Set Up Resources
Resources are set up and used to track cost and price for employees, subcontractors, or equipment. This help document reviews set up and configuration of Resources For help in configuring Resource Default Setup, see Configure Resources Defaults
To correctly manage resource activities, set up Resources and the related costs and prices. The project-related prices, discounts, and cost factor rules are set up on the Resource Cost and Resource Price lists. Costs and prices can be specified for individual Resources, Resource Groups, Resource Sub Groups, or all available Resources of the company.
Specify the default cost and price per unit of measure when the Resource is created. For example, a specific machine with a unit of measure of 1 hours, is used on a project for five hours. the amount charged to the Project would be calculated based on the hourly price.
Note
You may need to invoice a customer for work done by a vendor/subcontractor. It is recommended that the subcontractor employee delivering the service be set up as an External Resource. Complete the Resource Card fields and select the External Resource option on the General FastTab unless a Service Type Item is set up for their billable time. In addition, on the Resource Card, Expense Sheet FastTab, select the Vendor Number of the Subcontractor.
Set up a new Resource
Create a Resource Card for each person or machine to be used on projects.
- From the Role Center select Resources > Resources. Alternately, choose the
icon, enter Resources, and then choose the related link. - Choose the New action.
General FastTab
| Field Name | Description |
|---|---|
| No. |
Specifies a unique alphanumeric identifier for the Resource. The field is either filled automatically from a defined Number Series or can be created by the user if Manual Number Entry has been enabled in the Number Series Setup |
| Name | Specifies a description of the Resource. |
| Type | Specifies whether the Resource is a person or a machine. |
| Project Manager | Select this option if the Resource will act as a Project Manager. Project Managers are allowed to approve Timesheets and expenses for Projects to which they are assigned as the Project Manager or Person Responsible. |
| Project Executive | Check this box if this user will act as a project executive. Select this option if the Resource will act as a Project Executive. Project Executives can approve all Timesheets and expenses in the system, as well as view and change any Project. |
| Base Unit of Measure | Specifies the Base Unit used to measure the Resource, such as hour, day, or week. |
| Search Name | Specifies an alternate name that can be used to search for the record in question. |
| Resource Group No. | Specifies the Resource Group to which this resource is assigned. |
| Resource Sub Group No. | Specifies, if selected, the Sub Group number from the Resource Sub Group list. |
| Employee No. | Specifies the Employee number for the Resource. |
| Cost Type | Select a Cost Type for this Resource, e.g., Labor, Revenue, or Other. |
| External Resource | Select this option if the Resource is from an outside source, not employed by the company, e.g., Subcontractor. |
| Blocked | Specifies that the related record is blocked from being posted in transactions, for example, a Resource who has been terminated. |
| Last Date Modified | Specifies the date of the most recent change of information on the Resource Card page. |
| Line Manager | Select a No., from the Resources No. List, as the Line Manager for the Resource. A Line Manager filter can be used when approving time entries and expenses. |
| Line Manager 2 | Select a No., from the Resources No. List, as the Line Manager 2 for the Resource. A Line Manager 2 filter can be used when approving time entries and expenses. |
Invoicing FastTab
| Field Name | Description |
|---|---|
| Tax Group Code |
Specifies the Tax Group that is used to calculate and post taxes applicable to the Resource. |
| Gen. Prod. Posting Group | Specifies the Product Type to link transactions for the Resource with the appropriate General Ledger account according to the General Posting setup. |
| Tax Prod. Posting Group | Specifies the tax calculations needed for purchases and sales. Used to determine accounts at posting. |
| Default Deferral Template | Specifies the default template that contains rules governing how to defer revenues and expenses. |
| Automatic Ext. Text | Specifies that Extended Text will be added on sales or purchase documents for this resource. |
| IC Partner Purch. G/L Acc. No. | Specifies the Intercompany G/L Account Number, in your partner's company, to which the amount for this resource is posted. |
| Global Dimension 1 | Specifies Global Dimension 1. This field will display the name selected for Global Dimension 1 in General Ledger Setup. |
| Global Dimension 2 | Specifies Global Dimension 2. This field displays the name selected for Global Dimension 2 in General Ledger Setup. |
| Can Approve Own Time | 1. Specifies, if selected (true), the Resource is allowed to approve their own time on the Time Approval page. |
| Can Approve Own Expense | Specifies, if selected (true), the resource is allowed to approve their own expense on the Expense Approval page. |
| Tax Area Code | Specifies the identifier used to calculate and post sales tax. |
Personal Data FastTab
| Field Name | Description |
|---|---|
| Project Title |
Specifies the person's job title. |
| Address | Specifies the address or location of the Resource. |
| Address 2 | Specifies additional address information. |
| City | Specifies the city of the resource's address. |
| State | Specifies additional information, as applicable, for the Resource's location. |
| External Time Entry User | Specifies if the Resource will use external/ integration system for time entry. |
| Enter the email address for the Resource. | |
| Phone No. | Enter the phone number for the Resource. |
| ZIP Code | Specifies the address ZIP code, as applicable. |
| Country/Region Code | Specifies the country or region of the address. |
| Social Security No. | Specifies the person's Social Security Number or the machine's serial number. |
| Education | Specifies the training, education, or certification level of the person. |
| Contract Class | Specifies the contract class for the person. |
| Employment Date | Specifies the date when the person began working or the date when the machine was placed in service. |
| Termination Date | Enter the termination date for the Resource Card. |
Timesheet FastTab
| Field Name | Description |
|---|---|
| Timesheet/Expense Sheet |
Select this Boolean to allow the Resource to enter Timesheets. |
| Time/Expense Sheet Configuration | Configuration Code: Choose the Timesheet Configuration that applies to this Resource. The configuration choice will impact various details such as the starting date of the Timesheet, length of Timesheet, approval layers of the Timesheet, etc. |
Expense Sheet FastTab
| Field Name | Description |
|---|---|
| Vendor |
Specify the Vendor Number associated with this Resource. This option is required to enable payments being made to the Resource. |
| Company Credit Card | Enter the company credit card to be assigned to this Resource. |
Vacation/Flex FastTab
| Field Name | Description |
|---|---|
| Flex Project |
This designates the project to be used for flex time reporting. |
| Flex Task Code | This designates the task to be used for flex reporting. It is recommended to set up a specific task per Resource. |
| Flex Balance | This indicates the Resource flex balance. |
| Vacation Project | This designates the Project to be used for vacation reporting. |
| Vacation Task Code | This designates the Task to be used for vacation reporting. It is recommended to set up a specific Task per Resource. |
| Holiday Project | This designates the Project to be used for holiday reporting. |
| Holiday Task Code | This designates the Task to be used for holiday reporting. It is recommended to set up a specific Task per Resource. |
| Holiday Balance | This indicates the Resource's holiday balance. |
Alternates FastTab
| Field Name | Description |
|---|---|
| Impersonator Setup |
Specifies if the Impersonator has been set up. The Impersonator is set up in the Resource Card ribbon under Actions > Alternates. |
Permissions FastTab
| Field Name | Description |
|---|---|
| View Resource Costs |
Select this option if the resource is allowed to view Resource costs. If not selected, this restricts viewing of Resource costs entries on all Progressus pages and the General Ledger. |
| View Resource Prices | Select this option if the Resource is allowed to view Resource pricing. If not selected, this restricts viewing of Resource pricing on all Progressus pages and the General Ledger. |
| Edit Resource Costs | Select this option if the Resource is allowed to edit Resource costs on usage transactions such as Project Journals and Budgets. If not selected, restricts editing, that is normally allowed, of Resource costs for entries on all Progressus pages and the General Ledger. |
| Edit Resource Prices | Select this option if the Resource is allowed to edit Resource prices on usage transactions such as Project Journals, Timesheets, and Budgets. If not selected, restricts editing, that is normally allowed, of Resource prices for entries on all Progressus pages and the General Ledger. |
Resource Planning
| Field Name | Description |
|---|---|
| Exclude Res. Planning |
Specifies whether the Project Journals and Budgets is excluded from being used on planning boards. |
| Default Project Role | Specifies the default role when added to a Project Team. |
| Base Work Permission Set | Specifies a Work Permission Set that the user will always have, in addition to other Work Permissions Sets. |
| Own Work Permission Set | Specifies a Work Permission Set that the user will have for their Work Assignments, in addition to other Work Permissions Sets. |
Set up a Resource Group
Each Resource can be assigned a Resource Group. All capacities and budgets of Resource Groups are accumulated from the individual Resources.
Choose the **Search
icon, enter Resource Groups, and then choose Resource Groups - List.Choose the New action.
Fill in the fields:
| Field Name | Description |
|---|---|
| No |
Specifies the code for the Resource Group. |
| Name | Specifies the name of the Resource Group. |
| Cost Type | Select a Cost Type from the drop-down list. Selections include: LABOR, SUBLABOR, and OVERHEAD. |
Norm Time Codes
Norm Time Codes are created in Norm Time Setup and each Resource has a Time/Expense Sheet Configuration Code, which contains a Norm Time Code on the Resource Card > Timesheet FastTab, which defines the expected time entry setup.
Norm Time is used in Timesheet Configuration List > Enter the Norm Time Code. From Norm Time Setup, the Norm Time chosen here will be the basis for creating the capacity of the Resource. The Update Capacity feature generates maximum availability for a Resource based on their normal working schedule (Norm Time).
Norm Time is generally related to the time period for the Resource. If the Resource has a time period of 40 hours weekly, over 5 days, then the Norm Time Code used could be 40-5 and Update Capacity will assign normal working hours of 8 hours each day for the Resource. For more information on setting capacity for a Resource, see: Set Capacity for a Resource
Enter the Base UOM: Specifies the base unit used to measure the Resource, such as hour, or day. Completion of this field is required to enter time against a Resource.
Set Capacity for a Resource
To calculate how much time a Resource can spend on Projects, their capacity must first be set up as available time per period in Norm Time Setup. This information is used for the Budget Matrix with Capacity. For more information on setting up Norm Time, see: Norm Time Setup.
Add a Norm Time value for the Resource in their Timesheet Configuration > Enter the Norm Time Code field.
Navigate to the Role Center > Resources > Resources > Actions > Time Setup > Timesheet Configuration > General FastTab > Enter the Norm Time Code.
- The Norm Time selected here will be the basis for creating capacity of the Resource. The Update Capacity feature will generate capacity for a Resource based on their normal working schedule (norm time). If the Norm Time assigned to this configuration is 8 hours each day of the week, then update capacity will create normal working hours (or Norm Time) of 8 hours each day for the Resource.
Update Capacity
For information on running Update Capacity, see: Update Capacity
Once you have run the Update Capacity process, view the results on the Capacity page, using the instructions found in the following section.
View the Current Capacity for a Resource
Navigate from the Role Center > Related > Capacity > Capacity.
The Resource (Res.) Capacity page allows you to view currently generated capacity for Resources in different formats in the Resource Capacity Matrix at the bottom portion of the page.
- View By: Select the time format that you wish to view capacity for Resources:
- Day
- Week
- Month
- Quarter
- Year
- Accounting Period
- View By: Select the time format that you wish to view capacity for Resources:
View As: Select to view capacity for Resources:
Net Change: Displays the total budgeted capacity hours available for the Resource for the selected View By time format (i.e., day, week, etc.)
Balance at Date: : Displays the cumulative available hours for the Resource for the selected View By time format (i.e., day, week, etc.)
View Group Capacity
To view capacity for resources by Resource Group, navigate to the Role Center > Resources > Resources > Related > Capacity >Group Capacity.
The Resource Group Capacity page allows you to view generated capacity for Resource Groups in different formats in the Resource Group Capacity Matrix at the bottom portion of the page.
View By allows you to select the time format that you wish to view capacity for Resource Groups:
- Day
- Week
- Month
- Quarter
- Year
- Accounting Period
View As gives you the ability to view Resource Group capacity as:
- Net Change: Displays the total budgeted capacity hours available for the Resource Group for the selected View By time format (i.e., day, week, etc.).
- Balance at Date: Displays the remaining budgeted hours for the Resource Group for the selected View By time format (i.e., day, week, etc.)
- Net Change: Displays the total budgeted capacity hours available for the Resource Group for the selected View By time format (i.e., day, week, etc.).
View Capacity Entries
To view the entries created from running the Update Capacity process, navigate to the Role Center > Resources > Resources > Related > Capacity >Capacity Entries. Filter the results that are displayed by selecting the Filter pane icon. Select filters for the data. Alternately, choose a column to use as a filter, such as Date, Resource No., Resource Group No., etc. and limit the displayed results to the filter criteria selected.
Set up Resource Costs
In addition to the Resource Card > Actions > Costs and Prices > Resource Costs, costs can be accessed or set up from the Resource List.
- From the role Center, select Resources > Resources.
|1. Highlight the Resource, then choose Costs and Prices > Resource Costs. Complete the following fields:
| Field Name | Description |
|---|---|
| Start Date |
Enter the date the cost should take effect. If the cost is not a change, it is not necessary to have a date. |
| Project No. | If the cost applies to a specific Project Number, select it for this field. |
| Type | Select the Type to which this cost will apply. Options: |
| - Resource | |
| - Group (Resource) | |
| - Sub Group (Resource) | |
| - All | |
| Code | Select the Code if the Type is Resource. |
| Resource Group No. | Select the Code if the Type is Resource Group or Resource Sub Group. |
| Note: All signifies all types, all codes, and does not require a Code or Resource Group No. | |
| Work Type Code | Select the Work Type Code from the defined list of Work Type list, as applicable. |
| Unit of Measure Code | Select the unit of measure from the defined list of Units of Measure from the Standard list. |
| Currency Code | Select the Currency Code if this cost applies to a non-local (foreign) currency. |
| Cost Type | Select a Cost Type of Fixed, or to increase the cost for use of this Resource use % Extra or $ Extra. |
| Indirect Cost % | Specifies the percentage of additional cost to apply against Direct Unit Cost when calculating a unit cost to include indirect costs, e.g., overhead. |
| Direct Unit Cost | This is the direct portion of the unit cost. |
| Unit Cost | This is the fully burdened cost which includes all Resource costs on the transactions |
| IMPORTANT: A Project should not be entered on a line that is designated as salary, or it will be treated as hourly. | |
| OT Factor | This factor will be applied to the Direct Unit Cost and Unit Cost on the Timesheet for Resources that are eligible for this overtime category. This factor is used when the Time Pay Type of Overtime is selected on the Timesheet/Time Entries line. |
| OT2 Factor | This factor will be applied to the direct unit cost and unit cost on the Timesheet for Resources that are eligible for this overtime category This factor is used when the Time Pay Type of Overtime2 is selected on the Timesheet/Time Entries line. |
| Labor Costing Method | Identifies if the employee cost using Standard Costing (Hourly) or True Labor Costing (Salary Exempt and Salary Nonexempt). The option chosen in this field determines which values are allowed in the Pay Type field. Options include: |
| - Standard Cost | |
| - True Labor Cost | |
| Pay Type | Options are: |
| - Hourly - Resource hours are multiplied by Unit Cost. Overtime could have an additional factor applied. | |
| - Salaried/Exempt - Each Timesheet for a salary Resource is charged at the same amount regardless of how many hours are entered on the Timesheet. The Salary amount is prorated across all hours entered. | |
| - Salaried/Non-exempt - Salary is treated the same as Salary Exempt for hours entered as Time Pay Type of Regular. However, hours entered in Time Pay Type of Overtime and Overtime 2 categories are multiplied by the Unit Cost and added to the Salary. The overtime factor is "one". | |
| Units of Time | Specifies the number of hours/units in a pay period and is used to determine unit cost for salaried Employees. |
| Salary | Specifies the amount of compensation for a given period of time/pay period such as week, month, bi-weekly, etc. |
Set up Resource Prices
In addition to the Resource Card > Actions > Costs and Prices > Resource Prices, prices can be accessed or set up from the Resource List.
From the Role Center, select Resources > Resources. Complete the following fields:
| Field Name | Description |
|---|---|
| Start Date |
Enter the date the price should take effect. If the price is not a change, it is not necessary to have a date. |
| Project No. | If the price applies to a specific Project Number, select it for this field. |
| Task Code | If the price applies to a specific Task Number, select it for this field. |
| Work Type Code | Select the Work Type Code from the defined list of Work Type list, as applicable. |
| Currency Code | Select the Currency Code if this price applies to a non-local (foreign) currency. |
| Type | Select the Type to which this price will apply. Options: |
| - Resource | |
| - Group (Resource) | |
| -Sub Group (Resource) | |
| - All | |
| Code | Select the Code if the Type is Resource. |
| Resource Group No. | Select the Code if the Type is Resource Group or Resource Sub Group. |
| Note: All signifies all Types, all Codes, and does not require a Code or Resource Group No. | |
| Unit of Measure Code | Select the unit of measure from the defined list of Units of Measure from the Standard list. |
| Profit Calculation | Select a Price Type of None, Percentage, Amount, or Fixed Price to determine or increase the price for this Resource by an amount or percentage over the cost. None would set the price equal to cost. |
| Percentage | Specifies the percentage to add to cost when calculating the price. |
| Profit Amount | This is an amount to add to the cost to determine the price. |
| Price | This is the fixed price. |
| OT Factor | This factor will be applied to the price on the Timesheet for Resources that are eligible for this overtime category. This factor is used when the Time Pay Type of Overtime is selected on the Timesheet or Time Entries line. |
| OT2 Factor | This factor will be applied to the price on the Timesheet for Resources that are eligible for this overtime category. This factor is used when the Time Pay Type of Overtime2 is selected on the Timesheet or Time Entries line. |
| Chargeability | Specifies if the price will be invoiced and which setting will apply: Task, Yes, or No. |
| Sales Price Template Code | Specifies the Template Code used to create this pricing record. |
Setup Resource Qualifications
Qualifications can be added to Employees or Resources to specify their skill set that can be used on Projects. For example, B-ACC code may indicate the Resource has "Broad Accounting experience", whereas E-ACC code may indicate the Resource has "Expert Accounting Experience".
For more information about setting up Qualification Types, and adding Qualifications to Resources or Employees, see: Resources - Qualifications