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Project Management Guide

Learn how to create, configure, and manage projects throughout their entire lifecycle in Mantis.

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Overview

Projects in Mantis are the central organizing unit for tracking resources, work orders, documents, and maintenance schedules. Each project represents a client engagement with specific equipment deployments at a designated location.
Projects can exist in three states: Open (accepting new resources), Active (operational), and Closed (completed and archived).

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Creating a New Project

1

Navigate to Projects

From the main menu, click on Projects or navigate to /projects/ to access the project list view.
2

Click 'New Project'

Click the + New Project button in the top-right corner of the projects list.
3

Fill in Project Details

Complete the project creation form with the following information:Client Information:
  • Partner Name (required): Select or enter the client/partner company name
  • Contact Name: Primary contact person at the client site
  • Contact Phone: Phone number for the primary contact
Location Details:
  • Campamento/Location (required): The site or camp name where equipment will be deployed
  • Cardinal Point: Geographic orientation (N, S, E, W, NE, NW, SE, SW) for the location
Timeline:
  • Start Date (required): Project commencement date
  • End Date (optional): Leave blank for ongoing projects - can be set later
4

Save the Project

Click Save to create the project. You’ll be redirected to the project detail view where you can begin assigning resources.
You can leave the End Date blank for ongoing projects. The system will display “EN CURSO” (In Progress) in the project view.

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Project Detail View

After creating a project, you’ll see the Project Detail page (/projects/<id>) which includes:

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Header Information

The project header displays:
  • Project ID: Unique identifier for the project
  • Status Badge: Shows whether the project is Open (green) or Closed (red)
  • Close Project Button: Available only for open projects

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Information Panel

The project information is organized into three columns: Column 1 - Project Data:
  • Client/Partner name
  • Location with cardinal point badge
Column 2 - Timeline:
  • Start date
  • End date (or “EN CURSO” if ongoing)
Column 3 - Contact Information:
  • Contact person name
  • Contact phone number

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Project Tabs

The detail view includes five tabs for managing different aspects:

Recursos Asignados

View and manage all resources (equipment and services) allocated to the project

Planillas de Trabajo

Access work order sheets and custody chains for resource tracking

Calendario Mantenimientos

Schedule and track maintenance events for project resources

Guías de Remisión

Manage shipping guides for equipment transfers

Documentos

Upload and organize project documents including work sheets and custody chain PDFs
Tab selection is persisted in the URL using the ?tab= query parameter, allowing you to bookmark specific sections.

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Managing Project Lifecycle

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Active Project Operations

While a project is open, you can:
  • Add and remove resources (equipment and services)
  • Create work order sheets
  • Schedule maintenance events
  • Upload documents
  • Generate custody chain reports
  • Manage shipping guides

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Closing a Project

When a project engagement ends, follow these steps:
1

Click 'Close Project'

From the project detail view, click the Close Project button (red button with lock icon) in the top-right corner.
2

Review Validation Alerts

The system will validate the project state and display alerts:Error Alerts (Red) - Must be resolved before closing:
  • Resources still rented to the project (status: RENTADO)
  • Pending work order sheets
  • Incomplete document uploads
Warning Alerts (Yellow) - Can proceed but should review:
  • Missing end dates on resources
  • Pending maintenance events
Info Alerts (Blue) - Informational only:
  • Summary of resources to be released
  • Document completion status
3

Resolve Any Blocking Issues

If there are error alerts, you must:
  • Release or retire all rented resources (see Resource Allocation Guide)
  • Complete or close all work sheets
  • Upload required documents
The modal provides links to the relevant sections for each issue.
4

Confirm Project Closure

Once all validations pass (only warnings/info remaining), click Confirm Closure.The system will:
  • Set project status to “Closed”
  • Release all resources with status changes (RENTADO → DISPONIBLE)
  • Lock the project from further edits
  • Generate final reports
Project closure is irreversible. Ensure all documentation is complete and accurate before confirming.

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Best Practices

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During Project Setup

  1. Complete Contact Information: Always enter accurate contact details for on-site communication
  2. Use Cardinal Points: Specify location orientation to help technicians identify the correct site
  3. Set Realistic Start Dates: Align the project start date with actual resource deployment dates

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During Project Execution

  1. Regular Resource Reviews: Check the Resources tab weekly to verify equipment status
  2. Document Everything: Upload all work sheets, custody chains, and shipping guides promptly
  3. Track Maintenance: Use the Calendar tab to stay ahead of scheduled maintenance
  4. Monitor Costs: Review the cost summary in the Resources tab to track project expenses

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Before Closing a Project

  1. Final Resource Audit: Verify all equipment has been returned or properly retired
  2. Complete Documentation: Ensure 100% document upload completion (check the progress bar in Documents tab)
  3. Review Work Sheets: Close or finalize all pending work order sheets
  4. Set End Dates: Add end dates to all resources to accurately reflect the project timeline
  5. Generate Reports: Download merged PDF reports for archival before closure

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Project Workflow Example

1

Week 1: Project Setup

  • Create project with client “MINERA XYZ” at “Campamento Norte (N)”
  • Set start date: 2024-03-01
  • Add contact: Juan Perez, +502 5555-1234
2

Week 1-2: Resource Allocation

  • Assign 5 water tanks (equipment)
  • Assign 1 pump service with maintenance schedule
  • Set operation start dates
  • Configure maintenance frequencies (daily for pump, weekly for tanks)
3

Weeks 2-12: Active Operations

  • Create biweekly work sheets
  • Generate custody chains for each site visit
  • Upload signed documents to Documents tab
  • Track maintenance events in Calendar
  • Record any equipment issues or repairs
4

Week 12: Project Completion

  • Create final work sheet
  • Generate shipping guides for equipment return
  • Upload all final documentation
  • Set end dates on all resources
  • Click “Close Project” and resolve any validation issues
5

Post-Closure

  • Download merged PDF of all project documents
  • Archive in company file system
  • Project appears as “Closed” in projects list

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Common Issues and Solutions

Problem: The validation shows “Hay X recursos rentados que deben ser liberados”Solution:
  1. Go to the Recursos Asignados tab
  2. For each resource with status RENTADO:
    • Click Edit
    • Set an operation_end_date
    • This will change status from RENTADO → DISPONIBLE
  3. Return to close project and validate again
Problem: Project end date shows “EN CURSO” and you need to closeSolution: This is informational only. You can close a project without setting the project-level end date. However, it’s recommended to:
  1. Edit the project details
  2. Set an appropriate end date
  3. This helps with historical reporting
Problem: Documents tab shows less than 100% completionSolution:
  1. Navigate to Documentos tab
  2. Expand all work sheets (click “Expandir todo”)
  3. Look for items with red X icons (missing files)
  4. Upload the missing documents using the upload button
  5. Required documents include:
    • Work sheet PDFs
    • Custody chain PDFs
    • Shipping guide PDFs
Problem: Need to add information after project closureSolution: Closed projects are locked to prevent data corruption. If you absolutely must make changes:
  1. Contact system administrator
  2. Request project reopening (requires database access)
  3. Make necessary edits
  4. Re-close the project
Alternative: Create a new project for any continued work with the client.

Resource Allocation

Learn how to add and manage resources in projects

Document Management

Upload and organize project documents

Calendar Scheduling

Schedule maintenance and track events

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API Reference

For developers integrating with Mantis projects:
  • Project Creation: POST /api/projects/create/
  • Project Details: GET /api/projects/<id>/
  • Close Project: POST /api/projects/<id>/close/
  • Validate Closure: GET /api/projects/<id>/validate-close/
  • Project Resources: GET /api/projects/<id>/resources/
See the API Documentation for complete endpoint details.

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