web resource version 2.5 user guide | replicon, inc

Web ResourceVersion 2.5

USER GUIDE

Notices 2

Notices

© 2004-2007 Replicon, Inc. All rights reserved.

All parts of this document are the property of Replicon, Inc. No part of this document may be reproduced in any manner whatsoever including mechanical or electronic media such as disk or tape. No part of this doc-ument may be transmitted in any form by any means without the prior written permission of Replicon, Inc.

Web TimeSheet, Web Resource, and Web TimeOff and associated logos are trademarks of Replicon, Inc.

Other product or service names mentioned in this document may be trademarks of Replicon, or of the re-spective owners of those trademarks.

This document may include links to websites not owned or managed by Replicon, Inc. Note that every effort has been made at the time of release to ensure all links provided are valid. However, Replicon makes no guarantee that the links will continue to be valid in the future. Additionally, Replicon is not responsible for the information included in these websites and provides no guarantees or warranties regarding the accuracy of this information.

Revision 12/21/07

Table of Contents

Chapter 1 Welcome ................................................................................................................... 6About Web Resource....................................................................................................................... 6About this User Guide...................................................................................................................... 6

Document Conventions ............................................................................................................. 6Contacting Support .......................................................................................................................... 7

Chapter 2 Installing Web Resource ......................................................................................... 8Web Resource Versions .................................................................................................................. 8

Demonstration Version .............................................................................................................. 8Full Version................................................................................................................................ 8

System Requirements...................................................................................................................... 8Server Requirements................................................................................................................. 8

Operating System (one of the following) ............................................................................................. 8Hardware............................................................................................................................................. 9Other ................................................................................................................................................... 9

Database Requirements............................................................................................................ 9Client Requirements .................................................................................................................. 9

Operating System (one of the following) ............................................................................................. 9Hardware (minimum)......................................................................................................................... 10Internet Browser (one of the following).............................................................................................. 10

Preparing your System .................................................................................................................. 10Configure your Hardware ........................................................................................................ 10Configure your System Software............................................................................................. 10Install ASP.NET on Windows Server 2003.............................................................................. 10Configure your Browser........................................................................................................... 10

Installing Web Resource ................................................................................................................ 11Installing the Demonstration Version....................................................................................... 11Installing the Full Version ........................................................................................................ 16

Installing over a Previous Version.................................................................................................. 21

Chapter 3 Getting Started ....................................................................................................... 22Logging in to Web Resource for the First Time ............................................................................. 22Starting Web Resource.................................................................................................................. 23Accessing the Online Help............................................................................................................. 24

Chapter 4 Using Web Resource ............................................................................................. 25Calendars....................................................................................................................................... 25

Navigating the Calendars ........................................................................................................ 25Color Coding ..................................................................................................................................... 25Expanding for Further Details............................................................................................................ 25Navigating Between Pages ............................................................................................................... 25Filtering the Data ............................................................................................................................... 26

Table of Contents 3

Navigating across Time Periods........................................................................................................ 26Changing the Calendar Width ........................................................................................................... 26Additional Features ........................................................................................................................... 26

Viewing Calendars................................................................................................................... 27My Calendar ...................................................................................................................................... 27My Allocations Calendar.................................................................................................................... 27Resource Calendar ........................................................................................................................... 27Allocation Calendar ........................................................................................................................... 28Project Team Calendar ..................................................................................................................... 28Project Scheduling Calendar............................................................................................................. 28

Administration ................................................................................................................................ 29Working with Permission Types .............................................................................................. 29Adding a Permission Type....................................................................................................... 31Working with Categories.......................................................................................................... 32Adding a Category................................................................................................................... 33Modifying System Preferences................................................................................................ 34Adding a License File .............................................................................................................. 37

Entering the Activation Key for a Demo Version ............................................................................... 37Resources...................................................................................................................................... 38

Working with Resources.......................................................................................................... 38Adding a Resource .................................................................................................................. 39

Projects .......................................................................................................................................... 42Working with Projects .............................................................................................................. 42

Adding Projects ................................................................................................................................. 43Project Statistics................................................................................................................................ 43

Adding a Project ...................................................................................................................... 44Calendar............................................................................................................................................ 45Task Tree .......................................................................................................................................... 46Task Assignments ............................................................................................................................. 48Project Team..................................................................................................................................... 51

Copying a Project .................................................................................................................... 53Working with Project Types ..................................................................................................... 54Adding a Project Type ............................................................................................................. 55Working with Project Statuses................................................................................................. 56Adding a Project Status ........................................................................................................... 57

Skills............................................................................................................................................... 58Working with Skills................................................................................................................... 58Adding a Skill........................................................................................................................... 59

Time Off ......................................................................................................................................... 60Working with Time Off Types .................................................................................................. 60Adding a Time Off Type........................................................................................................... 61Working with Your Own Time Off Bookings ............................................................................ 62Booking Time Off for Yourself ................................................................................................. 62Working with Time Off Bookings for Other Users.................................................................... 63Booking Time Off for Another User ......................................................................................... 63

Reports .......................................................................................................................................... 64Working with Reports .............................................................................................................. 64Available Reports .................................................................................................................... 65

Table of Contents 4

My Assignments ................................................................................................................................ 65Resource List .................................................................................................................................... 65Resource Details ............................................................................................................................... 66Skills Matrix ....................................................................................................................................... 67Resource Assignments ..................................................................................................................... 68Resource Workload........................................................................................................................... 69Resource Conflicts ............................................................................................................................ 70Resource Availability ......................................................................................................................... 71Placeholders...................................................................................................................................... 72Project List......................................................................................................................................... 72Project Details ................................................................................................................................... 73Project Workload............................................................................................................................... 74

Chapter 5 Transferring Data to and from Web TimeSheet................................................... 75System Requirements.................................................................................................................... 75Transferring Data from Web TimeSheet to Web Resource ........................................................... 75

Notes on Data Transfer ........................................................................................................... 75Setting Up the Integration Tool................................................................................................ 76Transferring Data from Web TimeSheet.................................................................................. 77

Transferring Data from Web Resource to Web TimeSheet ........................................................... 80Publishing Settings .................................................................................................................. 80Publishing Projects .................................................................................................................. 81Publication Status.................................................................................................................... 82

Chapter 6 Importing Resource and Project Data.................................................................. 83About CSV Files............................................................................................................................. 83Importing Resources...................................................................................................................... 83

Resource Import File Format................................................................................................... 84Limitations on Data Types................................................................................................................. 85Specifying Groups, Skills, and Permission Types ............................................................................. 85

Importing Projects .......................................................................................................................... 86Project Import File Format ....................................................................................................... 86

Limitations on Data Types................................................................................................................. 87Specifying Resources and their Allocations ...................................................................................... 88Specifying Task Outline Levels ......................................................................................................... 88

Appendix A Glossary.................................................................................................................. 89

Table of Contents 5

CHAPTER 1Welcome

Welcome to the Web Resource User Guide. This document provides information on installing and using Web Resource.

About Web ResourceWeb Resource, a web based resource management application from Replicon, is designed to help you with resource tracking, skills management, and availability planning. It lets you define your resources, allocate them to projects, then view the results either on screen or in printed reports.

When defining your resources, you can associate them with custom defined skills and skill levels. You can allocate resources to projects when defining the project, or you can simply add placeholders in the project and add the resources later. When your schedules are complete, you can use the calendar views or the pre-defined reports to gain visibility into resource availability and utilization and project staffing.

About this User GuideThis document is designed to assist the user in installing, configuring, and using Web Resource. Information is organized into chapters for easy reference. A glossary is provided at the back to help familiarize users with Web Resource terms and concepts.

Document ConventionsThis user guide uses the following conventions:

• References to other areas in the document are shown in italics and in blue to indicate active links that are internal to the document. To automatically navigate to the section being referenced, select the link.

• Hyperlinks to websites or e-mail addresses are shown in blue and underlined to indicate active links external to the document. To open a new browser window to the website or to send an e-mail to the address, select the link.

• Key information is highlighted using a blue background for quick reference. An icon is used to indi-cate the type of information being provided, as follows.

• The icon indicates a note, which provides a reminder of an important requirement or further details on how the software operates.

• The icon indicates a warning notice. Warnings point out features or actions that can have negative results if used incorrectly.

• The icon indicates a tip or hint designed to assist you in using the product more effi-ciently.

The online help system uses these same conventions for easy identification of important notes, warnings, and tips.

Welcome 6

Contacting SupportIf you would like assistance configuring or using Web Resource, please contact Replicon's Customer Sup-port team using one of the following methods:

Direct Phone: 403-262-6519 ext 3

Toll-Free Phone:North America: 1-877-737-5420 ext 3Europe: 00-800-7375-4266 ext 3Australia/New Zealand: 0011-800-7375-4266 ext 3

E-mail: [email protected]

Web-Based Form: www.replicon.com/Support/requesthelp.asp

Fax: 403-233-8046

Welcome 7

mailto:[email protected]

http://www.replicon.com/Support/requesthelp.asp

CHAPTER 2Installing Web Resource

Web Resource VersionsWeb Resource is available from Replicon in the two versions, a demonstration version and a full version.

Demonstration VersionThe demonstration version is designed to let you to evaluate the application using an easy-to-install proce-dure on a minimum hardware configuration. This version has the following features:

• It does not require a pre-installed web server or database• It is limited to 100 users• It has a 14 day time limited license• It includes sample data to make your evaluation easier• You can migrate any data to the full version later if you require• If you choose to migrate to the full version after you have evaluated the demonstration version, you

must purchase and install the software for the full version

Full VersionThe full version has the following features:

• It requires a database to be pre-installed• It requires Internet Information Services (IIS) to be pre-installed• It supports a larger number of users• There is no sample data

System RequirementsBelow are the requirements for the Web Resource server, its database, and the client machines that will be used to access the system.

Server RequirementsThe server on which Web Resource is installed must meet the following requirements:

Operating System (one of the following)• Microsoft Windows 2000 with Service Pack 1 or higher• Microsoft Windows Server 2003• Microsoft Windows XP Professional• Microsoft Windows XP Home (for the demonstration version only)

Installing Web Resource 8

HardwareMinimum:

• Pentium 500 MHz processor• 512 MB of RAM• 50 MB of hard disk space

Recommended:

Other• Microsoft .NET Framework 1.1• Microsoft Internet Information Services 5.0 or 6.0 (for the full version only)

Database RequirementsWeb Resource requires one of the following database platforms be installed, either on the Web Resource server or a server accessible by Web Resource:

• Microsoft Desktop Engine (MSDE) 2000• Microsoft SQL Server 2000• Microsoft SQL Server 7 with Service Pack 3 or higher

Client RequirementsEach PC being used to access the Web Resource system must meet the following requirements:

Operating System (one of the following)• Microsoft Windows 98• Microsoft Windows ME• Microsoft Windows NT• Microsoft Windows 2000

Under 50 users: • Pentium 500 MHz processor• 1 GB of RAM• 50 MB of hard disk space

50 to 200 users: • Pentium 1 GHz processor• 1 GB of RAM• 50 MB of hard disk space

More than 200 users: • Pentium 2 GHz processor• 1 GB+ of RAM• 50 MB of hard disk space

Microsoft does not support or recommend installation of ASP.NET applications, such as Web Re-source, on domain controller servers as their use is typically inconsistent with the security expecta-tions of the server. As a result, it is recommended that Web Resource is not installed on a domain controller server.


• Microsoft Windows XP• Microsoft Windows Server 2003

Hardware (minimum)• Pentium 500 MHz processor• 512 MB of RAM• 1024 x 768 monitor resolution

Internet Browser (one of the following)• Microsoft Internet Explorer 5.5 or higher • Mozilla Firefox 1.0 or higher

Preparing your SystemBefore you install Web Resource, make sure you have prepared your system as follows.

Configure your HardwareMake sure your hardware configuration meets the specifications required for the version of Web Resource you plan to install, as described in System Requirements on page 8.

Configure your System SoftwareMake sure your software configuration meets the specifications required for the version of Web Resource you plan to install, as described in System Requirements on page 8.

Install ASP.NET on Windows Server 2003If you plan to install Web Resource on Windows Server 2003, you must first have ASP.NET installed.

To install ASP.NET on a server running Windows Server 2003 using the Add/Remove Programs dialog box:

1. From the Start menu, select Control Panel under Settings and then select Add/Remove Pro-grams.

2. In the Add/Remove Programs dialog box, select Add/Remove Windows Components. 3. In the Components box in the Windows Components wizard, select the Application Server check

box and then click Next.4. When the Windows Components wizard has finished configuring Windows Server 2003, select Fin-

ish.

Configure your BrowserConfigure your chosen browser as follows:

• Disable pop-up blockers, both in your browser and in any browser plug-ins and tool bars.

Refer to the section Preparing your System below for browser configuration information.


• If you are using Firefox, when asked if you want to save passwords for this site, choose Never for this site. The feature for saving passwords inhibits some editing features in Web Resource.

If you are using Internet Explorer, select Tools>Internet Options>Advanced and enable the check box for Print Background Colors and Images. This ensures the best results when printing.

Installing Web ResourceThe software for both the demonstration version and the full version of Web Resource are available from the Replicon web site.

You can either download the installation program to your local computer or you can run the installation over the internet. Your choice will depend on where you are planning to install the application and the speed of your connection.

Installing the Demonstration VersionInstall the demonstration version as follows:

1. Run the installation program.The Welcome screen appears. Click Next.


2. Read the license agreement. If you agree to the terms, select the I accept... radio button and click Next.

3. Enter your e-mail address and the activation key you received from Replicon (the e-mail address must be the address associated with the activation key). Click Next.


4. Choose an installation location (or simply leave the default) and click Next.

5. Web Resource can be installed with a sample database that contains information necessary to thor-oughly evaluate the application. The sample database allows you to avoid time-consuming admin-istrative tasks such as defining resources, setting up projects, and customizing your system configuration when you are evaluating the product.Choose whether or not you want to install the sample data and then click Next.


6. You are ready to install the software. Click Install.

7. Wait for the software to be installed.


8. When the installation is complete, select Finish.

The Web Resource software login screen will open in a browser. To log in to Web Resource, continue to the section entitled Logging in to Web Resource for the First Time on page 22.


Installing the Full VersionInstall the full version of Web Resource as follows:

1. Run the installation program.The Welcome screen appears. Select Next.

2. Read the license agreement. If you agree to the terms, select the I accept... radio button and click Next.


3. Choose an installation location (or simply leave the default) and select Next.

4. Choose the web site where you want to install Web Resource, choose your login authentication, and then click Next.

With Built in Authentication, the login name and password are maintained within the appli-cation. With Integrated Windows Authentication, the system uses the user’s Windows cre-dentials to log in.


5. Select the database you want to use or click Use Existing Database to use a pre-installed data-base.

• If you select Default Database, the installation program will install the Microsoft SQL Server Desktop Engine (MSDE).

• If you select Microsoft SQL Server, you will be asked to specify the SQL server hosting the database and an administrative login name and password for this database.

• If you choose to use an existing database you will be asked to specify the database, as fol-lows:

• If you want to use an existing Microsoft Access database, you will be asked to specify the source database. The Access database will be migrated to Microsoft SQL.

• If the existing database you wish to use is a Microsoft SQL database, you will be asked to specify the SQL server, the database name, and the login name and password for this database.

When you are done, select Next.

If you choose Use Windows Authentication with this selection, the installation program will use your Windows credentials to connect to the SQL server and will create a database and database user. You will not receive any further prompts during this process.


6. You are ready to install the software. Click Install.

7. Allow the program to install the software.


8. Review the System Configuration screen and select Next.

9. When the installation program is finished, select Finish.

The Web Resource software login screen will open in a browser. To log in to Web Resource, continue on to the section entitled Logging in to Web Resource for the First Time on page 22.


Installing over a Previous VersionIf you have a previous version of Web Resource installed, when you run the installation program, you will initially be asked to choose whether you want to update the installed version or if you want to install a new version.

Select the installation option you want and click Next to continue.

Once you have selected the installation option, if you wish to install the demonstration version, follow the steps outlined in Installing the Demonstration Version on page 11. Follow the steps provided in Installing the Full Version on page 16 if installing the full version.


CHAPTER 3Getting Started

Logging in to Web Resource for the First TimeWhen you have finished installing the software, the Log In page will appear. (If you chose to use Windows Authentication during the installation process, you will automatically be logged in using your Windows cre-dentials.) This first screen may take a few seconds to appear.

1. You can log in for the first time as user admin with the password password. When you have en-tered your login name and password, select the Submit button.

2. If you installed the demonstration version, you can begin using Web Resource immediately, as de-scribed in Chapter 4, Using Web Resource on page 25. If you installed the full version, the License Key Management page appears. You must add a license before you can use the software. Licenses are added through the use of license files, which have the extension .lic. The license file is provided by Replicon.

3. Save the .lic file from Replicon to a known location on your computer (you will need to specify this location later). A suggested location is the folder Web Resource was installed in. If you accepted the defaults during installation, this folder will be:

C:\Program Files\Replicon Inc\Web Resource

4. Select Browse... to the right of the Find license file field. Locate the .lic file and select Open. The name and path of the license file will be shown in the Find license file field.

5. Select the Save button.

Getting Started 22

The details of the license will be displayed in the Active License Details section.

To begin using Web Resource, continue to Chapter 4, Using Web Resource on page 25.

Starting Web ResourceTo start Web Resource and log in:

1. Start the application as follows:• If you are running Web Resource on the server, select Start>Programs>Replicon Web

Resource>Launch Web Resource.• If you are running Web Resource on a client, open your browser and enter the URL for

Web Resource:• for the demonstration version, this is http://<mysystem>:1888• for the full version, this is http://<mysystem>/resourcing

where <mysystem> is your computer name, DNS name, or IP address.

2. Enter your user name and password.3. Enable the Remember my user name and password checkbox to have Web Resource save this

information so you are not required to enter it in the future.4. Select Submit.

Only one session of Web Resource can be running at a time.

Getting Started 23

Accessing the Online HelpWeb Resource includes an online help system that provides comprehensive information on using the soft-ware to complete key tasks. To access the online help, select the Help icon from the upper, right corner of the application.

The Web Resource Help window will open, displaying the topic most closely related to your location in the application.

Getting Started 24

CHAPTER 4Using Web Resource

This chapter describes how to use Web Resource for resource planning and management.

CalendarsTo view the Calendar menu, select Calendar from the menu bar at the top of the page.

Navigating the CalendarsEach calendar page consists of the actual calendar, plus a number of controls that let you modify your view of the calendar. This section summarizes how you can control the calendar view.

Color CodingThe calendars are color coded to highlight key resource management information for quick reference. For example, calendars related to allocation are colored based on whether or not the resource is under, over, or appropriately allocated. Resource-based calendars are color coded based on the availability of the resource, including whether or not multiple bookings have been made against the resource. Some calendars can also be colored based on project type or project status.

If the calendar offers more than one color coding scheme, a Color By drop-down list box will be displayed above the calendar. To select a coloring scheme, select an option from the list provided. To view a definition of each color, select Legend from above the Filters section. To close the legend, select .

Expanding for Further DetailsIn many of the calendars, the information is first displayed in collapsed format, with all of the information for a particular resource, project, or task shown on a single line. For time periods where not all of the information is visible, position your mouse over the area to display the complete text. To expand an item to show a com-plete breakdown of its contents, select the icon next to the item. To expand all of the items shown, select expand all. Select or collapse all to collapse the items.

Navigating Between PagesIf there is a lot of data to be displayed, the information may be provided on multiple pages. To move to the next page, select from below the calendar. To move to the previous page, select . To move to a spe-cific page, either select the page number from below the calendar or enter the page number in Jump to page and select Go. Note that these controls will not be available if the data fits on a single page.

Using Web Resource 25

Filtering the DataThe Filters section allows you to limit the amount of information displayed in the calendar.

To expand the Filters section, select the icon to the left of the Filters label.

All calendars provide a Zoom filter. This filter allows you to modify the calendar's granularity by selecting Day, Week, or Month. Depending on the calendar, additional filters may be available, such as whether or not the resources are available, groups, and project types.

Once you have selected the appropriate filters, select Apply to refresh the calendar view.

To collapse the Filters section, select . The area can also be expanded or collapsed by clicking near the top of the Filters section.

Navigating across Time PeriodsYou can modify the time period in view by using one or more of the time filters and controls, as follows:

• You can jump to a particular date by selecting the date using the icon next to the Jump to field and selecting Go.

• You can jump to today's date by selecting Go to Today.

• To move forward or backward in time, use the and navigation icons. The time period you move by when using these controls depends on the calendar Zoom selected, as follows:

• If you have set Zoom to Day, the icons move the timescale by one month and the

icons move the timescale by one week.

• If you have set Zoom to Week, the icons move the timescale by three months and the icons move the timescale by one month.

If you have set Zoom to Month, the icons move the timescale by one year and the icons move the timescale by three months.

Changing the Calendar WidthYou can expand and contract the time period in view using the Calendar Width control. For example, if you select one of the bars toward the right end of the control, the display will increase the number of time periods being shown. Alternatively, selecting one of the bars toward the left end will display fewer time periods.

Additional FeaturesIf you have permission to edit resources and/or projects, you can open the appropriate View Resource or Edit Project page by selecting a resource, project, or task name within the calendar. Items that will open another page when selected are underlined in the calendar view.

As you modify the Zoom from Day through Week to Month, this change in granularity is illustrated by a graphic, similar to , immediately below the date bar in the calendar.


Viewing CalendarsTo view a specific calendar, select one of the following from the Calendar menu.

My CalendarMy Calendar provides a view of your task assignments for a specified time period, with color coding based on either booking availability, project status, or project type.

My Allocations CalendarThe My Allocations calendar provides a view of your allocation for a specified time period, with color coding based on your availability and whether your time has been under or over allocated.

Resource CalendarThe Resource Calendar provides a view of each resource's assignments for a specified time period, with color coding based on either booking status, project status, or project type. The list can be filtered by wheth-er or not the resource is enabled, by booking availability, by skills, or by groups within categories.


Allocation CalendarThe Allocation Calendar provides a view of each resource's allocation for a specified time period, with color coding based on whether each resource's time has been under allocated, over allocated, or properly allo-cated. The list can be filtered by whether or not the resource is enabled, by booking availability, or by groups within categories.

Project Team CalendarThe Project Team Calendar displays, for each project, the number of task assignments for each project team member. The list can be filtered by whether or not the project is enabled, project type, billing status, or project status.

Project Scheduling CalendarThe Project Scheduling Calendar shows when each project is scheduled and its duration. The calendar can be color coded by project type or project status. The projects displayed can be filtered by whether or not the project is enabled, project type, billing status, or project status.


AdministrationTo view the Administration menu, select Administration from the menu bar at the top of the page.

Working with Permission TypesPermission types are pre-defined access rights that can be assigned to resources. A number of default per-mission types are included in Web Resource, as listed in the following table. You can either use these per-mission types or you can create your own.

To view permission types:

• Select List Permission Types from the Administration menu.

Default Permission Type Permissions Included

Admin All access and permissions

Project Manager Access: Login, System Preferences, My Calen-dars, Resource Calendars, Project Calendars, My Reports, Resource Administration Reports, Resource Allocation Reports, Project ReportsPermissions: View Resources; View, Edit, Add, and Delete Projects; View Skills; View, Edit, Add, and Delete Personal Time Off; View All Time Off

Resource Access: Login, My CalendarsPermissions: View, Edit, Add and Delete Per-sonal Time Off

Supervisor Access: Login, System Preferences, My Calen-dars, Resource Calendars, Project Calendars, My Reports, Resource Administration Reports, Resource Allocation Reports, Project ReportsPermissions: View and Edit Resources; View Projects; View Skills; View, Edit, Add and Delete Personal Time Off; View, Edit, Add and Delete All Time Off


From within the List Permission Types page, you can edit, delete, or add permissions types.

To edit a permission type:

• Select the icon next to the permission type you want to edit.

To delete a permission type:

• Select the icon next to the permission type you want to delete.

To add a permission type:

• Follow the instructions outlined in Adding a Permission Type on page 31.


Adding a Permission TypeTo add a permission type:

1. Select Add Permission Type from the Administration menu. Alternately, you can select List Per-mission Types from the Administration menu and then select Add.

2. Enter a unique name for the permission type in the Name field.3. Enter text to further describe the permission type in the Description field, if you wish.4. Within the System Capabilities section, check the boxes next to the system related items you wish

to provide access to for this permission type.

5. Check the boxes next to the calendar types you wish to provide access to for this permission type in the Calendar Access section.

6. In the Report Access section, check the boxes next to the report types you wish to provide access to.

7. Under Capabilities on List/Edit Pages, check the boxes to enable permissions to view, add, edit, or delete the appropriate items. For example, to provide permission to view and delete skills, select the check boxes under the View and Delete columns in the Skills row.

8. When you are done, select the Save button or select the Save & Add More button if you want to add another permission type. If you want to abort creating this permission type, select the Cancel button.


Working with CategoriesCategories allow you to organize resources into meaningful collectives, such as departments or locations. You can define any categories you wish and, within each category, a number of groups can be created. Each resource can then be associated with one or more groups in the category, as well as to one or more groups within any other categories you create. For example, within a category titled Department, the groups Sales, Marketing, and Finance can be created and the Sales Manager can be associated with the Sales group.

To view all available categories:

• Select List Categories from the Administration menu.

From within the List Categories page, you can edit, delete, or add a category.

To edit a category:

• Select the icon next to the category you want to edit.

To delete a category:

• Select the icon next to the category you want to delete.

To add a category:

• Follow the instructions in Adding a Category on page 33.


Adding a CategoryTo add a new category:

1. Select Add Category from the Administration menu. Alternately, you can select List Categories from the Administration menu and then select Add.The Add Category page will be displayed.

2. In the Name field, enter a unique name for the category.3. If you wish, enter additional text to further explain or define the category in the Description field.4. To save the category, select the Save button. Select Save & Add More if you want to save the cat-

egory and begin creating another category. If you do not want to save the category, click the Cancel button. If you selected the Save button, the category will be saved and View Category Details page will appear allowing you to set up the groups within the category. Groups are the options within the category that resources can be assigned to. For example, within the category Department, a resource can be assigned to the Marketing group.

5. To add a group to the category, select the Add button.6. Enter a unique name for the group in the Name field.7. In the Description field, enter text that more clearly explains or defines the group, if necessary.8. If you wish to associate a resource with the group, select the resource from the Resources drop

down list and select the Add button. Repeat this process for each new resource to be associated with the group.You can also select resources using the Advanced Search.To remove a resource, select the check box under the Remove column.

9. When you are done, select the Save button, or select the Save & Add More button if you want to add another group to the category. If you want to exit without adding the group, select the Cancel button.

Using the Advanced SearchYou can access the advanced search option by selecting To Advanced Search > on the right hand side of Resources.

To search for resources using the advanced search, enter or select the necessary search criteria and click the Search button.

The resources matching the criteria will be displayed. Enable the check box in the Selected column and se-lect Add to add the resource to the list.

Note that you can search by full name or by specific letters using the Name Contains field. The search will return a list of all resources whose names (first or last) contain the specified letters.

To close the advanced search options, select To Simple Search >.


Modifying System PreferencesThe System Preferences determine the initial calendar view for all users at login, as well as some basic resource planning parameters, such as hours per day. For calendar view preferences, users can change these settings in the calendar view, however the default settings selected and saved using the System Pref-erences page will be re-applied the next time the user logs in.

To modify the default system settings:

1. Select System Preferences from the Administration menu.2. Enter the general system preferences in the General Preferences section. The available settings

are as follows:

3. Enter the defaults to use when creating a new resource in the Resource Defaults section. The available settings are:

Field Description

Records per page Enter the required number of records you want to be displayed on each page. The recommended number is 10.

Calendar: Screen Size Select the default time period calendars are displayed in. This set-ting acts in a similar fashion to a zoom control with six levels. If you choose level 1, the calendars will show only one 'block' of time, with each block defined by the Calendar: View By setting. If you choose level 6, the calendar view will show six 'blocks' of time.This control can be used to make sure you can display a time period that is compatible with your monitor resolution.

Calendar: View By When you are viewing the calendar, the display is organized in 'blocks' where each block represents either a week, a month or three months. Select the appropriate value to display blocks of either Day, Week, or Month duration.

Show Weekends Enable this option if you wish to show weekend days in calendar views.

Allocation Calendar Colors

Select the colors used to indicate when a resource is under allocat-ed, on target, or over allocated by clicking on the drop down menu next to each label. When you select a new color, the visual represen-tation of that color will appear in the color box next to the drop down.

Field Description

Hours per Day Set the default number of hours per day that will apply to all new re-sources. Hours per day will be used to determine the allocation per-centage or allocated hours for each resource assigned to a project or task.

Percentage Allocation Use this field to set up the default target allocation and tolerance for new users. These values will be used to determine when a re-source’s time is under or over allocated, as displayed in the alloca-tion calendars.


4. If you wish to transfer data between Web Resource and Web TimeSheet, as described in Chapter 5, Transferring Data to and from Web TimeSheet on page 75, select the settings to use in the Web TimeSheet Integration section as follows:

Resource Cost Per Hour

Set the default cost per hour that will apply to all new resources. Cost per hour helps you forecast the cost of a project based on the allocated resources.

Placeholder Cost Per Hour

Set the default cost per hour that will apply when you add a new placeholder to a project or task. This cost per hour helps you fore-cast the cost of a project before you have assigned named resourc-es to the team.

Field Description

Web TimeSheet Server Address

Enter the Web TimeSheet server address to use to connect to Web TimeSheet. Contact your Web TimeSheet Administrator if you do not have this information.

Publishing Assignments Select which tasks resources are allowed to enter time against in Web TimeSheet when a project is published. The following options are available:

• Allow resources to enter time against all project tasksSelect this option to allow resources to book time against all tasks within a project they have been assigned to.

• Allow resources to only enter time against assigned tasksSelect this option to allow resources to enter time only against tasks they have been assigned to.

• Allow resources to enter time against assigned tasks and associated child tasksSelect this option to allow resources to enter time against tasks they have been assigned to and any child tasks within those tasks.

• Do not publish assignmentsSelect this option to not have any resources assignments to the tasks published. Note that if this option is selected, the value selected in the Existing Assignments field has no effect.

Field Description


5. When you are done, select the Save button to save changes to the system preferences.

Existing Assignments Select how assignments that already exist in Web TimeSheet will be handled when projects are published to Web TimeSheet. (Assign-ments in Web TimeSheet indicate which users can book time against a task.) The following options are available:

• Add Web Resource assignments to Web TimeSheet assignmentsSelect this option to have the assignments in Web Resource added to those already existing in Web TimeSheet.

• Keep Web Resource assignments onlySelect this option have the assignments existing in Web TimeSheet overwritten by those in Web Resource.

Assigned Resources Select how assigned resources that do not exist as users in Web TimeSheet will be handled when a project is published. The follow-ing options are available:

• Create users in Web TimeSheet if they don't existSelect this option to have a resource automatically created as a user in Web TimeSheet.

• Don't publish assignments for users that don't exist in Web TimeSheetSelect this option to not automatically create users in Web TimeSheet. In this case, the assignment will not be trans-ferred to Web TimeSheet.

Include Estimated Cost Enable this option to have the project Estimated Cost field in Web TimeSheet filled with the Total Cost value calculated by Web Re-source when a project is published.

Include Estimated Hours

Select this option if you would like the project Estimated Hours field in Web TimeSheet to be filled with the Web Resource Assigned Hours value when a project is published.

Overwrite Project Dates Enable this setting to have the project and task level start and end dates in Web TimeSheet overwritten by the dates in Web Resource when publishing an existing project.

Field Description


Adding a License FileLicenses are added through the use of license files, which have the extension .lic. The license file is pro-vided by Replicon.

To add a license:

1. Save the .lic file from Replicon to a known location on your computer (you will need to specify this location later). A suggested location is the folder Web Resource was installed in. If you accepted the defaults during installation, this folder will be:

C:\Program Files\Replicon Inc\Web Resource

2. Select Licensing from the Administration menu.3. Select Browse... to the right of the Find license file field.4. Locate the .lic file and select Open. The name and path of the license file will be shown in the

Find license file field.5. Select the Save button.

The details of the license will be displayed in the Active License Details section.

Entering the Activation Key for a Demo VersionIf you are using a demonstration version of Web Resource, an activation key was provided by Replicon to enable the application for a trial period. To enter the activation key:

1. In the Extend Activation Key section, enter the e-mail address the activation key was sent to in the E-mail field.

2. Enter the Activation Key provided by Replicon.3. Select Save.

Note that the Extend Activation Key section will not be displayed if using the full version of Web Resource.


ResourcesTo view the Resources menu, select Resources from the menu bar at the top of the page.

Working with ResourcesTo view all the available resources:

• Select List Resources from the Resources menu.

From within the List Resources page, you can edit, add, or delete resources.

To edit a resource:

• Select the icon next to the resource you want to edit.

To delete a resource:

• Select the icon next to the resource you want to delete.

To add a resource:

• Follow the instructions given in Adding a Resource on page 39.

To import a large number of resources at once using a CSV file:

• See the section entitled Importing Resources on page 83.

To transfer resources from Web TimeSheet:

• See the section entitled Transferring Data from Web TimeSheet to Web Resource on page 75.


Adding a Resource

To add one or more resources:

1. Select Add Resource from the Resources menu. Alternately, you can select List Resources from the Resources menu and select the Add button.The Add Resource page will be displayed.

2. Enter the First Name and Last Name of the user.3. Enter the e-mail address of the user in the E-mail field.4. Select the Enabled check box to allow the user to access Web Resource.5. Enter a unique User Name for the resource.6. Select Use WTS Authentication to use the user's Web TimeSheet login and password to access

Web Resource. To enable this option, the User Name entered must match the user name in Web TimeSheet.

7. If you did not enable the Use WTS Authentication option, enter a password and retype the pass-word to confirm it in the Password and Confirm Password fields.

8. Enter the number of Hours per Day the user works. 9. Enter the user’s Cost per Hour.10. Enter the Percent Allocation Target for the user. The target allocation, along with the tolerance, is

used to determine whether users are properly allocated or under or over allocated, as shown in the color coding in the calendars.

11. Enter the allocation Tolerance for the user.12. Select the Allow New Bookings check box if the resource can be assigned to projects.13. When you are done, select the Save button or select the Save & Add More button if you want to

save the resource and begin adding a new resource. If you want to abort adding this resource, select the Cancel button.

When setting up your Web Resource system, you should create Permission Types and Skills before you add resources.

If you are using Windows Authentication, the authentication fields will not be displayed.


If you selected the Save button, the resource will be added and a new page will appear allowing you to add more advanced user information, including permissions, groups, and skills.

14. To assign permission types, select the Edit button for Security Access and enable the appropriate permission types for the user. Select the Save button to save the permission types and return to the previous page.

15. To assign groups to the resource, select the Edit button for Groups and enable the appropriate groups (organized by category) for the user. Select the Save button to save the groups and return to the previous page.


16. To add skills, select the Edit button for Skills and select the appropriate skill and skill level for the user. Select the Add button to add the skill to the list. Repeat this to add additional skills. To remove a skill, check the Remove check box. Select the Save button to save the skill selections and return to the previous page.


ProjectsTo view the Projects menu, select Projects from the menu bar at the top of the page.

Working with ProjectsTo view all available projects:

• Select List Projects from the Projects menu.

The List Projects page will be displayed, allowing you to edit, add, or delete projects.

To filter the list of projects displayed:

• Expand the Filters box by selecting the icon, select the desired filter values, and select the Apply button to apply the filters to the project list.

You can filter the list by Project Enabled/Disabled, Project Type, Billable, and/or Project Status.

To edit a project:

• Select the icon next to project you want to edit. From within the Edit Project page, you can edit the project using the Task Tree, Task Assignments, and Project Team tabs, which are described further in Adding a Project on page 44.

To shift, or slide, the project start and end dates without changing the duration of the project:

• Open the project for editing and select the Slide Dates button. Select a new start date and then select Slide Dates.

The project start date will move to the selected value and the end date will be shifted the amount required to maintain the original duration of the project.

To delete a project:

• Select the icon next to the project you want to delete.

To transfer, or “publish”, a project to Web TimeSheet:

• Follow the instructions given in Transferring Data from Web Resource to Web TimeSheet on page 80.


Adding ProjectsProjects can be added in a number of ways, as follows.

To add a new project manually:

• Follow the steps outlined in Adding a Project on page 44.

To create a new project by copying an existing project to start from:

• Follow the instructions given in Copying a Project on page 53.

To transfer a project from Web TimeSheet to Web Resource:

• Follow the instructions given in Transferring Data from Web TimeSheet to Web Resource on page 75.

To import project data through the use of a CSV file:

• Refer to the section Importing Projects on page 86.

Project StatisticsWithin each project page, statistics on the project are displayed, including the number of resources as-signed, the hours allocated, and the cost of the labor. It is important to understand how these values are calculated, as detailed below.

• Assigned HoursThe Assigned Hours is calculated by adding the hours allocated to the project level and to each task level within the project. For example, if a resource is allocated for 30 hours at the first task level and 15 hours for the task at a level below it, the Assigned Hours would be 45.

• Assigned ResourcesThe Assigned Resources is the total number of unique resources allocated to the project, includ-ing at each task level.

• Total CostThe Total Cost is calculated by adding the cost from the allocations at the project level and at each task level within the project. The cost at each level is determined from the number of hours allo-cated to that level multiplied by the Cost Per Hour of the resource.

• Elapsed HoursElapsed Hours is the percentage of hours that have passed in the project, based on the total num-ber of Assigned Hours and the number of hours allocated to dates prior to the current date.

• Elapsed DaysElapsed Days is the percentage of days that have passed in the project, based on the duration of the project (the difference between the project start and end date) and the current date.


Adding a ProjectTo add a new project:

1. Select Add Project from the Projects menu. Alternately, you can select List Projects from the Projects menu and then select the Add button.The Add Project page will be displayed.

2. Enter a unique name for the project in the Project Name field.3. In the first Duration field, select a start date for the project by selecting the icon and selecting a

date.4. In the second Duration field, select an end date by selecting the icon and selecting a date.5. In the Description field, enter text to further explain the project.6. Select the Enabled check box to make the project available for resource management.7. Select the appropriate Project Type from the drop down menu.8. Select whether the project will be billable or not from the Billing drop down menu. This value can

be used in the future to filter projects for reporting purposes and in calendar views.9. Select the status of the project from the Project Status drop down menu.10. Select the Save button to save the project or select Save & Add More to save the project and begin

creating another project. If you want to exit without saving the project, click the Cancel button.

If you selected the Save button, the project will be created and the Edit Project page will be displayed with multiple tabs, allowing you to set up more advanced project information, including tasks, task assignments, and the project team.


CalendarThe Calendar tab provides a view of the resources and time allocations for the project and its associated tasks. Use this tab to get the "big picture" for the project.

The Calendar tab uses the same controls as the calendars accessed from the Calendar menu. Refer to the section entitled Navigating the Calendars on page 25 for further information about these controls.


Task TreeThe Task Tree tab is used to create and modify task names and durations within the project tree structure. The number of tasks and task levels is unlimited.

Adding a TaskTo add tasks:

1. Select the Task Tree tab, if not already selected.2. Enter a unique name for the task in the Task Name field in the first blank row.3. Select the Duration start and end dates for the task by clicking the associated icons and select-

ing a date. Task durations are limited to the duration of the parent, whether that be another task or a project.

4. Select the Apply button to add the new task. Note that the new task appears in the left frame, under the project name.

5. Repeat steps 2 through 4 to add additional tasks. If no empty rows are available to enter a new task, select Add Task to create new rows.

6. To change the order of the tasks, use the and buttons. For example, to move the second task up one placement, select the button to the right of the second task.

7. To move the task start and end dates without changing the duration of the task, select the Slide but-ton. Select a new start date and then select Slide Dates. The start and end dates for the task will be shifted.

8. Select the Apply button to apply the changes to the task order and the start and end dates. Note that the new tasks now appear in the left frame, under the project name.

9. To add sub tasks, select the name of the parent task in the left frame and then follow the steps for adding tasks as above.

10. Select the Save button to save the newly added tasks.

Deleting a TaskTo delete a task:

1. Within the Task Tree tab, select the parent task of the task you wish to delete from the left side of the page.

2. Select the icon next to the task you wish to delete and select the Save button.


Changing the Task OrderTo move a task up or down in the task order:

1. Within the Task Tree tab, select the parent task of the tasks you wish to change the order of from the left side of the page.

2. Select the and buttons next to the task you wish to move. For example, to move the second task up one placement, select the button to the right of the second task.

3. Once the tasks are in the desired order, select the Save button.

Sliding a TaskYou can move a task back and forth in the project schedule without changing the duration. To slide a task back or forth in time without changing the duration:

1. Within the Task Tree tab, select the parent task of the task for which you wish to slide the date. 2. Select the Slide button next to the task you wish to move.3. Select the new start date for the task in the dialog box that opens and then select the Slide Dates

button.

The task start date will move to the selected value and the end date will be shifted the amount required to maintain the original duration of the task. For example, consider a task that has a duration of 3 days and is originally set to start January 17, 2006 and end January 19, 2006. If you select Slide and select January 25, 2006 as the new start date, the task will now show a start date of January 25, 2006 and an end date of Jan-uary 27, 2006. The duration of the task remains at three days. If instead you just selected a new start date from the first Duration field, the end date would not be changed and, as a result, the task duration would be changed.


Task AssignmentsThe Task Assignments tab is used to assign resources to the project and its associated tasks. You can assign named resources or placeholders, which can be used to create a task assignment when the resource to be assigned has not yet been decided or has not been hired yet. Whereas the Project Team tab allows you to add a task to the resource, the Task Assignments tab allows you to add a resource to a task.

Adding Resources to a TaskIf you know which resource will be working on a specific task:

1. Select the Task Assignments tab.2. Select the task to which you would like to add the resource.3. Select the Edit button to the right of the Resources label.

A list of the currently assigned resources and their allocation settings is displayed.

4. Select a user from the Resources drop down menu and select the Add button. Alternately, you can use the Advanced Search functionality to find the resource to be added.For the resources assigned to the task, three values are associated with the resource: the duration the resource is assigned to the task, the percentage of the resource's time that is allocated to the task, and the total hours the resource is allocated to the task. Two of the values must be entered and the third can be calculated based on the two entered values and the resource's hours per day.

5. Specify which value you would like automatically calculated for the resources by selecting the Cal-culate Duration, Calculate Allocation %, or Calculate Total Hours options. Note that the option you select applies to all resources listed, that is all resources will have the same value automatically calculated, with the other two values available for editing.

6. Enter values in the fields that are not chosen for automatic calculation, for example the Duration and Allocation % fields if you have selected Calculate Total Hours.


7. Select the Calculate button.8. Repeat steps 4 through 7 for each new resource to be added to the task.9. Repeat steps 2 through 8 for each task or sub task to which resources are to be added.10. Select the Show List button to return to the list of resources and placeholders for the selected task.11. Select the Save button to save the new assignments to the project.

Adding Placeholders to a TaskIf you do not know which resource will be working on a specific task and would like to add a placeholder:

1. Select the Task Assignments tab. If you are already in the tab, select Show List.2. Select the task to which you would like to add the placeholder.3. Select the Edit button the right of the Placeholders label.

A list of the placeholders assigned to the task will be displayed.

4. Enter a name to use for the placeholder in the Placeholder Name field and select the Add button.5. Select the duration of the task assignment using the icons under the Duration column.6. Repeat steps 4 and 5 for each placeholder to be assigned to the task.7. Repeats steps 2 through 6 for each task or sub task to which placeholders are to be added.8. Select the Show List button to return to the list of resources and placeholders for the selected task.9. Select the Save button to save the new assignments to the project.

Deleting a Resource or Placeholder from a TaskTo delete a resource or placeholder assignment from a task:

1. Select the Task Assignments tab. If you are already in the tab, select Show List.2. Select the task from which you would like to delete the assignment.3. Select the Edit button to the right of the Resources or Placeholders label, depending on which you

want to delete.4. Select the icon next to the resource or placeholder you wish to delete.5. Select the Save button.

Editing a Resource's or Placeholder's Task AssignmentTo edit the duration or allocation of a resource or placeholder assigned to a task:

1. Select the Task Assignments tab. If you are already in the tab, select Show List.2. Select the task for which you would like to edit the assignment.


3. Select the Edit button the right of the Resources or Placeholders label, depending on which you want to edit.

4. Specify which value you would like automatically calculated for the resources by selecting the Cal-culate Duration, Calculate Allocation %, or Calculate Total Hours options.

5. Edit the values in the fields that are not chosen for automatic calculation, for example the Duration and Allocation % fields if you have selected Calculate Total Hours.

6. Select the Calculate button.7. Select the Save button.

Using the Advanced SearchYou can access the advanced search option by selecting To Advanced Search > on the right hand side of Resources.

To search for resources using the advanced search, enter or select the necessary search criteria and click the Search button.

The resources matching the criteria will be displayed. Enable the check box in the Selected column and se-lect Add to add the resource to the list.

Note that you can search by full name or by specific letters using the Name Contains field. The search will return a list of all resources whose names (first or last) contain the specified letters.

To close the advanced search options, select To Simple Search >.


Project TeamThe Project Team tab is used to assign tasks and allocations to the resources on a project team. Whereas the Task Assignments tab allows you to add a resource to a task, the Project Team tab allows you to add a task assignment to a resource.

Adding Task Assignments to ResourcesTo add task assignments to resources:

1. Select the Project Team tab, if not already selected.2. Select the resource from the left side of the page. If the resource you are looking for is not listed,

first add the resource to the project using the Task Assignments tab.3. Select the check box in the Assign column next to the task you wish to assign the resource to.

For the resources assigned to the task, three values are associated with the resource: the duration the resource is assigned to the task, the percentage of the resource's time that is allocated to the task, and the total hours the resource is allocated to the task. Two of the values must be entered and the third is automatically calculated based on the two entered values and the resource's hours per day.

4. Specify which value you would like automatically calculated for the resources by selecting the Cal-culate Duration, Calculate Allocation %, or Calculate Total Hours options. Note that the option you select applies to all resources listed, that is all resources will have the same value automatically calculated, with the other two values available for editing.

5. Enter values in the fields that are not chosen for automatic calculation, for example the Duration and Allocation % fields if you have selected Calculate Total Hours.

6. Select the Calculate button.7. Repeat steps 3 through 6 for each new task to be assigned to the resource.8. Repeat steps 2 through 7 for each resource to which tasks are to be added. 9. Select the Save button to save the new assignments to the resource.

Creating Multiple Assignments to a Single TaskTask assignments can be broken up into multiple assignments for one resource. For example, you can as-sign a resource to a task from February 12, 2006 to February 20, 2006. Then, you can add a second, non-consecutive assignment to the same task for the same resource, from March 1, 2006 to March 5, 2006 for example. To add an additional assignment to a task for the same resource:

1. Select the Project Team tab, if not already selected.2. Select the resource from the left side of the page. 3. Select the icon next to the task you wish to add a second assignment to.


A new entry for the task will be added below the first assignment.4. Enter values in the fields that are not chosen for automatic calculation, for example the Duration

and Allocation % fields if you have selected Calculate Total Hours.5. Select the Calculate button.6. Select the Save button to save the new assignments to the resource.

Removing a Task Assignment for a ResourceTo remove a task assignment for a resource:

1. Select the Project Team tab, if not already selected.2. Select the resource from the left side of the page. 3. Disable the check box in the Assign column next to the task you wish to remove the assignment for.4. Select the Save button.

Editing a Task Assignment for a ResourceTo edit a task assignment for a resource:

1. Select the Project Team tab, if not already selected.2. Select the resource from the left side of the page. 3. Specify which value you would like automatically calculated for the resources by selecting the Cal-

culate Duration, Calculate Allocation %, or Calculate Total Hours options. Note that the option you select applies to all resources listed, that is all resources will have the same value automatically calculated, with the other two values available for editing.

4. Edit the values in the fields that are not chosen for automatic calculation, for example the Duration and Allocation % fields if you have selected Calculate Total Hours.

5. Select the Calculate button.6. Select the Save button to save the changes.


Copying a ProjectYou can copy existing projects to create new projects with the same (or similar) project attributes.

To copy projects:

1. Select Copy Project from the Projects menu.The Copy from Existing Project page will be displayed.

2. Select the project you want to copy from the Copy from drop down menu.3. In the New Project Name field, enter a unique name for the new project.4. Check the Enabled check box to make the new project available for resource management.5. When you are done, select the Save button or select the Save & Add More button to save the

project and begin copying another project. If you want to abort copying the project, select the Can-cel button. If you do not click Save, no data will be saved.

If you clicked the Save button above, the project will be copied and a new page will appear allowing you to set up more advanced project information for the new project, including calendar information, tasks, task as-signments, and project team. Refer to the section named Adding a Project on page 44 for further instructions on setting up the advanced project information.


Working with Project TypesProject types can be used to categorize projects and can be assigned when creating a new project. Each project type has a color associated with it that can be used to color code many of the calendar views, includ-ing My Calendar, the Resource Calendar, and the Project Scheduling Calendar.

To view the available project types:

• Select List Project Types from the Projects menu.

The List Project Types page will be displayed, allowing you to edit, add, or delete project types.

To modify a project type, including the color associated with it:

• From within the List Project Types page, select the icon next to the project type you want to modify.

To delete a project type:

• From within the List Project Types page, select the icon next to the project type you want to delete.

To add a project type:

• Follow the steps outlined in Adding a Project Type on page 55.


Adding a Project TypeTo add a project type:

1. Select List Project Types from the Projects menu.2. Select the Add button.

The Add Project Type page will be displayed.

3. Enter a name for the project type in the Project Type field.4. Enter further text to describe the project type in the Description field, if you wish.5. Select a color to assign to the project type by first clicking anywhere in the Display Color selector

and then selecting the desired color. This color can be used to distinguish between project types in My Calendar, the Resource Calendar and the Project Scheduling Calendar.

6. Select the Save button to create the new project type. Select Save & Add More to save the project type and begin creating a new project type. Select Cancel to exit without saving the new project type.


Working with Project StatusesProject statuses can be used to categorize the stage a project is in or the status of its implementation. The project status can be assigned when creating a new project and can be changed as a project progresses. A color is associated with each project status and can be used to color code many of the calendar views, in-cluding My Calendar, the Resource Calendar, and the Project Scheduling Calendar.

To view the available project statuses:

• Select List Project Statuses from the Projects menu.

The List Project Statuses page will be displayed, allowing you to edit, add, or delete project types.

To modify a project status, including the color associated with it:

• From within the List Project Statuses page, select the icon next to the project status you want to modify.

To delete a project status:

• From within the List Project Statuses page, select the icon next to the project status you want to delete.

If you would like the change the order of the project statuses, perhaps to reflect the typical progression of the stages within a project:

• From within the List Project Statuses page, use the and buttons to adjust the order. For example, to move the second project status up one placement, select the button to the right of the second status.

To add a project status:

• Follow the steps outlined in Adding a Project Status on page 57.


Adding a Project StatusTo add a project status:

1. Select List Project Statuses from the Projects menu.2. Select the Add button.

The Add Project Status page will be displayed.

3. Enter a name for the project status in the Project Status field.4. Enter further text to describe the project status in the Description field, if you wish.5. Select a color to assign to the project status by first clicking anywhere in the Display Color selector

and then selecting the desired color. This color can be used to indicate the status of projects in My Calendar, the Resource Calendar and the Project Scheduling Calendar.

6. Select the Save button to create the new project status. Select Save & Add More to save the project status and begin creating a new status. Select Cancel to exit without saving the new project status.

7. To change the order the project status is listed in, use the and buttons. For example, to move the second project status up one placement, select the button to the right of the second status.


SkillsTo view the Skills menu, select Skills from the menu bar at the top of the page.

Working with SkillsTo view a list of the skills that have been defined:

• Select List Skills from the Skills menu.

The List Skills page is displayed, allowing you to edit, add, or delete skills.

To edit a skill:

• Select the icon next to the skill you want to edit.

To delete a skill:

• Select the icon next to the skill you want to delete.

To add a new skill:

• Follow the instructions in the section Adding a Skill on page 59.

To adjust the order of skill levels within a skill set:

• Open the skill for editing and use the and buttons next to the skill level you would like to move. For example, to move the second skill up one placement, select the button to the right of the second skill.

If you have permission to do so, you may also change the skills that have been assigned to you. To change your skills:

• Select Change My Skills from the Resources menu, edit the skills assigned as necessary, and select Save.


Adding a SkillTo add a new skill:

1. Select Add Skill from the Skills menu. Alternately, you can select List Skills from the Skills menu and then select the Add button.The Add Skill page is displayed.

2. Enter a unique name for the new skill in the Skill Name field.3. Enter a name for the first skill level to add to the new skill in the Name field in the Skill Levels sec-

tion. 4. Select the Add button.

Alternately, if the skill levels for the new skill are the same or similar to an existing skill's levels, you can copy the skill levels from the existing skill. To copy skill levels, select the skill from the Copy Levels From drop down menu and then click the Add button.

5. Add additional skill levels by repeating steps 3 and 4.6. To adjust the order of the skill levels, use the and buttons. For example, to move the second

skill up one placement, select the button to the right of the second skill.7. Select the Save button to save the new skill or select the Save & Add More button if you want to

save the skill and begin adding another skill. If you want to abort saving the skill, select the Cancel button.


Time OffTo view the Time Off menu, select Time Off from the menu bar at the top of the page.

Working with Time Off TypesTo view a time off type:

• Select List Time Off Types from the Time Off menu.

The List Time Off Types page will be displayed, allowing you to edit, add, or delete time off types.

To edit a time off type:

• Select the icon next to the time off type you want to edit.

To delete a time off type:

• Select the icon next to the time off type you want to delete.

To add a new time off type:

• Follow the instructions in the section entitled Adding a Time Off Type on page 61.


Adding a Time Off TypeTo add a time off type:

1. Select Add Time Off Type from the Time Off menu. Alternately, you can select List Time Off Types from the Time Off menu and then select the Add button.The Add Time Off Type page will be displayed.

2. Enter a unique name in the Name field.3. Enter further text describing the time off type in the Description field, if you wish.4. When you are done select the Save button to create the new time off type or select the Save & Add

More button if you want to save the type and begin adding another time off type. If you want to abort adding this time off type, select the Cancel button.


Working with Your Own Time Off BookingsTo view your booked time off:

• Select View My Time Off from the Time Off menu.

The View My Time Off page will be displayed with a list of your time off bookings.

To edit a time off booking:

• Select the icon next to the booking you want to edit.

To delete a time off booking:

• Select the icon next to the booking you want to delete.

To add a new time off booking:

• Follow the instructions in the section Booking Time Off for Yourself below.

Booking Time Off for YourselfTo book time off for yourself:

1. Select Book My Time Off from the Time Off menu. Alternately, you can select View My Time Off from the Time Off menu and then select the Add button.The Book My Time Off page will be displayed.

2. From the Time Off drop-down menu, select the time off type.3. In the first Duration field, select the icon and select the start date from the calendar that pops up.4. In the second Duration field, select the icon and select the finish date.5. When you are done, select the Save button or, to save the booking and begin adding a second time

off booking, select the Save & Add More button. If you want to abort booking time off, select the Cancel button.


Working with Time Off Bookings for Other UsersTo view all the booked time off for all resources:

• Select View User Time Off from the Time Off menu.

The View User Time Off page will be displayed, listing the time off bookings for all resources.

To edit a time off booking:

• Select the icon next to the booking you want to edit.

To delete a time off booking:

• Select the icon next to the booking you want to delete.

To add a new time off booking:

• Follow the instructions outlined in Booking Time Off for Another User below.

Booking Time Off for Another UserTo book time off for any user:

1. Select Book User Time Off from the Time Off menu. Alternately, you can select View User Time Off from the Time Off menu and then select the Add button.The Book User Time Off page will be displayed.

2. Select the user for which you would like to book time off for from the User Name drop down list.3. From the Time Off drop-down menu, select the time off type.4. In the first Duration field, select the icon and select the start date from the calendar that pops up.5. In the second Duration field, select the icon and select the finish date.6. When you are done, select the Save button or, to save the booking and begin adding a second time

off booking, select the Save & Add More button. If you want to abort booking time off, select the Cancel button.


ReportsTo view the Reports menu, select Reports from the menu bar at the top of the page.

Working with ReportsTo access a report:

• Select the report name from the Reports menu.

To create the report for viewing on screen:

• Choose the appropriate filter options and select the Generate button.

To export a report to Microsoft Excel:

• Select the Excel button and follow the prompts provided by your browser to open or save the file.

To print a report:

• Select the Print button.


Available ReportsThe following reports are available in Web Resource. To view a report, select the report name from the Re-ports menu.

My AssignmentsThe My Assignments report provides a list of all the project and task assignments for the user currently logged in. The report can be filtered by date range.

Resource ListThe Resource List report provides a list of existing resources and their basic user information. Basic user information includes attributes that define the resource from a Human Resources perspective, such as e-mail address, permissions, etc.

The report can be filtered by whether or not resources are enabled, booking status, and/or groups and the report data can be grouped by category.


Resource DetailsThe Resource Details report provides a list of existing resources and their advanced user information. Ad-vanced user information includes attributes that directly affect the projects and tasks to which the resources are assigned, such as cost, skills, etc.

The report can be filtered by whether or not resources are enabled, booking status, date range, and/or groups and the report data can be grouped by category.


Skills MatrixThe Skills Matrix displays the skill levels associated with each resource using a matrix format, with resourc-es listed vertically and a column for each skill. Within each column, the skill level assigned to each of the resources is shown.

The report can be filtered by whether or not the resources are enabled, booking status, groups, and/or skill levels.


Resource AssignmentsThe Resource Assignments report provides an overview of the assignments and allocations for each re-source.

The report can be filtered by project type, billing status, project status, date range, and/or groups and the report data can be grouped by category.


Resource WorkloadThe Resource Workload report provides an overview of resource allocations by month. Allocations can be shown as either percentages or hours.

The report can be filtered by project type, billing status, project status, allocation types, date range, and/or groups and the report data can be grouped by category.

When displaying the time values using percentages, the value in the Total column is an average of the values for each month, weighted by the number of days in the month. In addition, the All Groups Average is calculated by averaging the time percentage values for all individual resources, rather than by averaging the Average values for each group.


Resource ConflictsThe Resource Conflicts report provides a list of resources that have been over allocated for a specific time period.

The report can be filtered by date range and/or groups, with the option to include time off hours, and the report data can be grouped by category.


Resource AvailabilityThe Resource Availability report provides the percentage of each resource's time that is available, or not already allocated, during a specific time period. If the availability of a resource changes during the selected time period, the resource will be listed on multiple lines, showing the availability for each portion of the time period.

The report can be filtered by whether or not resources are enabled, booking status, groups, skills, and/or percentage availability. The data can be grouped by category.


PlaceholdersThe Placeholders report provides a list of placeholders that have been assigned to tasks for a specific time period, including the project and task they have been assigned to, as well as the duration of their assignment.

Project ListThe Project List report provides a list of existing projects and their basic project information. Basic project information includes attributes that define a project at its topmost level, such as project type, project status, etc.

The report can be filtered by whether or not projects are enabled, project type, billing status, project status, date range, and/or project. Report data can be sorted by category.


Project DetailsThe Project Details report provides a list of existing projects and their advanced project information. Ad-vanced project information includes attributes that affect how a project is managed, such as task structure, assignments, etc.

The report can be filtered by whether or not projects are enabled, allocation type (named resources or place-holders), project type, billing status, project status, date range, and/or project.


Project WorkloadThe Project Workload report provides an overview of the hours allocated to each project by month.

The report can be filtered by whether or not the projects are enabled, allocation type (named resources or placeholders), project type, billing status, project status, date range, and/or project.


CHAPTER 5Transferring Data to and from Web TimeSheet

This chapter details how resources, project data, and task assignments can be transferred between Web Resource and Web TimeSheet to ensure consistency between the two applications.

With Web Resource best suited for assigning tasks and defining resource allocations, it is recommended that you use Web Resource as your primary resource management system and then transfer the data to Web TimeSheet as needed to allow users to enter time against the tasks.

System RequirementsTo transfer data between Web Resource and Web TimeSheet, version 6.5 or later of Web TimeSheet must be installed.

Transferring Data from Web TimeSheet to Web ResourceWhen first implementing Web Resource, you may wish to transfer initial resource and project data from Web TimeSheet to Web Resource. Data is transferred from Web TimeSheet using the Web TimeSheet integra-tion tool.

Notes on Data TransferThe following conditions apply when transferring data from Web TimeSheet to Web Resource.

When transferring resources:

• Web TimeSheet login authentication is automatically enabled for transferred resources. To remove this, you must edit the resource information in Web Resource after the transfer.

• If the user already exists in Web Resource (with users matched by their user name rather than first or last names), all Web TimeSheet fields (first name, last name, e-mail, group assignments, etc.) will overwrite existing data. For example, if a user was transferred from Web TimeSheet and then an additional group was assigned to the user in Web Resource, upon subsequent transfer the added group will be overwritten with the group assignments in Web TimeSheet.

• Permissions and allocation percentages are set only on the initial transfer and are taken from the settings selected during that first transfer. The values will not be updated during subsequent trans-fers.

• If the fields required to create a new resource in Web Resource are not completed in the Web TimeSheet data (for example, no last name), the resource will not be transferred.

• If the number of resources being transferred exceeds the Web Resource license count, the addi-tional users will be transferred but will be disabled.

• For group assignments to be transferred from Web TimeSheet, the matching group and categories must exist in Web Resource prior to the transfer.

• Users that are disabled in Web TimeSheet will be marked with (Disabled) in the Web Resource Available Users list box. If the disabled user does not already exist as a resource in Web Resource, they will not be transferred when selected. If the user already exists as a resource in Web Resource, upon transfer the existing resource will be disabled in Web Resource.

When transferring projects:

• If the fields required to create a new project in Web Resource are not completed in the Web TimeSheet data (for example, no start or end date) the project will not be transferred. However, in

Transferring Data to and from Web TimeSheet 75

the case of start and end dates, Web Resource provides you the option to assign dates when transferring the project data.

• All resource assignments in Web TimeSheet, whether at the project or task level, will be assigned to the root of the project when transferred to Web Resource. Resources can then be assigned to specific tasks using the Project Team tab in Web Resource. Any resources assigned to tasks within the project will not be assigned to the root of the project upon subsequent transfers.

• If the project being transferred already exists in Web Resource, any changes to project settings and tasks will be replaced in their entirety by the values in Web TimeSheet upon subsequent trans-fer. A notable exception occurs when a resource has been assigned to a specific task in Web Resource. That task assignment will remain intact.

• Projects are identified in Web Resource and Web TimeSheet by their matching project IDs. As a result, if the project name is edited in either application, the projects will still be matched to each other. If the project name had been edited in Web Resource, the edits will be overwritten with the value in Web TimeSheet.

• If a task is missing start and end dates in Web TimeSheet, the start and end dates assigned in Web Resource will be that of the parent task in Web TimeSheet.

Accessing Web Resource and Web TimeSheet during integration:

• When using a Microsoft Access database with Web TimeSheet, plan your schedule so transfer of data occurs during times when Web TimeSheet is not in use. When transferring data using the Web Resource Integration, Microsoft Access installations of Web TimeSheet will not be accessible to users.

• It is advised that Web Resource is not used during the integration process.• Web TimeSheet must be running for the integration tool to connect to it and transfer data to Web

Resource.

Setting Up the Integration ToolTo set up the integration for the first time:

1. Select Web TimeSheet Integration from the Administration menu. The Connect to Web TimeSheet page will be displayed.

2. Enter the URL to use when connecting to Web TimeSheet in the Web TimeSheet URL field. Consult your system administrator for the Web TimeSheet URL or copy the address shown in your browser when accessing Web TimeSheet. This value may already be set if an URL address was entered in the System Preferences.

3. Enter the User Name to use to connect to Web TimeSheet.4. Enter the Password to use to log in to Web TimeSheet.5. Enable the Remember my user name and password checkbox to have Web Resource save this

information so you are not required to enter it in the future.6. Select Login.


Web Resource will connect to Web TimeSheet. The URL to use when connecting to Web TimeSheet can be edited under System Preferences in the future.

Transferring Data from Web TimeSheetTo transfer resource and project data using the integration tool:

1. Select Web TimeSheet Integration from the Administration menu. 2. If your connection settings have not changed and you chose to save your User Name and Pass-

word when setting up the integration tool, Web Resource will automatically connect to Web TimeSheet. If you did not elect to save your User Name and Password, enter them when prompted and select Login.

3. Select users to transfer to Web Resource as resources by following the steps below:

a. Select the User tab at the top of the page, if not already selected.

b. Select the criteria to use to search for users to transfer by selecting the appropriate skills sets and groups. To search for a specific user, enter part or all of the user's name in the Name contains field.

c. Select Search. The users matching the selected criteria are displayed in the Available Us-ers list box.

d. Select the check box next to the users you wish to transfer from Web TimeSheet to Web Resource from the Available Users list box and then select the button. To remove a user, select the check box next to the user in the Users to Integrate list box and select the

button.

Whether the check box next to a user is enabled or disabled relates only to whether or not the user will be added or removed from the list boxes when the and buttons are used. The check boxes do not indicate which users will be transferred.


e. Enter the target allocation and tolerance for the new users to be transferred to Web Re-source in the Allocation Percentage fields. These values will be used to determine wheth-er users are properly allocated or under or over allocated, as shown in the color coding in the calendars.

f. Select the permissions to give to new users to be transferred to Web Resource in the Per-missions section.

g. Select which group assignments to keep for new users to be transferred to Web Resource in the User Groups section. If you enable Include group assignments, the user’s assignments to User Groups in Web TimeSheet will be transferred as a Web Resource Group assignment if:

• the Web TimeSheet Group Set (the one that contains the User Group the user is assigned to) matches a Category existing in Web Resource, and

• a Group within that Category matches the Web TimeSheet User Group.If you enable Include department assignments, the user’s Web TimeSheet department assignment will be transferred as an assignment to a Department in Web Resource, assuming a Department category exists and the value exists as a group within the Depart-ment category in Web Resource.

h. To view a summary of the options and users selected, as well as details of how fields will be mapped from Web TimeSheet to Web Resource, select the icon next to Summary.

i. If not already selected, enable the Users check box in the Transfer section.4. Select projects and their associated tasks to transfer to Web Resource by following the steps below:

a. Select the Project tab at the top of the page.


b. Select the criteria to use to search for projects to transfer by selecting the appropriate client, status, and start date window. To search for a specific project, enter part or all of the project name in the Project Name field.

c. Select Search. The projects matching the selected criteria are displayed in the Available Projects list box.

d. Select the check box next to the projects you wish to transfer from Web TimeSheet to Web Resource from the Available Projects list box and then select the button. To remove a project, select the check box next to the project in the Projects to Integrate list box and select the button.

e. Select the Transfer project user assignments check box if you wish to transfer the user assignments for the projects within Web TimeSheet as resource assignments in Web Re-source. To transfer the assignment, the user must exist as a resource in Web Resource. All assignments, whether at the project or task level in Web TimeSheet, will be transferred to the root project level in Web Resource.

f. If you have selected Transfer project user assignments, select Include group assign-ments if you also wish to transfer any users assigned to a task as part of a group. For each user in the group assigned to the task, if the user exists as a resource in Web Resource, the user will be assigned to the project. Note that this option is only available if you have enabled Transfer project user assignments.

g. Select the Assign start and end date... option to assign start and end dates to open ended projects being transferred from Web TimeSheet. Select the dates to use for the project start and end using the icons.

h. Select Overwrite Web Resource project dates... if you want the dates for a project that already exists in Web Resource to be overwritten with the dates from the matching Web TimeSheet project when that project is selected for transfer again.

i. To view a summary of the options and projects selected, as well as details of how fields will be mapped from Web TimeSheet to Web Resource, select the icon next to Summary.

j. If not already selected, enable the Projects check box in the Transfer section.5. To save the selected options for the data to transfer, select Save Settings. Select Reset Settings

to clear the entered values in the User and Project tabs.6. To transfer the selected data from Web TimeSheet to Web Resource, select Start Integration.

Whether the check box next to a project is enabled or disabled relates only to whether or not the project will be added or removed from the list boxes when the and

buttons are used. The check boxes do not indicate which projects will be trans-ferred.

An open ended project must have a start and end date assigned for it to be transferred to Web Resource.


During the transfer, a page will be displayed to provide status and progress information.

Upon completion, the number of failures and warnings are reported. Additional information on the issues can be found in the log details. Select Back to return to the main integration page.

To stop a transfer in progress, select Cancel. Any data already transferred will have already been saved to Web Resource and will not be deleted. However, if the transfer is cancelled while in the middle of transferring a project, all the data for the incomplete project will be removed from Web Resource. Only those projects that have been transferred in their entirety will remain.

To access the complete log history at any time, select View entire integration history from the bottom of the main integration page.

Transferring Data from Web Resource to Web TimeSheetOnce your projects and resources are established in Web Resource, either by transfer from Web TimeSheet, import, or manual entry, you can manage the data within Web Resource and then transfer the data to Web TimeSheet. With the project data and assignments transferred to Web TimeSheet, users can then enter time against the tasks they have been assigned to. Data is transferred to Web TimeSheet through "publishing".

Publishing SettingsThe settings used when publishing project data to Web TimeSheet can be edited in the System Preferenc-es. These settings dictate how assignments and resources are transferred, whether estimated costs and hours are transferred, and how project dates are handled.

Note that for Web Resource projects published to Web TimeSheet:

• If Hierarchy Filtering is enabled (in Web TimeSheet’s System Preferences), the project will by default be set as visible to the highest-level department (typically labeled Company).

• If the Create users in Web Timesheet if they don't exist option is enabled (in Web Resource’s System Preferences), all newly-created users will have the highest-level department (typically labeled Company)set as their primary department.

For information on editing the Web Resource System Preferences, see Modifying System Preferences on page 34.


Publishing ProjectsOnce your publishing settings have been specified, to publish projects to Web TimeSheet:

1. Select List Projects from the Project menu.2. Enable the check box in the Publish column for each project you wish to publish. To select all of the

projects, click Select All. To deselect all of the projects, click Select All again.3. Select the Publish to Web TimeSheet button.4. If you have not already published a project or used the integration tool, or have chosen not to have

Web Resource remember your Web TimeSheet User Name and Password, you will be asked to enter information to connect to Web TimeSheet. In this case, complete the following:

a. Enter the URL to use when connecting to Web TimeSheet in the Web TimeSheet URL field, if not already filled in.

b. Enter the User Name and Password to use when connecting to Web TimeSheet. c. To have Web Resource remember this information for the future so you can automatically

be connected to Web TimeSheet, enable the Remember my user name and password check box.

d. Select Login to connect to Web TimeSheet.

Web Resource will attempt to connect to Web TimeSheet. Once a connection is established, the List Projects page will show that the projects have been successfully queued for publishing.

If no other projects were in the process of being published, the projects will be published to Web TimeSheet immediately. If another project was in the process of being published, each project will be published when those above it in the queue have been published.

Alternately, a project can be selected for publication from within the Edit Project page by selecting the Pub-lish to Web TimeSheet button.


Publication StatusTo view the status of a publication in progress or pending publication requests, select View entire publica-tion history from the List Projects page. The Project Publishing History page will be displayed.

To view the results from the last publication of a specific project, including any errors or warnings, select the date and time shown in the Last Published field. This link is available from either the List Projects page or the Edit Project page. Holding your mouse pointer over the link will also provide information on the status of the last publication.


CHAPTER 6Importing Resource and Project Data

This chapter provides information on how a large number of resources or a high volume of project data can be added to Web Resource. To quickly add data, resources and project information can be imported into Web Resource through the use of a Comma-Separated Value (CSV) file.

About CSV FilesA Comma-Separated Value (CSV) file is a simple text file with the extension .csv that contains multiple data entries, in this case either resources or project/task data, with each entry on a single line. Each entry is spec-ified by a number of values or fields, which are separated by commas. The fields specified for each entry must follow a specific format and the first line of the file must contain the name of each field. When importing resources, the CSV file must follow the format outlined in Resource Import File Format on page 84. Project data in a CSV file must be formatted as shown in Project Import File Format on page 86.

For more information on creating and editing CSV files, see the topic entitled Working with CSV Files in the Web Resource online help, which can be accessed by selecting Help from within the application.

Importing ResourcesTo import resources into Web Resource:

1. Select Import Resources from the Resources menu. Alternately, you can select List Resources from the Resources menu and then select the Import button.

2. Select Browse... to the right of the Import CSV File field.3. Locate the CSV file you wish to import and select Open. The name and path of the import file will

be shown. The CSV file must be in the format detailed in Resource Import File Format on page 84.4. Select Import to begin importing resources.

The import process make take some time, depending on the size of the CSV file and the number of resourc-es being imported. When complete, the results of the import will be displayed. For further information on the number of resources that were imported successfully and any errors encountered, select the Click here to show details link at the top of the Import Resources page.

Resources and project data can also be added to Web Resource by transferring them from Web TimeSheet, as detailed in Transferring Data from Web TimeSheet to Web Resource on page 75, or manually as outlined in Chapter 4, Using Web Resource on page 25.

Importing Resource and Project Data 83

Resource Import File FormatResources can be imported into Web Resource using a Comma Separated Value (CSV) file. When import-ing resources, the entries in the CSV file must match the order and format specified in the table that follows. The first line of the file must contain the Field Names shown and each additional line is used to specify the field values for a particular resource. All Field Names and field values must be separated by a comma.

A sample import file can be accessed from the Import Resources page in Web Resource. For more infor-mation on creating and editing CSV files, see the topic entitled Working with CSV Files in the Web Resource online help, which can be accessed by selecting Help from within the application.

Field Name Type Default Value Notes

UserName String Not applicable as this is a required field

This is a required field. This field is used to determine if the resource already exists in Web Resource, in which case the resource's data will be updated with the values in the CSV file.

Password String password If left blank for an existing user, the user's password is not changed

UseWtsAuthentication

Boolean false If set to true, the resource will use their Web TimeSheet login name and password to ac-cess Web Resource.

FirstName String If no value is provided, this field will be left blank.

LastName String Not applicable as this is a required field.

This is a required field.

Email String If no value is provided, this field will be left blank.

Bookable Boolean true If set to true, tasks can be assigned to the re-source.

Enabled Boolean true If set to true, the resource will be allowed to access Web Resource.

CostPerHour Number If no value is provided, the value specified in System Preferences is used.

This value is used to forecast the cost of a project based on the allocated resources.

HoursPerDay Number If no value is provided, the value specified in System Preferences is used.

This value is used to determine the allocation percentage or allocated hours for each re-source assigned to a project or task.

AllocationTarget Number If no value is provided, the value specified in System Preferences is used.

These values will be used to determine when a resource’s time is under or over allocated, as displayed in the allocation calendars. If a deci-mal value is specified, the value will be round-ed to the nearest whole number upon import.Allocation

ToleranceNumber If no value is provided, the

value specified in System Preferences is used.


Limitations on Data TypesFields of the type String are limited to 255 characters.

Fields of the type Number must be zero or greater and can use decimal values. If a decimal value is spec-ified for AllocationTarget or AllocationTolerance, the value will be rounded to the nearest whole number upon import.

If the field is of type Boolean, only the values true or false are permitted.

Specifying Groups, Skills, and Permission TypesThe Groups, Skills, and PermissionTypes fields are specified in pipe-delimited format, meaning that a pipe character (|) can be used to separate multiple values. For example, if the resource is to be assigned three permission types, the PermissionTypes field will consist of three values, with a pipe character be-tween the first and second value and between the second and third value, as shown in the example below:

Admin|Supervisor|Resource

When specifying skill levels to assign the resource to, both the skill and the skill level must be included, sep-arated by a double right angle bracket (>>). A pipe character separates each skill/skill level set.

Graphics>>Expert|Project Management>>Intermediate

For groups, the >> separates the category from the group, and a pipe character separates each category/group set. An example is provided below.

Department>>Admin|Department>>Sales|Location>>New York

Groups String If no value is provided, the resource will not be as-signed to any groups.

See Specifying Groups, Skills, and Permission Types for the required formatting.

Skills String If no value is provided, the resource will not be as-signed any skills.


PermissionTypes String If no value is provided, the resource will not be as-signed any permissions.


The permission types, skills and skill levels, and categories and groups specified for a resource must already exist in Web Resource for the assignment to occur upon import.

The import process updates the data for existing resources in Web Resource with any additional data for that resource that is contained in the import file. However, if an existing user already has group, skill, or permission assignments in Web Resource, the import process will add new assignments, but will not remove any existing assignments.



Importing ProjectsTo import project data into Web Resource:

1. Select Import Projects from the Projects menu. Alternately, you can select List Projects from the Projects menu and then select the Import button.

2. Select Browse... to the right of the Import CSV File field.3. Locate the CSV file you wish to import and select Open. The name and path of the import file will

be shown. The CSV file must be in the format detailed in Project Import File Format below.4. Select Import to begin importing the project data.

The import process make take some time, depending on the size of the CSV file and the amount of data being imported. When complete, the results of the import will be displayed. For further information on which projects were imported successfully and any errors encountered, select the Click here to show details link at the top of the Import Projects page.

Project Import File FormatProject and task data, including resource assignments and allocations, can be imported into Web Resource using a Comma-Separated Value (CSV) file. When importing project data, the entries in the CSV file must match the order and format specified in the table below. The first line of the file must contain the Field Names shown and each additional line is used to specify the field values for a particular task. All Field Names and field values must be separated by a comma.

A sample import file can be accessed from the Import Resources page in Web Resource. For more infor-mation on creating and editing CSV files, see the topic entitled Working with CSV Files in the Web Resource online help, which can be accessed by selecting Help from within the application.


Project_Name String Not applicable as this is a required field


Task_Name String Not applicable as this is a required field


Task_Start_Date Date Not applicable as this is a required field


Task_Finish_Date Date Not applicable as this is a required field


Resource_Names Unlimited String

If no value is provid-ed, no resources will be assigned to the project/task.

See Specifying Resources and their Alloca-tions on page 88 for the required formatting.

Description Unlimited String

If no value is provid-ed, this field will be left blank.


Limitations on Data TypesFields of the type String are limited to 255 characters, while the type Unlimited String has no limit on the number of characters.

Fields of the type Date must be in one of the following formats:

• YYYY-MM-DD, where YYYY is the year, MM is the numeric form of the month, and DD is the day of the month between 01 and 31. (This is the calendar date format defined by the ISO 8601 stan-dard.)

• A format supported by the first language shown in your browser's language preference list, if that language is a variant of English. If the first language is not a version of English, formats supported by the English (United States) language preference are accepted. (Consult the documentation pro-vided with your browser for information on viewing and configuring language preferences.)

For example, February 16, 2006 can be specified as 2006-02-16 or, if the browser's primary language pref-erence is set to English (United Kingdom), the date can be specified using any valid English (United King-dom) format, including 16/02/2006 and "16 Feb 2006". If the browser's primary language is English (United States), formats including 2006-02-16 and 2/16/2006 can be used to specify the date. If the browser's primary language is German (German), 2006-02-16 is valid or any of the formats supported by English (United States) can be used.

Status String match-ing an existing Project Sta-tus

If no value is provid-ed, this field will be set to [None].

If the value does not already exist as a Project Status in Web Resource, the field will be set to [None]. Only applicable to the project level as individual tasks do not have a status assigned to them. Any values spec-ified for a task entry will beignored.

Type String match-ing an existing Project Type

If no value is provid-ed, this field will be set to [None].

If the value does not already exist as a Project Type in Web Resource, the field will be set to [None]. Only applicable to the project level as individual tasks do not have a type assigned to them. Any values speci-fied for a task entry will be ignored.

Billing One of the fol-lowing values: Billable, Non-Bill-able, or Both

Billable Only applicable to the project level as indi-vidual tasks do not have a billing status as-signed to them. Any values specified for a task entry will be ignored.

Outline_Level Whole num-ber greater than 0

Not applicable as this is a required field

This is a required field. This value speci-fies the task's level within the project. See Specifying Task Outline Levels on page 88 for more information.

To determine a format that is valid for your browser's language preferences, select List Projects from the Projects menu. The format used for the Start Date and End Date values is a valid format for use in the import file.



Specifying Resources and their AllocationsThe Resource_Names field can be used to specify which resources should be assigned to the task and at what allocation level. To specify a resource to assign to the task, enter the resource's Web Resource User Name followed by a percentage value in square brackets to indicate the resource's allocation to the task. If no allocation value is specified, the resource will be allocated at 100%. To assign the resource Tom to the task at 100% allocation, for example, the following value would be used:

tom

Multiple resources can be specified by separating the values with commas and by inserting quotation marks at the beginning and end of the field. For example, to assign resources Julie and Mark to a task, each with an allocation of 50%, the following would be entered in the field:

"julie[100%],mark[50%]"

Specifying Task Outline LevelsThe Outline_Level field is used to specify the nesting of the task, that is what level in the project the task is placed. A value of 1 indicates that the task is at the top level of the project. A larger outline level can only be specified if the previous outline levels are included. For example, to specify a task at level 3, it must be pre-ceded by a level 1 task and a level 2 task in the import file. Additionally, all of the tasks for a project must be listed together in the CSV file. For example, Task 3 for Project 1 must be specified below Task 1 and Task 2 for Project 1, but before Task 1 for Project 2.

When specifying a resource to be assigned to a task, the resource must already exist in Web Re-source for the assignment to be imported successfully. To determine which resource is being specified in the import file, the application will first attempt to find a User Name in Web Resource that matches the value. If a User Name matching the value specified does not exist, the application will attempt to match the value against the First Name or Last Name field in Web Resource. If multiple matches are found, the assignment will not be completed and a warning message will be logged.

If creating the CSV file in Microsoft Excel, the starting and ending quotation marks required for the Resource_Names field when multiple resources are specified will automatically be added by Excel when the file is saved to CSV format. Therefore, the quotation marks do not need to be added to the field in Excel.


APPENDIX AGlossary

Availability A resource’s availability is the amount of time the resource has in a given time period that is not allocated to any project or task. For example, if a resource’s availability is shown as 0%, that resource has been fully allocated for the time period. An availability of 50% means that half of the resource’s time is already allocated to tasks, but the remaining half of their time is open and can be allo-cated to one or more new tasks.

Bookable This indicates whether or not a resource can be assigned to a project or task.

Calendar View The calendar views allow you to view status in two different ways: by resources or by projects.

Conflicts Conflicts are used to indicate when a resource is over allocated for a given time period, meaning that they have been assigned a total number of task hours that is above their total working hours for the time period.

Default Data Web Resource includes a number of default data (this is different from the sam-ple data available with the demonstration version). This default data includes definitions for permissions and for time off types.

Permission Permissions are rights that are given to users. These define the ability of a user to perform specified administrative and other tasks, including the ability to view, edit, add, or remove specified information categories.

Permission Type Permission types are named sets of permissions that can be modified as re-quired.

Placeholder When creating a project, if you do not have the ability to identify named resourc-es to allocate to any part of the project, you can insert placeholders. For exam-ple, you can insert a placeholder called Contractor for part or all of the project. When you have identified the actual resource, you can edit the project and replace the placeholder with the named resource.

Project A project is a work activity that has a time duration with a start date and an end date and a unique name. Resources can be allocated to a project.

Report In order to make it easier to print information from Web Resource, a number of standard reports are available.

Resource Resources are a category of users that can be allocated to projects. Resources have a name, a user name, an e-mail address and a password and have asso-ciated skills.

Resource Allocation Resource allocation is the process of adding resources to projects.

Sample Data Sample data is available as an option with the demonstration version installa-tion. This includes resources, projects and skills. This sample data makes it eas-ier for you to evaluate Web Resource and is typically removed before customer specific information is entered.

Skill Skills are job related abilities possessed by resources. Skills have unique names and can be associated with skill levels.

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Skill Level Skill levels can be defined as ability or seniority quantifiers that help distinguish resources with similar skills. For example, you may define a skill called Elec-trical Engineer and then define a number of skill levels for this skill ranging from Junior through Intermediate to Senior.

Time Off Time off can be defined as any time a resource is not available to be booked on a project. For example, vacation, statutory holidays, training, and similar out-of-office activities.

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