Resource Planner

In Resource Planner you can allocate resources to activities or modify parameters for an allocated resource. You can access this function by choosing Resource Planner  under Planning & Control  .

It's only the person/persons who has the role Administrator or Planner, that can Add, Edit or Delete Resource planned activities in the Resource Planner. In the Activity Planner some of the activity parameters can be updated and modified by the person who is responsible for the activity, (even if the person not have the role Administrator or Planner). There all users in the portal or the room can however read the activities that are added, not in the Resource Planner.

If you have the role Administrator or Planner in the Lobby, you can use all the resources in the whole portal, but if you have the role Administrator or Planner in the one Room, you can only use the resources that are members of that Room.

NOTE: Before you can assign any resources you have to set the Work time per day for the resource. See Rates

NOTE: If a Contact resource is visible in the Resource Planner depends on how the Contact Visibility is set under the function Contacts . For example, you cannot use a contact in the resource planner of the Lobby, unless the contact is set as visible also in the Lobby, it works the same way in a room. If you want to use the Contact resource throughout the whole portal, then select Visible to all users on the portal.

Contents

 

• Work with resources
• Search Resource(s)
• Change display period

 

Work with resources

 

NOTE: The functionality and the information you are allowed to modify depends of your role and permission.

Add a new resource to the Resource list and Allocation Chart (Administrator or Planner)

1. Select a room from Select room drop down menu. NOTE: If you are in a room the room name are already prefilled.
2. Click on the Add Resource  button.
3. Select an activity from Select Activity drop down menu.
4. Select a resource from Select resource drop down menu.
5. Add how many hours in the Hours field.
6. Select the Start- and Stop date.
7. If you want to create a recurring allocation first follow the instructions in 1-6, and after that click on the button Click here to create a recurring allocation. Then you can choose how you want the allocation to recur. You can also set the Timeframe for allocations to be made. Use the Start- and Stop calendar buttons. Click Ok when you are done. NOTE: Here’s an example: In case, if the manager wants a resource to work fixed hours on specific days of a week repeatedly for the whole duration of an activity, that can be done through the recurring allocation option. While allocating the resource to the activity, you need to specify the hours as well the recurring date range. For example, if the resource need to put 4 hours on a single day, you can specify the hours, the start date and the end date as the same. Now if you click on the button Click here to create a recurring allocation, you can specify the weekly option and the days in a week, the resource needs to work 4 hours on this activity, along with the timeframe of the allocation. Here we select Wednesday and Thursday. Now if you save and allocate the activity, from the monthly view, you see that the resource was allocated, 4 hours on this activity on Wednesday and Thursday for each week, and there are multiple allocation entries that have been created.
8. Click on Add selected resource(s) to activity button to complete the resource allocation.

 

Add/Modify parameters in the Resource list (Administrator or Planner)

1. Select a room from Select room drop down menu.
2. Select the Resource from the Resource list.
3. Add/Modify Start date, select Start date in Resource list and push the calendar button and select the actual year, month and day from the calendar.
4. Add/Modify End date select End date in Resource list and push the calendar button and select the actual year, month and day from the calendar.
5. Add/Modify Time, select Time field in Resource list and fill in the time for the activity.
6. Calculated allocation value in percentage, %: Shows current allocation percentages, change start and/or end date or time to change this value. NOTE: Will be adjusted automatically.
7. Info is the status of the notification to the assigned resource. NS is Email not sent yet, I is Informed and NR is Not Responded Yet. How to inform resources is explained in the following section below: Send Email to Resource(s) (Administrator or Planner).

 

View Resource Detail (Administrator or Planner)

1. Select a room from Select room drop down menu.
2. Select the defined Resource from the Resource list.
3. Click on the View Resource Detail  button in the toolbar.
4. A new pop-up window appears with detailed information about the selected resource.

 

Send Email to Resource(s) (Administrator or Planner)

1. Select a room from Select room drop down menu.
2. Select the defined Resource from the Resource list.
3. Click on the Inform resource  button in the toolbar.
4. A new pop-up window appears, choose how the resource shall be informed and what type of receipt to be used:
   1. Inform Resource, the resource get an email with information about the allocation
   2. Request Response from Resource, the resource gets an email with information about the allocation with a request to send a response to the email.
   3. Send me response via email, If you want a copy of the email sent out to the resource.
5. Click on the Send button to send the email.

If you regret your changes or you don’t want to send the email, click on the Cancel button.

Delete Resource from Resource list and Allocation Chart (Administrator or Planner)

1. Select a room from Select room drop down menu.
2. Select the defined Resource from the Resource list.
3. Click on the Delete Resource(s)  button in the toolbar.

 

Search resource(s)

 

If you want to search for a user resource in the function Search resources, the Work time per day must be set to at least 1 hour. The search function does not show the user resources that have Work time per day set to 0, because these does not have any time that can be allocated.

Define Search Condition and Search resource (Administrator or Planner)

1. Click on Search Resource  button.
2. In the Search pop-up window you can define search condition, modify parameters and allocate resources to different activities, (see below).

 

Add new Search Conditions

1. Use the first drop down menu to select search criteria.
2. Use the second drop down menu to select search condition.
3. Enter a search value in the search value field.
4. Click on the Add button in the toolbar to add the new search condition to the Search Condition list.

 

Search Resource

1. Select one or more search conditions from Search Condition list, (select the check box in front of the search condition in the Search Condition list).
2. Click on the Search  button in the toolbar.

 

Delete Search Conditions

1. Select one or more search conditions from Search Condition list, (select the check box in front of the search condition in the Search Condition list).
2. Click on the Delete button in the toolbar.
3. The search condition is removed from the list.

 

Clear all Search Conditions

1. Click on the Clear button in the toolbar.
2. All search conditions are removed from the list.

 

Add/Modify parameters in the Search Result Resource list (Administrator or Planner)

1. Select the Resource from the Search Result list.
2. Add/Modify Start date, select Start date in Search Result Resource list and push the calendar button and select the actual year, month and day from the calendar.
3. Add/Modify End date select End date in Search Result Resource list and push the calendar button and select the actual year, month and day from the calendar.
4. Add/Modify Time, select Time field in Search Result Resource list and fill in the time for the activity.
5. Calculated value CA, Current Allocation: Show current allocation, change start and/or end date to modify this value.
6. Calculated value EA, Estimated Allocation: Show estimated allocation when the new modification has been done, change time value to modify this value.

 

View Resource Detail (Administrator or Planner)

1. Select the Resource from the Search Result Resource list.
2. Click on the View Resource Detail button.
3. A Resource Details pop-up window appears with more information about the selected resource.
4. To close the Resource Details pop-up window, click on the Close button.

 

Allocate Resource to one Activity (Administrator or Planner)

1. Select the Resource from the Search Result list.
2. Select the activity from the Select Activity drop down menu, (the activity you want to allocate the selected resource).
3. Click on the Add selected resource(s) to activity button.

 

Change display period (Resource list and Allocation Chart)

 

NOTE: The functionality and the information you are allowed to modify depends of your role and permission.

 

Change display period to, Day view

1. Select a room from Select room drop down menu.
2. Click on the Day button in the toolbar.
3. Change Day.
   1. Use the  button  to step one day ahead.
   2. Use the  button  to step one day back.

 

Change display period to, Week view

1. Select a room from Select room drop down menu.
2. Click on the Week button in the toolbar.
3. Change Week.
   1. Use the  button  to step one week ahead.
   2. Use the  button  to step one week back.

 

Change display period to, Month view

1. Select a room from Select room drop down menu.
2. Click on the Month button in the toolbar.
3. Change Month.
   1. Use the  button  to step one month ahead.
   2. Use the  button  to step one month back.

 

Change display period to, Year view

1. Select a room from Select room drop down menu.
2. Click on the Year button in the toolbar.
3. Change Year.
   1. Use the  button  to step one year ahead.
   2. Use the  button  to step one year back.