Add Resources to Projects

Create a Project - Adding Resources

From within your project, select Project Resources from the Resources drop down.

Which will load the Resources page where you can add/edit/delete resources for your project.

Use the blank row at the bottom of the list to add resources to your project. The drop down list will be predefined by your administrator with all Project Insight users who have been configured as assignable to a project. If you do not see the resource you are expecting, check with your administrator.

The columns and their use is defined below:

Resource Last Name as the name implies, this is the last name of the resource.

Resource First Name as the name implies, this is the first name of the resource.

Resource Types is an optional field to choose the type of work is the primary responsibility for this resource within this particular project. This selection is for reference only. It does not actively assign the resource to any tasks. Assigning the resource to tasks by resource type/role is done through the use of the Assign Resource by Resource Type function accessed through the use of the assign tasks icon in the Action column for each assigned resource.

Resource Company automatically displays based on the User Profile company assignment.

Task Count automatically displays the number of tasks assigned to the resource. Clicking on the number will produce a report showing the tasks assigned to this resource.

Project Resource Roles

Project Resource

• Enter time and expense entries on tasks to which they are assigned as a resource.
• Enter Actual Start Date, Actual Finish Date and % Complete data on tasks to which each is assigned as the task owner.

Project Scheduler has all rights of a Project Resource plus:

• Add resources to the project as Project Schedulers or Project Resources.
• Enter time, expense and % complete data on behalf of all project resources.
• Edit the project name, start date and other fields on the project add/edit form.
• Edit all scheduling-related fields for all tasks within the project.

Project Manager has all rights of a Project Scheduler plus:

• Add resources to the project as Project Managers.
• View budget information.
• Edit all budgeting fields for all tasks and resources within the project.

Work Schedule

Indicates the selected user's schedule to apply to the project.

• Project Default is the most common schedule used.
• Personal Default is an alternative for calculating a resources personal schedule into the project schedule (project schedule durations may change to adjust for conflicts with the resources personal schedule).
• Any predefined Custom Work Schedules for the project will also be available from this drop down.

Burden Rate

Burden rates represents the internal hourly cost of the user while working on the project.

This value will auto-fill based on the user's default, while still allowing a manual entry to change the default for this project only. This value is often left as null (blank) so that the rate performs a look up of the value from Administration, where rates are centrally maintained as opposed to managing rates separately on each project. A typical look up for a bill rate on a project might be based on a Contracts as opposed to being based on a named resource within the project. Further information to help determine the best methods for calculating work rates can be found starting in the Work Rates Overview topic and following the relevant links for more detailed information on calculating rates as it pertains to your particular organization. Changes to the value in these fields will only apply to tasks that this resource is assigned to following the change in the value. To change existing tasks that this resource was assigned to prior to the burden rate change, you must use the update rate icon in the Action column for each assigned resource to update the burden and bill rates already assigned to this resource within this project. Updates to the task burden and bill rates do not change the calculations on time entries that were made on these tasks prior to the rate change.

Bill Rate

Bill Rate is for the rate in dollars at which the user's work is to be billed to your client.

This value will auto-fill based on the user's default, while still allowing a manual entry to change the default for this project only. This value is often left as blank (null) so that the rate performs a look up of the value from Administration, where rates are centrally maintained as opposed to managing rates separately on each project. A typical look up for a bill rate on a project might be based on a Contracts as opposed to being based on a named resource within the project. Further information to help determine the best methods for calculating work rates can be found starting in the Work Rates Overview topic and following the relevant links for more detailed information on calculating rates as it pertains to your particular organization. Changes to the value in these fields will only apply to tasks that this resource is assigned to following the change in the value. To change existing tasks that this resource was assigned to prior to the burden rate change, you must use the icon in the Action column for each assigned resource to update the burden and bill rates already assigned to this resource within this project. Updates to the task burden and bill rates do not change the calculations on time entries that were made on these tasks prior to the rate change.

Far Right Columns

Def. % Alloc sets the default allocation for the resource when applied to tasks with "Resources' Work" or "Task Duration" set as the Def. Calculation (default calculation). For example, a resource applied to a task set to calculate the Resources' Work with 5 days duration and a 100% resource allocation would calculate to 40 hours of Resources' Work on the task. This setting is irrelevant for tasks set to calculate "% of Resources Workday."

Admin contains three icons to be used as follows:

• Assign Resource by Resource Type allows you to assign a group of tasks this resource. This includes moving tasks from another resource.
• Update Burden and Bill Rates for all Tasks Assigned to Resource allows you to update the calculations being performed by the project. This is generally used after a change to the rates has been done. If you do not do the update, then your project continues to use the previous rates.
• Edit allows you to edit the columns for the resource.

Quick Add by Company, Group or Department

You may choose to add multiple resources by using the quick add function and placing everybody from a specific company, group or department to the project resources list. This function will add all resources associated with the company, group or department without changing any existing resources already on the list who may also belong to the selected entity. Note however that resources must be removed one-at-a-time after being added. Use this feature with the understanding that you may mistakenly add a larger list of resources than you had intended and removing them from the project may take several additional delete and confirm clicks.