This article covers:
- Standard configuration;
- Resource lists;
- Adding resources;
- Deleting resources;
- Resource planning;
- Resources vs users.
All individuals involved in projects on PPO need to be loaded as resources in the resource entity. This will allow users to allocate items such as Tasks, Issues, Risks, etc. to resources 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.
Resources are added and managed from the Resources tab on the Main Menu.
The Resources entity shows the following fields by default:
It is important to note that resources, unlike other entities in PPO, are not associated with a project.
The Resource List works in the same way as a custom list does on a field. An individual added to the Resource 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 resource list-type data fields on the project entity.
Global filters can be applied to the Resource list to filter out inactive resources. User group filters can also be added for security purposes so that a user can only see resources relevant to their projects or department, for example, when accessing a Resource list. For more information, read the following knowledge base article.
To add a resource, click on the Resources Menu, then click on the Add button. Complete the required information and Submit.
To maintain data integrity and history, resources cannot be deleted. Resources that are no longer required can be made inactive by unchecking the Active checkbox. Global filters are set up to filter out inactive resources (for more information on filters, access the following knowledge base article).
PPO supports resource planning and management. The Resource entity plays a role in this in terms of providing details such as whether to include the resource in capacity planning, standard hours and charge out rates within the Planning Information category of the resource record.
For more information on this, you can access the following knowledge base article.
PPO differentiates between resources and users.
Items such as Tasks, Issues and Risks can be assigned to resources 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 resources on PPO. When someone is loaded as a resource 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 a resource to be able to log into PPO to update items, the resource has to be loaded as a user on PPO. For detailed information on the differences between resources and users, read the following FAQ.