Assigning Resources
The Project Management module is integrated with the entire business CRM, and as such the selection of resources has been designed to select from anyone in the CRM and added via the Resources Sheet.
The Resource Sheet will allow you to add existing contacts that are involved in the project and list them for convenience. This will likely form the basis of security access later, ie if on the Resource Sheet they will be able to see the Project planning area.
We have also allowed for you to add in the Resource Sheet a generic item (for example “Architect or Tiler”) so that you can identify the resource type and later assign this to a contact and auto update the planning chart.
Employees are automatically included in the selection list, however external parties will need to have an account in CompleteEmpire and be created as “Contacts” in order be provided with external access to the module as you may deem applicable as well as allowing visibility on contact logs. Once some has been created within the CRM, they will always be available, so it is one off task and will allow visibility on contact logs. Adding an account is a quick and simple process and can be found in the online manual. This can be done at their Business or Personal level (note at Personal Level you can use “Relations” to link them to the business). In the Lookup section you should consider having the appropriate amount of Contact Types and this also serves to assist you find and filter resources.
When developing the project and preparing your list of tasks and resources the quickest and most efficient way to add resources is to use the Resource Sheet. The Resource Sheet entry method allows you add not only resources from the CRM but add additional free form headline resources ie Architect, Builder, Tiler etc etc.
Resource Sheet - Adding a resource
- In the Project Management view highlight the project that requires resources to be added
- Click [Resource Sheet] in the quick action button group to open a new window.
- Click [Create New] to add a new resource entry line in the table.
- Select from the listed accounts or freely type in your resource name.
- Select custom calendar if required.
- Click [Save] to save the new resource for the current project.
- To edit a current resource click [Edit].
Assigning resources to a task
You can assign resources in two ways,
Double click the Gantt Chart bar to open the Task Information window and selecting the Resources tab.
Or
Double clicking on task Assigned Resources in the column of the same name in the task list on the Gantt display.
Simply chose the allocated resource and then enter the “Units” or percentage of the task. Note, at the moment 1 unit =100%. Once selected then “Save” the entry or Cancel if not required.
Double click the Gantt Chart bar to open the Task Information window and selecting the Resources tab.
- Open the {Resources} Tab
- Click [+] (Green) - click to add a new resource entry line.
- Select from the drop down list the resource to be assigned to the task. Resources need to exist prior assigning them to a task in the project.
- To change the percentage of time assigned double click and enter a new percentage.
- Click [Save] - click to Save your resource assignment and or Cancel
- Click [Delete] - to delete the highlighted entry.
- Be Warned this deletes the task. Confirmation is required.
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