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Assign resources to designations ​

After setting up your project schedule, you can assign resources to the various designations on your projects.

TIP

You can also assign resources to designations before adding hours on the schedule. This enables you to see how many hours you can add for a specific employee, since the schedule view will then warn when you have exceeded their capacity.

Understanding the resources view ​

Resourcing view

The columns of the resource table (numbered above) are explained below:

  1. Designation: The name of the designation, as specified in the project organogram during the project set up.
  2. PM: A checkbox that enables a user to perform the role of a PM on this project. Selecting this checkbox brings up the following three options:
    1. Project Manager: Reflects the selection of the parent checkbox.
    2. View Financials: If checked, the user will be able to view financial information on the project (such as rates) and access potentially sensitive project documents uploaded in the Documents tab.
    3. Email notifications: Determines whether the PM should receive project notifications via email. This is useful when, for example, a project director delegated all PM responsibilities to another user and doesn't want to receive the email updates since it already goes to the delegated PM.
  3. HM: This is an acronym for "Hour Management", and when enabled it acts as a safety mechanism to prevent resources from capturing more hours on a project than what has been allocated to them. This is especially helpful, for example, when there are contractors working on a project that should only work a fixed number of hours and should communicate with the PM before being able to log more hours.
  4. Project rate: The charge out rate for this designation for this project. This includes any discounts as configured in the organogram.
  5. Total hours: The total number of hours allocated for this designation for this project.
  6. Allocated user: The user allocated to this designation (see next section).

Allocating a user ​

Consult assists PMs by giving them a quick indicator regarding the availability of users to fulfill certain roles.

Available users ​

As shown below, a green checkmark indicates that these users have the required number of hours for the selected role:

Available users

Users with conflicts ​

When a user has a red cross, that user does not have enough capacity to work on this project given their current schedule. You can still select that user, which will kick off a request to their resource manager to review the request and approve or reject it.

TIP

Find out who the user's resource manager is using the company organogram and notify them of the request, providing context as to why they are needed on this project. This communication can speed up the process of getting them approved.

The user's resource manager has the ability to move their hours around to ensure they have the capacity for this project.