Clicking on the Resources tab in any of the Add Task - General forms will allow you to add resources to the task.
The System Administrator and/or the Project Manager will have configured the system to set what data is entered for each resource. There are other options right on this form which changes what data is entered (see Auto-Calculate below). The following is a list of all the data fields which are available, but not all may show on your system.
Use the drop down to select a resource for this task. Only resources who have been previously added to this project will appear in the drop down list (see Add Users/Resources to Projects). To narrow the information in the list, start typing in the resources first or last name and the list will narrow to display only those matches. Click on a resource to select it.
If there will only be one resource on the task, then this resource will be the task owner. However if there will be multiple resources, a single task owner must be selected. One will always be set by default, but you can click on the radio button in the Task Owner column to change it. You may have settings turned on to only allow task owners to update task status. You can also run task reports by task owners.
The number of work hours that it is expected that it will take this resource to do the task.
Note* This column will appear depending on your task settings. If you are auto-calculating the Resource Work, then this won't appear because it will be calculated automatically. See the Default Task Adjustment Type topic in the Project - Default Options for more details.
The percentage of the resources work day that they will be working on this task.
Note* If you are auto-calculating the % of Resources Workday, then this won't appear because it will be calculated automatically. See the Default Task Adjustment Type topic in the Project - Default Options for more details on how this works.
The Resource Type/Role that this specific user will be performing for the task.
Note* This column only appears if you will have multiple resources assigned to one task and they may have different roles on the task. See the Enable Resource Type/Role to be set by Task Assignment topic in the Project - Default Options for more details on how this works.
If you have multiple resources on the task but they are going to have the same resource type/role, then you may not want to enter that role here for each individual resource. Instead you can just enter it once in the Resource Type/Role column for the task.
Depending on the settings chosen by the project manager, you may also be able to select a Burden ($) and/or Bill Rate ($) for the resource to apply to this particular task. Normally however, burden and bill rates are entered and maintained elsewhere (see Project Costing Rate Flow). You would only enter rates here, if you were not using the standard rate flow or there was an exception for this one task.
- Burden ($) represents the cost per hour in dollars for the resource. Entry for any specific resource will override the default Burden ($) entry calculation for the task whenever this resource enters time for this task.
- Bill ($) is the billing rate per hour for the resource. Entry for any specific resource will override the default Bill ($) entry calculation for the task whenever this resource enters time for this task.
Click on the add icon to add the resource to the task. Then, if needed repeat for any additional resources that will be assigned to the task.
Additional Resource Settings
There are some additional resource settings that you have on this form:
This is the total number of work hours required for this task. You can enter this total and then Project Insight will prompt you how to allocate that to the resources if there is more than one. If there is only one task resource, then that resource will be assigned those same number of hours. Alternatively, you can enter individual work hours for each resource and then this total will be automatically calculated from that.
This temporarily changes which data is automatically calculated as part of the formula used to measure the resource(s) work allocation to the task (% of Resource’s Workday), the duration within which the work will be performed (Task Duration) and the amount of work required for the completion of the task (Resource’s Work).
The default calculation is displayed but you can change it temporarily. When you change it, the display may change to reflect that new setting and the data you enter for it.
% of Resource’s Workday - allows the project manager to set a schedule based on the duration of the task, while manually entering the total work (hours) to complete the task. The system then automatically calculates the percentage of each of the resource’s workdays that will need to be allocated in order to complete the task.
Resource Work - allows manual entry of the duration and the % of resources workday, then uses those values to automatically calculate the total work that will be applied to the task.
Task Duration - allows the manual entry of the total work and % of resource’s workday. This setting will calculate the duration automatically after the task is submitted. If multiple resources are assigned to the task, the duration will calculate based on the duration for the resource who requires the longest duration to complete the task. The % of resource’s workday for all other task resources will adjust in accordance with the duration value calculated above.
Saving the Resources
At this point or any other during the Add Task process, you can click on one of the tabs at the top of the window to move on to other task definition windows. Note that you do not have to click Save at this point to save your information if you intend to do so in one of the other tab windows. However, clicking Cancel in any of the Add Task windows will cause your data to be lost from all windows in the process. Click on one of the tabs below to jump to a help section for that tab's window.
Save button will save the task information from all tabs within this form and return to the page you were on prior to adding or editing this task.
Save & Display Task will save the task information from all tabs within this task form and continue to the task detail view for this task.
Save & Add Another Task will save the task information from all tabs within this form and present a new form to add another task.
Save & Add Successor Task will save the task information from all tabs within this form and present a new form to add another task with pre-populated data for the same summary task as this task and this task as its predecessor.
Save & Suggest Project Resource will save the task information from all tabs within this form and present the suggested resources for this task from this project's current resources. See Suggest a Resource for further information.
Save & Suggest Any Resource will save the task information from all tabs within this form and present the suggested resources for this task from this system user list. See Suggest a Resource for further information.
Cancel will cancel all added and/or edited information from all tabs within this task form and return to the page you were on prior to adding or editing this task.