What are Project Resources?

The Project Resources screen refers to a button in a given project that provides a summary of resourcing for a specific project only. It's different to the Resources Summary screen which shows a summary of resourcing across all projects.

You can find project resources by heading to the Projects list and selecting the project you'd like to manage resources for. On the right hand side of the screen, you'll see your Project Resources.

You will only see the Project Resources button from the project, or sub-project level of a project. 

Therefore, this button won't show when you click into a deliverable.

Viewing Your Project Resources

If you're a department manager, you can create and assign new tasks, load task templates and create resource allocations for that project by clicking any of the relevant buttons along the top of the screen.

If you're not a department manager, you won't be able to create tasks, but you'll still be able to access this screen to see what everyone is doing for the project. Ask us if you need this extra access.

There are also different views available in the Project Resources including:

• Project plan – which provides a general overview of a project, its tasks and dependencies
• By deliverable – which groups tasks by deliverable 
• By type – which groups tasks by task type 
• By availability – which shows % capacity of users in the system who can be assigned to certain tasks

Most managers find that they find a view that suits them and they stick to it! These views are sticky, so if you choose one, we'll remember your selections for next time.  

The project resources also has different options to search resources, filter through tasks, change timeline views and to show weekends for that specific project only.

Creating Tasks for Specific Projects

From this view, users will be able to create tasks using the New Task button at the top of the screen. 

Filling in Your Task Details

The first section of the task screen allows you to fill in a name, link your task to a project, and to create task dependencies on any other existing tasks in that same project. A task must be linked to a project in admation. When linking your task to a project, click the edit pen icon . Any project with start and end key dates will show in this list – so if your project does not show here, it's likely that your project is missing these dates, and you will need to add them in first.

You can then add a short task brief, and associate any existing deliverables and documents with that task. This section is designed to equip your task assignee with all the information they need to know about completing your task. These details will show as download links in your task assignee's task list.

The third and final section allows you to allocate a task type and assignee, whilst providing start and end times to complete the work. For more information on fixed and flexible options, keep reading! Or if you would like to create this task now but assign it later, specify the Task Type and then move onto the next step, leaving the assignee field blank.

Remember to add your task assignee to the project team so that they can upload their work for approval once they're done, and tick send a notification to let them know about their new task, where prompted. 

 

Setting Task Deadlines

When setting a task deadline you'll need to determine whether your task is: 

• Fixed – required to be worked on at specific, rigid start and end times
• Flexible – able to be worked on at any time between two set dates, as long as it's complete by the deadline

Then determine when your task starts and ends and whether you require any deadline reminders for your task assignee as the deadline approaches. Determine whether you'd like to send a notification to the user to notify them of their new task when it's created. Then click Save changes to create your task! It will slot into the resourcing view accordingly. 

Any task information that's populated for your project here will show under the Resources Summary screen for your department manager(s) to see. Watch this video for creating tasks across your Project Resources and Resources Summary views.

 

Exporting Projects into a Spreadsheet 

From the project resources screen, you may also export any hours out of the system as a spreadsheet. Click the Export button to download a copy of any hours shown on screen, along with their key details. 

Resourcing exports will adhere to any filters, date views and date ranges entered in the system too.

Other Options for Project Resources

Each task under your project resources has its own menu from which you can: 

• Edit the task 
• Duplicate the task
• Log time against the task
• Delete the task from view

Clicking on a grey bar in this view will show you when time was logged for the task. Alternatively, click a coloured bar for a range of similar menu options including:

• Edit the task
• Duplicate the task
• Log time against the task

Any meetings linked to a project will also show in this view.