Human Resource
The resource header, define the type of resource
Profile | A resource’s profile determines what type of user license has been assigned to them, their navigation rights within the application and whether the resource is generic or not. Single selection field. Profile setup documents are defined in the [Portfolio] module. |
Resource type | Categorizes the resource using the keyword list defined in the General setup document. Mandatory if the resource is defined as a generic resource (see below). |
Active resource | Default value is "Yes", set to "No" if the resource is not active. |
Material resource | Default value is "No", set to "Yes" if the resource is material. |
[Resource Profile] tab, define and qualify the resource
This section is used to gather information necessary to identify and qualify the resource.
Profile |
Last Name | The resource’s last name OR the material resource’s name. Note: Backslash "/" is using in full quoted name and forbidden in all names. |
First name | Only visible if "Material resource" is set to "No". The user’s first name. |
Initials | The user’s initials. |
Username | This resource’s unique name used to identify them to the system. Backslash "/" required, follow by company name. In SaaS installation it is the Subdomain. In GP-OP installation it will be the directory where the NAB is been stored. * Backslash is not mandatory while login later by user. Mandatory and unique. |
Password | User’s password to logon to the system. |
Confirmation | Password confirmation field. |
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External ID | A unique ID used by Genius Planner. The ID is generated automatically from the first letters of the resource's first and last name if its uniqueness is validated. Mandatory and unique. |
Employee number | Number identifying the employee. Free text. |
Title | Title assigned to the user. |
Skills | List of resource skills. The list of possible keywords comes from the "General" setup document. |
Mail database | E-mail address | Resource’s e-mail address. |
Team leaders |
Team leaders | The user’s team lead or leaders. Multiple selection fields. The list of possible choices is the list of all resources defined in the [Resources] module. It is possible for a resource to be his/her own responsible. The resource's responsible will be able to approve their Timesheets if they are assigned to do so. The responsible will be able to review all team planning tasks assigned to the resource if team planning is enabled. |
Assistant | Name | The name of the resource's assistant. Free text field. |
Function | The work function of the resource's assistant. Free text field. |
Phone | The phone number of the resource's assistant. Free text field. |
E-mail | The e-mail address of the resource's assistant. Free text field. |
Comments | Comments |
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[Destination] tab, define where resources should be available
Geniusproject supports several [Projects] modules, within a single environment, it must therefore be specified which [Projects] modules the resource should be published to. For example, if an organization has an Agile Scrum Module, it may not be necessary for all resources to be published to it.
Some information about the resource can be specific to each [Projects] module, for example, the distribution profile.
Destinations | Consolidation Projects | The modules the resource is published in and can work in. The choices come from the modules linked in the "Portfolio". Databases that can be selected as |
| Simulator Templates Timesheets | destination databases are "Projects", Templates" and "Timesheets". By default, all possible databases are selected. Multiple selection fields. |
Note: Generic Resources should never been published to Timesheet Destination. If necessary every Generic Resource must have an email. There are processes in the System background, that struck if a Resource on Timesheet will not have any.
[Address] tab, Define resource address
Addresses - Professional | Company | Name of the resource’s company |
Location | The resource’s office location Note: This field is used to map which official bank holidays are valid for this resource |
City | Location city. Retrieved from the corresponding Company document if available. |
Address | Full company address.
Click on the icon and a dialog box will open to input the entire address pulling values from any of the already populated address fields. |
Department | Department the resource belongs to |
Function | The function or responsibility of the resource. |
Director | Director of the department. |
Phone | Resource’s office phone number |
Mobile | Resource’s professional mobile phone number |
Fax | Resource’s professional fax number. |
Addresses – Private | Street | The street name of the resource's private address. |
Compliment | Alternative or secondary address |
| Zip code | Zip code of the resource's private address. |
City | City of the resource's private address. |
State/Province | State or Province of the resource's private address. |
Country-code | Country of the resource. |
Phone | Private phone number of the resource |
Mobile | Private mobile phone number of the resource. |
Fax | Private fax number of the resource |
E-mail | The private e-mail address of the resource. |
[Distribution] tab, defines the triggers for automatic distribution.
The [Distribution] tab is used to specify whether a user should be automatically notified by e-mail when certain document types are created or modified. It is also where to specify whether Task assignments and "To Do's" should automatically be pushed to a user’s personal calendar.
Projects |
Informed by mail (new or modified records) | The user will receive an automatic e-mail notification each time a document of any of the selected types below, has been created or modified: Project description Budget Billing plan Billing milestone Plan Task Risk Progress report Cost Purchase order |
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| Change request Project overview Reply request Delayed documents See E-mail notifications, calendar integration and alarms for more information. |
Timeshee ts |
Send to Agenda | Select the type of document to be sent to the user’s calendar. Please note that these documents will only be sent once, upon creation. After that, if the documents are modified the user just will receive an e-mail notification. The options are: To Do: The "To Do's" assigned to the resource will be sent to their calendar. Tasks: The resource’s assignments will be sent to their calendar. Reply requests: The reply requests assigned to the resource will be sent to their calendar. |
Reminders for timesheets | Only visible if there is a linked [Timesheets] module. "Yes" or "No" indicates whether reminders for incomplete timesheets will be sent to the resource. |
[Availability] tab, define resource availability
Resource availability is calculated using a variety of different parameters and information, beginning with a user’s total percentage of availability within the work week, as well as when they are available to work during each day i.e. morning and/or afternoon.
Availability | Calculate the availability for this resource | If "Yes", the resource is taken into account for the Availability calculation. |
Availability percentage | Indicates the percentage of work time the resource is available to work on projects (it only applies to worked days). |
Worked days | Indicates which days of the week the resource is available. Choices are Monday to Sunday, split into morning and afternoon. |
[Rates] tab, define resource cost and invoicing rate.
Resources can be assigned a single internal and external rate for all of the work they do or, organizations can benefit from Geniusproject’s multi-rates management. By enabling this feature, companies can bill out their resources based on the type of work they do on a per project basis as opposed to just the type of resource that they are. Rates can also be inherited from a default list of rates for the company they belong to.
Rates |
Import the rates | Default value is "No". Set to "Yes" if the generic company rates defined during the setup of the [Resources] module should be applied to the current resource. If the generic rates should not be imported, then the rate fields at the bottom of the form will be editable. |
Currency | The currency for the rates; Single selection field. The list of choices comes from the currencies set in the General setup document of the Portfolio. If the "Import the rates" checkbox is checked, then this field is not editable and the currency used is the one defined in the corresponding 'Rates' setup document. |
Cost Center | The resource’s cost center. Single selection field. The list of choices comes from the cost centers defined in the General setup document. |
Rates |
Rates management | If it is defined in at least one Company document that the company rates management is by cost center, then the list of choices is: By resource type By cost center The rates of the resource are then fetched from the Rates setup documents according to the following algorithm: Look for a "Rates" document matching the "Company" - 'Location' - "Selected criterion" fields. If not found, look for a document matching the "Company" and "Selected criterion" fields, defined for all locations ("Company" - "All" - "Selected criterion"). If not found, look for a document matching only the field "Selected criterion", defined for all companies and locations ("All" - "All" - "Selected criterion"). If not found, look for a document matching the "Company" and |
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| "Location" fields, defined for all "Selected criterion" ("Company" - "Location" - "All"). If not found, look for a document matching only the field "Company", defined for all locations and "Selected criterion" ("Company" - "All" - "All"). If not found, then apply the default rates ("All" - "All" - "All"). |
Activity type | If the "Multi-rate management" is enabled in the General setup document then rates can be defined by "Activity type". The list of activity types to choose from is defined in the "General" setup document. The field is only editable if "Import the rates" is not checked, otherwise retrieved from the corresponding "Rates" setup document. |
Cost | Standard internal cost of the resource (cost price) per hour. Editable if "Import the rates" is not checked, otherwise retrieved from the corresponding "Rates" setup document. |
Billed at | Standard billing rate of the resource per hour. Editable if "Import the rates" is not checked, otherwise retrieved from the corresponding "Rates" setup document. |
Note: Is a resource assigned to a company with company rates, the resource will take over these company rates. It will not be editable in the resource document anymore.
Note: Rates can also be defined on a per project basis as well as per individual customer.
Material Resources
Occasionally project managers need to plan for the use of material resources such as machines, venues etc. These material resources can be assigned to a task, incorporated into project scheduling and reported upon. Specific units of measure can be defined to record input and output. The functions described in this document apply to both human and material resources in order to guarantee efficient utilization of all resources involved in projects.
Material resources are created much the same way as human resources, with "Material resource" set to "Yes" and the "Unit" field set to "hour" or "other".
Generic Resources
Virtual resources in Geniusproject are referred to as "Generic resources". A generic resource is used the same way as a human one; it can be selected in the "Participants" section of the "Project description document", assigned to tasks, and so on.
Generic resources are used as place holders during various stages of project planning when the actual human resource to perform a task is not yet known. Generic resources are categorized by type; one generic resource represents one to-be human resource in a project.
One advantage of using generic resources is better management of project templates, as it is possible to assign a task to a generic resource in a project template and then later replace them with a human resource for each new project created from this template.
Another advantage is in the case of long term planning. If it is unknown which human resources will be available to work on a project at a much later date, tasks can be assigned to generic resources in the meantime until the human resources are determined.
In both cases, once the human resource has been selected, a simple interface allows for easily replacing one generic resource with one real resource in a project.
Generic resources are created much the same way as human resources, however their Profile must be set to "Without license – Generic".
