General Setup (v8.xx)

General Setup (v8.xx)

To access the Setup & Administration section of the Resources database, the Admin user must

click on the gear icon at the top right hand corned of the screen and select [Resources] from the drop down list.


  1. General


It is the main setup document of the 'Resources' database. This is where all basic parameters for resource management are defined.

Select «General» from the contextual navigation menu, and edit the ‘General’ document



  1. Miscellaneous tab



Fields

Use

Hours by day

The number of working hours per day.

Used in the Availability calculation and to compute daily rates in the 'Projects' databases where the work unit is the day.

Reference currency

Symbol of the reference currency.

This is the currency that will appear by default in all database views that display amounts.

The list comes from the currencies defined in the 'General' setup document of the 'Portfolio' database. Mandatory.

Default currency

Only for compatibility with older version

Other currencies

The list of all other currencies that can be used in the Resources database (in the Rates, and Resource documents). The list of choices comes from the 'Other currencies' field in the 'General' setup document of the 'Portfolio' database. The default currency is automatically added to the list.

Multi-rates management

If set to 'Yes', it is possible to define resources rates for each of the activity types defined in the setup. This is performed in the 'Rates' setup documents.

Create the generic resources from the defined resource types

If set to 'Yes', a single generic resource will be created for each of the resource types defined in the upcoming field, upon saving this document.

Publish in databases

Visible only if 'Create the generic resources from the defined resource types' is set to 'Yes'.

Used to indicate the destination databases for the newly created generic resources where they will automatically be publish.

Resources types

The list of all ‘types’ of resources to be created in the system. The list can be generated by the organization.

Resource types are used to categorize resources in the Resource documents. They can also be used to automatically generate generic resources.

Keywords selection field.

Activities types

Definition of task categories (i.e. production, analysis and design, etc ...). Activity types are used for rates definition when




Fields

Use

'Multi-rates management' is set to 'Yes'.

Keywords selection field.

Skill list

List of skills that can be assigned to resources or companies. The list can be generated by the organization.

Keywords selection field.

Cost centers

List of cost centers that resources can be assigned to. The list can be generated by the organization.

Keywords selection field.

Relationship types

List of relationship types that can be selected in the Company document i.e. Headquarters, subsidiary, etc...

The list can be generated by the organization. Keywords selection field.


  1. Interface tab



Fields

Use

Database path

Complete URL of the database. Used to create links in notifications for Web usage, and also used to print a Genius Planner plan through a Web client when working in the Lotus Notes client.

E-mail address of the database

The e-mail address you can use to send or forward mail directly to Genius Project

Genius Integrator

For disabling the Genius Integrator attachment management if needed. See Application manager tasks for further information.


  1. PSA mode


You can handle Expense reimbursement agreements for every single Customer you created on the Resource Database (Company Resource).


The unit cost can be setup for expense type items. It is computed with quantity (if enabled based on expense type item as well) to produce a cost amount and a billable amount. There is no column “Unit cost” displayed in the expense report. Total amounts/billable amounts are calculated based on quantity inputted in the expense report and the unit cost found in the company document.


To enable Expense reimbursement agreements on Company documents switch the "PSA mode" to yes.


Move to the Company, where you will enter Expense reimbursement agreements. Open the Company document.

If "PSA mode" is disable, there is no Tab for Expense.



If "PSA mode" is enable, you will find a new Tab called "Expense reimbursement agreement"



On the new Tab enter "Travel costs & daily allowances" with the plus icon .



Note: The Type is given by your List for "Expense Types" on Timesheet Database Setup - General





A quantity can only be inputted against an expense report line item if a company is captured in the project description, and that the latter is setup accordingly. In other words, a quantity can only be captured for expense type item configured accordingly.

Set this Company as a Customer in Project Categorization to get effect on the Expense reports to that Project.



  1. Address Book tab (Only for On-premises version)



Fields

Use

Direction

Specifies the direction of synchronization with the address books. Can be either Address Book towards 'Resources' database, or the opposite. Default and recommended value is the first one.

Address Book

For groups: Determines with which address book to synchronize the groups. Mandatory.

For resources: Determines with which address book to synchronize the resources. Mandatory.

Fetch all the resources

If set to 'Yes', automatically retrieves all resources from the Address Book during the next synchronization. Visible only if the option 'Direction' is set to 'Address Book -> Resources database'.


  1. Profiles and Groups tab (Only for On-premisesversion)




Fields

Use

Management of the user If set to ‘Yes’, it is possible to manage the access rights from profiles and associated groups the 'Resources' database, without going through the address

book.

In this case, the direction of synchronization must be 'Address Book <- Resources database'


  1. Soft booking tab



Fields

Use

Metric symbol Define in which unit soft booking will be captured, Percentage, Days or Hours


  1. Unavailability management


This document allows you to define the working days of a normal week, and some other settings for the availabilities calculation.


Navigate to the Setup tab

Select «General» from the contextual navigation menu, and edit the ‘Unavailability management’ document.



Fields

Use

Unavailability types The list of non-project related engagements that will render a

resource unavailable to work on projects i.e. medical appointment, vacation, training, etc... Keywords selection field.


Import of events from the Notes calendar (Only for On-premises version and for IBM Lotus Domino organization)


Fields

Use

Event types to import

Allows for the selection of the calendar event types to be fetched in the 'Resources' database as Unavailability documents. Possible values are:

Appointment, Meeting,

All Day Event.

Category filter

Allows for the selection of the categories of calendar events to be fetched in the 'Resources' database. If empty, all events are fetched, regardless of their category.

E-Mail address of the database

If a mail-in database, name for the database as referenced in the Domino Directory. Used in the Calendar integration with the 'Unavailability' documents.


Export of unavailability entries towards the Notes calendar (Only for On-premises version and for IBM Lotus Domino organizations)


Fields

Use

Export by default Used to indicate if the check box 'Export to the Notes calendar'

must be checked by default in the 'Unavailability' documents.


Once the configuration is complete, save and close the document.

  1. Workflow in the resource database


An approval workflow can be associated to all out of office requests; a default workflow is provided with the implementation of the system. To view or modify the approval workflow, navigate to the [Setup] tab. The unavailability workflow will display in the content window.




To learn more about workflows see chapter on ‘Workflows In Geniusproject’.

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