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Web Resource Video Transcript
Hello, and welcome to Replicon's Web Resource Webinar. I am Mary Jane, your webinar specialist.
Replicon developed Web Resource to be a 100% web based tool that assists you with employee management, employee tracking, skills assignment and resource and project forecasting.
While it is 100% web based it is also 100% permission based, and dependant on the permissions you grant your employees, it will reflect what they can and cannot see in the software.
As the administrator I have full access to everything in the software when I log in, and I will show you the different views of this. When I'm logging into Web Resource,
the first screen we see is the allocation calendar.
The allocation calendar is established to determine at a glance how effectively your resources are allocated. You're able to get a high level view of resource allocations
and any overlapping projects causing your people to be over allocated. In essence, it is a quick way for you to determine where conflicts have occurred because someone is over allocated.
You will establish colour coding and a the legend so that you can quickly obtain information with a glance at the calendar. For example, you can identify when personnel is
unavailable for meetings or for projects because of training or vacation. This makes determining over and under allocation simple; you know quickly if an employee is properly
allocated. With the roll over view, you have a way to determine quickly the duration of this over allocation and what projects this person is going to be working on.
Another calendar view that's perfect to identify your gross revenue and the status of your projects is the project scheduling calendar. In the project scheduling calendar you
can view the projects by status, which gives you a quick breakdown of any projects that are behind schedule, that are in progress, or have not yet begun. Or, you can also view
the same information based on the type of project, giving you a breakdown of your internal vs revenue grossing projects. Remember that the colour coding of both project scheduling
calendar views are determined by you. In this calendar have the ability to view another rollover and this rollover is actually giving you the breakdown of the duration of the project,
the total hours expected on the project, and based on the resources assigned what the resource cost is for this project. So it's a quick snapshot of what is this cost going to be for
this project.
When setting up your resources, you have the ability to import resources from a CSV file. Once you've imported your resources you give it basic information; security rights, determining
which groups have visibility; assigning skills and even skill levels to employees. You can set up as many skill and skill levels for this person as needed. This will help you when you are
setting up projects and require specific personnel with skills and skill sets. Inside the actual resource profile you define the percentage allocation target and the buffer, and if you
recall from the allocation calendar, we were able to quickly identify the allocation of specific resources. When setting up your resources you provide the target, and you can also choose
to provide them a tolerance or buffer zone, as we have with Doug. You also set the cost per hour. This cost per hour is the value that a single resource will contribute to the overall
cost of the project. Many customers put in the cost per hour as a loaded cost. This can be used however you like, and this is used to calculate the total cost per project depending on
each resource that's assigned and the total number of hours they are assigned to that project.
When setting up your project you can import it from Web TimeSheet Project and Billing, you can also import it from CSV file, you can set up project templates, so that you can copy
projects that have templates, even use live data within Web Resource. When you are setting up your projects the first screen we're going to see when we look at the list project view
is a dashboard. This gives me a quick break down of all the projects, what the status and the duration is, and even when I last published this data to Web TimeSheet. I even have the
option to push this project into Web TimeSheet to capture the actuals on the project. Now, the project view gives you a quick way to set up and edit a single project. You can set up
the duration of the project, give it a specific description, identify the project type for your scheduling calendar, as well as take the project off, set it in the status.
Many times in quite a few companies projects don't always go as planned. Sometimes a project that began at the beginning of the year is taking longer than expected, which could affect a
project scheduled for mid-year or q-2 project that requiring the same resources help, is going to maybe need to be pushed back. You do have the ability to slide the dates of the entire
project at the high level. Or, in this case maybe the project that was supposed to use the same personnel finished early and I can move this project up. When I slide the dates at the
higher level, I slide all of the dates at the task level as well. In your project calendar, you have a great aspect of the wearing down of a project, including all the tasks and the
people assigned to it. You still have a rollover capability in this calendar view as well, which provides you with quick snapshots of that employee's allocation percentage to a specific
task and the date range that they are set to the task.
You can see everybody you've assigned to this task, or to all the tasks inside the project, even including a placeholder.
Many times in organizations your project managers or project supervisors don't get to decide who works on a project. They simply give the title of the task needed, the specific
skill set needed and how long they are going to need that person.
In web resource you have that same capability; you can set up a placeholder and use it as a holder before you assign another person to it. Then your human resources can run a report,
to see where the needs are and hire based on upcoming projects and skills required.
Projects can be incredibly elaborate, or projects can be very simple. The project that we see in front of us is only 1 level deep; it is a pretty simplistic project, but inside
Web Resource you have the ability to have as many levels as you need - unlimited- based on the needs of the project. And inside the task tree, you give your task name, duration,
and get a visual layout of that project. You can slide the dates of independent tasks, but the software doesn't make the assumption that just because you changed the dates of one
task all tasks below that are going to follow in line. It lets you have that decision making capability. Also, as you add tasks, feel free to move them up and down, get the layout
that best suits your needs, and once you get your task tree, choosing your personnel to fit this task is as simple as running a query. When you are running your search query you
want to make sure you have the right personnel to this task because that is going to impact the duration and basically the success of this task and the project.
When searching for employees to assign to a task you can apply quite a few filters including skills, even skill levels, and availability percentage, that looks during the specific
start and end date that you've qualified for this task. Running a search you are given a list, allowing you to look at that person's calendar and make sure that they do actually have time available.
Once you've chosen the employees that you want to assign, simply add them to the list; now you have the ability to run your calculations. The newest employee that has been assigned
is going to be highlighted. If you know that the new employee is actually going to be a better fit for this task than the original, you can remove the person initially assigned. Now
you can run calculations based on total hours, calculate the allocation percentage, and the duration.
As you put in the different variables, your statistics window is updated in real time, it will be updated with the information that you've provided. While you have the ability to
set a resource cost per hour at the resource profile, also have the ability to maybe set a specific cost for this task, and this is the cost per hour for this employee to work on
this task. This helps you when you are looking at total specific costs of projects; if you know that this individual is only going to be available for maybe 50 percent of the time.
For this task we want to charge at half the rate.
You can run a calculation that will update your statistic window as well as the total hours on this task. When you are setting up your task or setting up your project, if you want a
quick identification of what your team is going to look like, you can run a project team breakdown, which is giving you all of the assignments, what are their costs per hours, you can
manipulate this data which will also impact your statistics.
Inside Web Resource, within the employee profile, users have the ability to book time off. As your employees book time off the allocation calendar is populated, identifying to
project managers or to supervisors when an employee is going to be out for sick or for vacation.
If you want a quick snapshot of what is going on with your company projects and your resource allocation, the reporting engine ties into Web Resource providing you with that
dashboard. Think of it as a dashboard as a map of what lies ahead.
Earlier when we were searching for employees with specific skills and assigning them to specific tasks, we ran a skills matrix report to get a quick breakdown of all of the skills
available within your company, as well as the skill level of different employees. It gives you visibility into your current staff situation, and lets you know if you might need to add individuals to beef up a project.
This report is good for human resources to identify where the hiring needs are. Before you even bid on a project, when you receive your RFP, you can make sure you've got the right
personnel available. Running a resource availability report will give you that information as far out as 10 years and help you plan accordingly.
Web Resource also allows you to set availability. If you want to look at your personnel with an availability of at least 30 percent, by generating this report it gives you the
breakdown to see who is available for what date range. You can also see what percentage of their time they are available alongside their skill level.
Human resource's favourite report is your placeholder report. This pulls from placeholders that we can set up inside of a project. The placeholders report gives your human
resources visibility into the current or the upcoming hiring needs, and we can hire based on those needs.
When you want a quick snapshot into each project, or if you want to see if you've remembered to schedule every task on a project, run a project workload report. This report gives
you a line item detail. For the project, all of the tasks you've established, all of the resource assignments and the hours put for that resource. It helps you basically ensure
that you remember to schedule everything, and ensure that your project workload is going to be conducive to resources available. It also helps you quickly identify any problems
or any errors that could come up with the existing workflow. And if you'd like to see this report in a graphical format, Web Resource can push the information out to excel.
Ladies and gentlemen, that concludes the presentation of Web Resource. A product expert will be following up with you.
Your product expert can set up a personalized demonstration using your data and you can see it live. If you haven't already, sign up for the free trial- it is a 14 day trial.
All of Replicon's software is available for free trial: Web TimeSheet Project and Billing, Web TimeSheet Time and Attendance and Web Resource.
These free trials can provide you with sample data, and you also have the ability to upload your data. You can also take advantage of the quick tours, or you have the ability to
download any of our pre recorded webinars from our website at www.replicon.com
Ladies and gentleman thank you for your time today, I enjoyed speaking with you and hope you have a great day.
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