Resource Management – User Guide
© 2013, All rights reserved
todoyu
Table of contents
1 User Guide: todoyu Resource Management 3
1.1 Features 3
1.2 Dependencies 4
2 Configuration of the Module 5
3 The Resource Views 6
3.1 The Settings Part 6
3.2 Resource View: Staff 7
3.3 Resource View: My Resources 7
3.4 Resource View: Project 8
4 Good to know 9
4.1 Distribution and Calculation 9
4.2 Absence Handling 10
5 Rights Administration 11
6 snowflake License Agreement 12
7 Help 17
todoyu
User Guide: todoyu Resource Management
1 User Guide: todoyu Resource Management
1.1 Features
The extension adds a new sub section “resources” to the "planning" section of todoyu.
• It implements tools for real time analysis and management of resources for employees.
• Planning can be done by resource (person or groups) or projects (lists all persons, which working on it)
• The extension allows you to compare available and planned time-resources for all employees.
• For a comprehensive overview the time information is visualized as graphs.
• The module offers separate views for
• resource planners, who need to see and organize the "big picture", involving multiple projects and all em- ployees
• and for employees who need to just have a quick overview of their own tasks and time resources.
• The calendar module is fully integrated for absence management. For the calculation of available hours per day the resource management takes into account absences, vacation, holidays
• Different zoom levels (days/weeks)
• Very fast rendering of large data sets.
The main view splits into two graphs:
• Summarized and separated workload per day
• Gantt like chart which shows the tasks on a time axis
Figure 2: Figure staff overview
Figure 1: resource planner overview
todoyu
User Guide: todoyu Resource Management
Additionally to the standard attributes of tasks, the details show the extrapolations of the earliest expected date the task can get finished (see Figure 3, Field “Est. completion”).
For a quick handling, tasks can be edited directly in the resources extension (see Figure 4). The special quick edit modes, allowing a fast re-assignment of tasks to other persons and task timing data (start, deadline, estim- ated workload). This helps you to maintain your resources easily.
1.2 Dependencies
The resources extension requires at least todoyu core 2.3.0 and the basic extensions:
• Project and task management (Extension key: project)
• Contact management for persons and companies (Extension key: contact)
• Calendar ((Extension key: calendar)
• Time tracking on task level (Extension key: timetracking) There are no requirements to additional commercial modules.
Figure 4: direct task edit
Figure 3: task-information in gantt-chart like visualization
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Configuration of the Module
2 Configuration of the Module
The configuration of this module is kept as simple as possible (see also the screen-shot below):
• First you define the amount of hours you usually work per day.
• Second you have to define the core time you are working. This is a really cool thing because we use this definitions for absence management as well. Absences are calculated from events of the calendar. But only absences which are in these ranges are considered for the resource management.
Figure 5: Extension configuration
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The Resource Views
3 The Resource Views
In the resource view, you will find the settings part on the left side and three different resource views: staff, my resources, projects.
3.1 The Settings Part
• On top you define the start date and the zoom level. Currently the zoom levels for days and weeks are sup- ported.
• As a second option you can define the task status you'd like to use for your calculations.
• And as a third option you select a group of persons or a single persons. You even can create new groups by saving your choice (as you also can do in the calendar module).
Figure 6: Set up the resource
views to your needs.
todoyu
The Resource Views
3.2 Resource View: Staff
In the stuff view you see the time line and the resource graphs. You can choose between two views: the cumu- lated view for a whole group (cumulated view) or a separated view for each person in the selected group.
• In light green you see the total available hours per person or group.
• In dark green you see the booked hours.
• Red: overbooked hours.
• Yellow: Tasks from the past. So these are working packages which have a deadline < today. All these hours not supplied by the employee are added to the current day. In this example the employee has lots of tasks in the past which results in the big yellow peak.
• Light yellow marks the current day.
• Pointing your mouse on the charts shows you the detailed information per date.
• On scrolling down, you will see the corresponding tasks within the chosen timeline.
3.3 Resource View: My Resources
This view is a short-cut to your personal resources view. You can not select other persons. All in all the mechan- isms behind this view are the same as in the staff view.
Figure 7: The resource graph
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The Resource Views
3.4 Resource View: Project
Choosing the project view affects the settings on the left. Its not possible to choose different persons, but differ- ent projects.
• You will get the information which persons are assigned to the chosen project.
• On scrolling down, you will see the timeline of tasks for this specific project.
• It is possible to filter this view by person by check/un-checking the checkboxes.
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Good to know
4 Good to know
4.1 Distribution and Calculation
The estimated workload per task is linear distributed between the available hours (start date – internal deadline). If no internal deadline is used, the customer deadline takes affect.
todoyu also calculates the earliest date a task can get finished (estimated completion). While the internal dead- line is shown as a grey bar, the estimated completion date is shown in blue. In green you see the time one already worked on a task.
Figure 8: The distribution of tasks.
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Good to know
4.2 Absence Handling
By assigning employees to events of the types "away", "vacation" or "compensation" in the calendar, the avail- able working time per day in resources is reduced for that person. This way you also can map part-time employ- ment of any kind.
Day-Events, including holidays, result in zero working time for that day.
The duration of normal events are subtracted from the day working time depending on the overlapping with the
defined office hours (See chapter: 2).
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Rights Administration
5 Rights Administration
You can restrict access to all employees resources, so the employees can only see their own resources.
Figure 9: rights management
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snowflake License Agreement
6 snowflake License Agreement
1. BINDING AGREEMENT
This snowflake Commercial Software License Agreement (the “Agreement”) governs Your use of the Software (as defined hereinafter). BY DOWNLOADING, INSTALLING AND/OR USING THE SOFTWARE, YOU ARE AGREEING TO BE BOUND BY THIS AGREEMENT.
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snowflake License Agreement
Annex A to the snowflake Commercial Software License Agreement
At Your request, and subject to Your timely payment of Maintenance Fees (as defined hereinafter) and the delivery of further information reasonably necessary, snowflake will, according to the terms of this Annex A, provide You with error corrections, updates, and other services related to the Software (“Maintenance Services”), as further specified on http://www.todoyu.com. Maintenance Services are only given for the version of the Software supplied by Us, and not for any version with Modifications.
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The fees payable for Maintenance Services (“Maintenance Fees”) shall be set out in snowflake’s current price list. Except if We inform You otherwise, Maintenance Fees are yearly fees, payable in advance.
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Exclusion and Limitation of Liability
The exclusion and limitation of liability set out in Clause 12 of the snowflake Commercial License Agreement shall by reference apply to this Annex A, with the clarification that You agree that Our maximum liability under this Annex A, whether in contract, tort, or otherwise, shall in no event exceed the latest Maintenance Fee paid to Us.
