. Every location created on the Project Profile is available as a selectable option in the downstream module dropdowns for that project.

To add a location, the Project Manager selects Add Location and completes the following fields:

Location Details

• Location Name (required)
• Status: Active or Inactive
• Latitude and Longitude (optional, for map reference)
• Street Address
• Locality
• Postal Code
• Region / Voivodeship (required)
• Country (required, defaults to Poland)

Contact Persons

• Up to four contact persons can be added per location
• Fields per contact: First Name, Last Name, Phone Number, Email Address

Working Schedule

• Per-day toggle (Monday through Sunday)
• Start Time and End Time per active day
• Free text field for any additional location information

Locations can be set to Active or Inactive. Inactive locations are retained on the project record but do not appear in the downstream module dropdowns.

[Screenshot: Add Project Location – Form]

2.2.6 Project Profile Tabs

Once a Project Profile is created, the full profile detail view displays three tabs in addition to the General Information section. Each tab surfaces a different category of data linked to the project.

Tab 1: Bill of Materials and Services (BoMS)

The BoMS tab is automatically created when the Project Profile is saved. It displays the project's Bill of Materials and Services, which is pre-populated from the uploaded TES file where applicable. The BoMS module manages line items, cost layers, schedules, and PR generation flags. Full BoMS documentation is provided in the BoMS user manual.

Tab 2: Uploaded Documents

The Uploaded Documents tab allows project team members to manually attach files directly to the Project Profile. Documents uploaded here are stored against the project record and are separate from the TES file and any attachments linked to individual BoMS or PR records.

Tab 3: Purchase Orders

The Purchase Orders tab displays the summary of all Purchase Orders raised against the project. Each row shows the PO number, PO date, supplier name, and current PO status. This tab provides the project team with a consolidated view of active and completed procurement without navigating to the Orders module.

2.2.7 Searching and Filtering the Project List

The Project List provides a search field and a filter drawer to help users locate a specific project quickly. The search field accepts the following inputs: Project ID, Investor, and Project Manager.

The filter drawer, opened from the list toolbar, allows the user to filter by Status or by Project Type. The drawer includes a Reset function to clear all applied filters in a single action.

[Screenshot: Project List – Search and Filter Drawer]

2.3 Project Profile Statuses

Each Project Profile progresses through the following statuses across its lifecycle:

#	Status	Description
1	DRAFT	The initial status of a Project Profile, assigned when the creator first sets up the profile. The profile can be edited in this state. It has not yet been assigned a Project Manager or working team.
2	ACTIVE	The Project Profile is live and operational. The project working team has been assigned and the profile is accessible to all team members for downstream BoMS, PR, and procurement activity.

2.4 Project Formula Reference

The Project Formula selected at the time of project creation determines two things: the working team roles required on the project, and the Project Director assigned for downstream approval routing in modules such as RFQ. The formula cannot be changed after the Project Profile is created.

The mapping of Project Formula to Project Director is fixed by the platform and is summarized in the table below:

Project Formula	Project Director
Design Only	Design Director
Build Only / Design and Build	Operations Director

The working team roles required per formula are documented in section 2.2.4. The Project Formula does not affect the Project Profile creation process itself; its impact is fully realized in the PR and RFQ approval flows that follow.

3.0 Error Handling and Troubleshooting

This section lists the most common scenarios users may encounter while working with the Project Profile module, the typical underlying cause, and the recommended resolution. Issues that persist after the suggested resolution should be escalated to the system administrator.

Scenario	Possible Cause	Resolution
TES file upload fails or is rejected by the platform	The file exceeds 15 MB, is not in .xlsx format, or does not follow the mandatory TES template structure.	Open the original blank TES template from the Quotation G Drive, transfer the project data into a fresh copy following the Work Instructions sheet.
Project Working Team fields are not showing expected roles	The Project Formula has not yet been selected, or a different Project Formula was selected. The visible team roles change dynamically based on the Project Formula.	Select the correct Project Formula (Design Only, Build Only, or Design and Build). The Project Working Team fields will update automatically to display the roles applicable to the selected formula.
Quotation Manager cannot invite team members beyond the Project Manager	This is the intended behaviour. The initial creator of a Project Profile can only invite the Project Manager. The full working team is invited by the Project Manager after accepting the assignment.	Complete the profile setup, invite the Project Manager, and hand the profile over. The Project Manager will then invite the remaining team members and save the profile.
Location dropdown in downstream modules (BoMS, PR, etc.) is empty	No project locations have been defined on the parent Project Profile, or all existing locations have been set to Inactive.	Open the Project Profile, navigate to Project Locations, and add at least one Active location. Once saved, the location will immediately become available to all downstream modules.
Project Profile does not appear in the user's list of projects	The user has not been assigned to the project working team, or does not have View access via RBAC. Backoffice users see every project; Frontoffice users only see projects they are assigned to.	Confirm with the Project Manager that the user has been added to the project working team, and verify with the system administrator that the user has the appropriate RBAC View access for Project Profile.

4.0 FAQs

The following frequently asked questions address common queries about the Project Profile module.

Question	Answer
Who can create a Project Profile?	Any user with Create access to Project Profile can create one. In practice, Project Profiles are created by a Quotation Manager during the handover from the tendering stage.
Is the TES file mandatory when creating a Project Profile?	Yes. The TES file is the most important input when creating a new Project Profile. It must be a .xlsx file under 15 MB and must follow the platform TES template.
What is the relationship between the TES file and the BoMS?	The TES file is the initial reference for the BoMS. Line items in the BoMS are initially derived from the TES, and users can further break each TES line down into one or more purchasable BoMS line items. A BoMS line can also be created without being linked to any TES line.
Who approves a project as Project Director?	The Project Director approver is determined by the Project Formula. For Design Only projects the Project Director is the Design Director user. For Build Only and Design and Build projects the Project Director is the Operations Director user.
How are Project Locations used by downstream modules?	Project Locations are the single source of truth for location options in every downstream project-based module that requires a location, including BoMS, PR, etc. Only Active locations are surfaced in those dropdowns. Inactive locations are hidden but not deleted.
Can the same Project Profile have more than one BoMS?	No. Each Project Profile has exactly one BoMS, which is automatically created together with the profile. The BoMS is linked to the profile from the moment of creation and cannot be duplicated.

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