This article covers:
- Standard configuration;
- Employee lists;
- Adding employees;
- Deleting employees;
- Resource planning;
- Employees vs users.
All individuals involved in projects on PPO need to be loaded as employees in the employee entity. This will allow users to allocate items such as Tasks, Issues, Risks, etc. to employees in order to action or manage those items. This will also allow Sponsors, Owners, Managers and other Stakeholders to be identified on the project level.
Employees are added and managed from the Employees tab on the Main Menu.
The Employees entity shows the following fields by default:
It is important to note that employees, unlike other entities in PPO, are not associated with a project.
The Employee List works in the same way as a custom list does on a field. An individual added to the Employee entity would be an "item" that you could select from a list, for example when allocating an item such as an issue or task to an owner or responsible person or selecting a Sponsor, Owner or Manager on a Project.
Below are examples of employee list-type data fields on the project entity.
Global filters can be applied to the Employee list to filter out inactive employees. User group filters can also be added for security purposes so that a user can only see employees relevant to their projects or department, for example, when accessing an Employee list. For more information, read the following knowledge base article.
To add an employee, click on the Employees Menu, then click on the Add button. Complete the required information and Submit.
To maintain data integrity and history, employees cannot be deleted. Employees that are no longer required can be made inactive by unchecking the Active checkbox. Global filters are set up to filter out inactive employees (for more information on filters, access the following knowledge base article).
PPO supports resource planning and management. The Employee entity plays a role in this in terms of providing details such as whether to include the employee in capacity planning, standard hours and charge out rates within the Planning Information category of the employee record.
For more information on this, you can access the following knowledge base article.
Employees vs users
PPO differentiates between employees (resources) and users.
Resources are loaded as employees in PPO. Items such as Tasks, Issues and Risks can be assigned to employees to action. Everyone who is involved in a project (stakeholders), as well as team members who will be working on the project, should be loaded as employees on PPO. When someone is loaded as an employee it does not automatically give them access to log into the PPO instance, and it will not allow them to automatically receive e-mail notifications.
In order for an employee to be able to log into PPO to update items, the employee has to be loaded as a user on PPO. For detailed information on the differences between employees and users, read the following FAQ.