Configure Resources Defaults

Resources are set up and used to track cost/billing for employees, subcontractors, or equipment. Subcontractors should be set up if their time will not be billed as a service type item. This help document reviews the setup and configuration of Resources Setup. For more information, see Set Up Resources

General Description of Resources

1. Usage: Resource usage can be recorded in multiple ways:

   • Timecard

   • Expense Report: Expense reports flow over to the project as an 'Expense' usage rather than a 'Resource' usage.

   • Project Journal entry

   • Sales Orders or Sales Invoices: (When the Project > Invoicing FastTab > Sales Order Creates Usage or Sales Invoice Creates Usage option is "true" or enabled. For more information, see: Sales Order/Sales Invoice - Create Usage

2. Resource Group: Resources are normally linked to a Resource Group. The Resource Group can be used to facilitate the following:

   • Group Invoices together on an Invoice to the customer.

   • Identify costs by group rather than individual employee.

   • Facilitate budgeting at a Resource Group level when specific resources have not been identified. This budget can be used to produce a quote to a customer

   • Review Statistics by Resource Group.

3. Work Type: Setting up Work Types allows you to set different rates for costs and billing for resources. The Work Type field can be used to facilitate the following:

   • Resource Cost

   • Resource Price

   • Filter when viewing resources

   • Invoice specific text can be set based on Work Type. Examples are half-time rates for travel, OT of 1.5 or 2.0. Examples of Work Types would be OT of 1.5 or 2.0. Examples of Work Type would be OT, OT2, TRAVEL.

4. Norm Time: Each Resource has a Norm Time set up for them which defines their normal working working hours, and subsequently their expected time entry charges. Use Norm Time with validation to optionally control the number of hours – minimum and maximum – the resource can report on their timesheet.

   An example of a norm time entry would be 40-5 to establish a code for normally working 40 hours a week, 5 days a week.

5. Time Period: The create time period process needs to be run for every employee to produce their timesheets.

   • The resource's valid time periods can be viewed in the 'Periods' List. Resources cannot enter timesheets unless Periods have been generated for them.

   • Periods can be generated for all resources by running the process with no filter entered.

6. Capacity: Capacity is the maximum number of hours a resource can work within a given time period. Generating capacity is an optional process, run to generate the maximum hours available for a resource. It is used for the resource management and budgeting in the Budget Matrix with Capacity page.

   Resource capacity can also be seen in the Resource Planning page. For more information on capacity, see: Set capacity for a Resource

7. GL Posting: Project Setup has the option to Post Time Entries to GL. Based on the accounts assigned to Expense Codes, they may or may not post to the GL.

Set Up Resources

To correctly manage project activities, you must set up your resources and the related costs and prices. You can specify the costs and prices for individual resources, resource groups, or all available resources on the Resources > Resources > Resource Costs or Resource Prices page. Costs and Prices can also be defined for an individual project, task, work type, currency code, unit of measure code and/or start date.

When resources are used or sold in a project, the prices and costs associated with them are retrieved from the information that you set up.

You specify the default amount per hour when the resource is created. For example, if you use a specific machine on a project for five hours, the amount would be calculated based on the amount per hour.

You can purchase external resources, for example, to pay a vendor for work delivered. In that case, it is recommended that you name or group such external resources to indicate their purpose, so they are not confused with your internal resources.

How to configure Resources Setup

Resources Setup provides a way to configure defaults for Resource numbering, time zones, seasonal start dates, and mail notification messages for timesheets and expense sheets.

To complete basic set up of Resources Setup, choose the icon, enter Resources, and then choose the related link for Resources Setup.

Tip

It can also be accessed from the Role Center > Setup > Resources Setup.

Numbering

1. Complete the Numbering FastTab to set up:

   • Resource Nos: The Number Series for system generated Resource ID's. When a new resource is created, theResource Code can be auto-generated using this series, or if "Manual" is selected, the Resource Code can be assigned.

   • UTC Timezone: Enter the value for the UTC (Universal Time Coordinate) time zone for resources. The proper value can be found at http://www.timeanddate.com/worldclock/timezone/utc based on your country.

   • Summertime Start: Enter the start date for time changes (e.g., Daylight Savings Time).

   • Summertime End: Enter the end date for time changes (e.g., Daylight Savings Time).

   • Hide Base Cost/Price Fields: If selected (true), this field will prevent base Microsoft cost and price related fields from displaying on the Resource List and card pages. Progressus uses cost and price fields from the Project Resource Cost and Project Resource Price pages instead of those provided by Microsoft.

   • Hide Base Resource Page Actions: If selected (true), this field will prevent base Microsoft page actions from being visible on the Resource List and card pages. Actions will be hidden if they conflict with or are replaced by similar actions from Progressus. For example, the base application's Resource Price and Resource Cost pages would be hidden because Progressus uses project price and project cost pages.

Parameters for Resource Alerts

Parameters for alerts allow you to set up standardized messaging for the Subject or Body text of email notifications on Resource Alerts. The Subject and Body text of email notifications can have key information, such as the recipient's name, or expense sheet number, completed by the system if you use parameters to format the text.

Use the following parameters to pull in values for resource related email notifications:

Resource Expense Sheet Alerts

1. Open Expense sheet not submitted

   • %1 Resource No. of the person who has the open expense sheet
   • %2 Resource Name of the person who submitted the open expense sheet
   • %3 Expense Sheet No.
   • %4 Expense Sheet Date

2. Expense sheet Submitted

   • %1 Resource No. of the person who submitted the expense sheet
   • %2 Resource Name of resource who submitted the expense sheet %3 Expense Sheet No. %4 Expense Sheet Date
   • %5 Resource No. of the approver %6. Resource Name of the approver

3. Expense sheet Rejected

   • %1 Resource No. of the person who submitted the expense sheet
   • %2 Resource Name of the person who submitted the expense sheet
   • %3 Expense Sheet No.
   • %4 Expense Sheet Date
   • %5 Resource No. of the person who rejected the expense sheet
   • %6 Resource Name of the person who rejected the expense sheet
   • %7 Rejection comment

Resource Timesheet Alerts

1. Time Sheet Rejected

   • %1 Resource No. of the person who submitted the timesheet
   • %2 Resource Name of the person who submitted the timesheet
   • %3 Time Sheet Description
   • %4 Time Sheet Period Date
   • %5 Resource No. of the person who rejected the timesheet
   • %6 Resource Name of the person who rejected the timesheet
   • %7 Rejection comment

2. Timesheet Approved

   • %1 Resource No. of the person who submitted the timesheet
   • %2 Resource Name of the person who submitted the timesheet
   • %3 Timesheet Description
   • %4 Timesheet Period Date
   • %5 Resource No. of the approver
   • %6 Resource Name of the approver

3. Timesheet Not Closed

   • %1 Resource No. of the person who submitted the timesheet
   • %2 Resource Name of the person who submitted the timesheet
   • %3 Timesheet Description

4. Timesheet Submitted

   • %1 Resource No. of the person who submitted the timesheet
   • %2 Resource Name of the person who submitted the timesheet
   • %3 Timesheet Description
   • %4 Timesheet Period Date
   • %5 Resource No. of the approver
   • %6 Resource Name of the approver

Mail Notification

The Mail Notification FastTab works in conjunction with the Time and Expense functions to send email alerts when certain conditions are met. For example, if a timesheet is not closed, the approver can receive an email alert telling them that a specific Resource ID and Name has a timesheet that hasn't been closed. The system inserts parameters (see section above) to insert specific resource information into the subject line or body text of the generated emails.

Timesheet

1. Mail Body for Open Timesheet: Enter the text for the body of the email that is sent when the timesheet is not closed.

   Tip

   Example: Resource %1 - %2 has open Timesheet %3. This will produce an email body text with the Resource Number, Resource Name, and Timesheet Period Number and Date.

2. Mail Subject for Open Timesheet: Enter the text for the subject of the email that is sent when the timesheet is not closed.

   Tip

   Example: Resource %1 - %2 has open Timesheet %3. This will produce an email subject line text with the Resource Number, Resource Name, and Timesheet Period Number and Date.

3. Mail Body for Submitted Timesheet: Specifies the text for the body of the email that is sent when the time period has been submitted.

   Tip

   Example: Resource %1 - %2 has submitted Timesheet %3 Date %4 for Approver %5 - %6. This will produce an email body text with the Resource Number, Resource Name, Timesheet Period Number, Date, Approver Number, and Approver Name.

4. Mail Subject for Submitted Timesheet Specifies the text for the subject of the email that is sent to a resource when the time period has been submitted.

   Tip

   Example: Resource %1 - %2 has submitted Timesheet %3 Date %4 for Approver %5 - %6. This will produce an email subject line text with the Resource Number, Resource Name, Timesheet Period Number, Date, Approver Number, and Approver Name.

5. Mail Body for Rejected Timesheet: Specifies the text for the body of an email alert that is sent to a resource when a timesheet is rejected.

   Tip

   Example: Timesheet %3 Date %4 was rejected by %5 - %6 for Resource %1 - %2. Reason: %7. This will produce an email body text with the Timesheet Period Number, Date, rejecting Approver Number, Resource Number, Resource Name, and reason for the rejection.

6. Mail Subject for Rejected Timesheet: Specifies the text for the subject of an email alert that is sent to a resource when a timesheet is rejected.

   Tip

   Example: Timesheet %3 Date %4 was rejected by %5 - %6 for Resource %1 - %2. This will produce an email subject line text with the Timesheet Period Number, Date, rejecting Approver Number, Resource Number, and Resource Name.

7. Mail Body for Approved Timesheet: Specifies the text of an email alert that is sent to a resource when a timesheet is approved.

   Tip

   Example: Timesheet %3 Date %4 was approved by %5 - %6 for Resource %1 - %2. This will produce an email body text with the Timesheet Period Number, Date, Approver Number, Approver Name, Resource Number, and Resource Name for the timesheet approval.

8. Mail Subject for Approved Timesheet: Specifies the subject text of an email alert that is sent to a resource when a timesheet is approved

   Tip

   Example: Timesheet %3 Date %4 was approved by %5 - %6 for Resource %1 - %2.: This will produce an email subject line text with the Timesheet Period Number, Date, Approver Number, Approver Name, Resource Number, and Resource Name for the timesheet approval.

Expense Sheet

1. Mail Body for Open Expense Sheet: Specifies the text for the body of the email that is sent when the expense sheet is not closed.

   Tip

   Example: Resource %1 - %2 has open Expense Sheet %3. This will produce an email body text with the Resource Number, Resource Name, Expense Sheet Number, and Date.

2. Mail Subject for Open Expense Sheet: Specifies the text for the subject of the email that is sent when the expense sheet is not closed.

   Tip

   Example: Resource %1 - %2 has open Expense Sheet %3. This will produce an email subject line text with the Resource Number, Resource Name, open Expense Sheet Number, and Date.

3. Mail Body for Submitted Expense Sheet: Specifies the text for the body of the email that is sent when the expense sheet has been submitted.

   Tip

   Example: Resource %1 - %2 has submitted Expense Sheet %3 Date %4 for Approver %5 - %6 This will produce an email body text with the Resource Number, Resource Name, closed Expense Sheet Number, Date, Approver Number, and Approver Name.

4. Mail Subject for Submitted Expense Sheet: Specifies the text for the subject of the email that is sent when the expense sheet has been submitted.

   Tip

   Example: Resource %1 - %2 has submitted Expense Sheet %3 Date %4 for Approver %5 - %6. This will produce an email subject line text with the Resource Number, Resource Name, Expense Sheet Number, Date, Approver Number, and Approver Name.

5. Mail Body for Rejected Expense Sheet: Specifies the text for the body of the email that is sent to a Resource when the expense sheet is rejected.

   Tip

   Example: Expense Sheet %3 Date %4 was rejected by %5 - %6 for Resource %1 - %2. Reason: %7. This will produce an email body text with the Expense Sheet Number, Date, Approver Number, Approver Name, Resource Number, Resource Name and Reason for rejection.

6. Mail Subject for Rejected Expense Sheet: Specifies the text for the subject of the email that is sent to a Resource when the expense sheet is rejected.

   Tip

   Example: Expense Sheet %3 Date %4 was rejected by %5 - %6 for Resource %1 - %2.: This will produce an email subject line text with the Expense Sheet Number, Date, Approver Number, Approver Name, Resource Number, and Resource Name.

7. Mail Body for Approved Expense Sheet: Specifies the text for the body of the email that is sent to a Resource when the expense sheet is approved

   Tip

   Example: Expense Sheet %3 Date %4 was approved by %5 - %6 for Resource %1 - %2. This will produce an email body text with the Expense Sheet Number, Date, Approver Number, Approver Name, Resource Number, and Resource Name.

8. Mail Subject for Approved Expense Sheet: Specifies the text for the subject of the email that is sent to a Resource when the expense sheet is approved.

   Tip

   Example: Expense Sheet %3 Date %4 was approved by %5 - %6 for Resource %1 - %2.: This will produce an email subject line text with the Expense Sheet Number, Date, Approver Number, Approver Name, Resource Number, and Resource Name.

To complete the setup for items related to Resources, use these links to view help files for related setup pages:

Topic	Link
Norm Time	Norm Time Setup
Norm Time Exceptions	[Norm Time Exceptions
Norm Working Hours	Norm Working Hours](Resources-Norm_Working_Hours.md)
Timesheet Config List	Timesheet Configuration List
Qualifications Types	Qualifications Types
Project Resource Posting Type	[Project Resource Posting Setup