Add resources to a deliverable

In VOGSY every activity that has been added to a deliverable should have at least one employee assigned to it who is capable of completing the task. While this is not required, it does make time tracking easier and more accurate for employees who are assigned the activities. Project planning will also be more accurate because its entries will be generated based on the resource hours allocated to the activity.

You can pick the appropriate employee by filtering based on seniority and/or skill set and skill level.

To add a resource, do the following:

  1. Click briefcase Projects. The Projects view displays.

  2. Scroll to the project that holds the deliverable to which you want to add the budget.

  3. Find the deliverable and click account details Allocate budget & resources. The Calculation form displays.

    add resource

  4. Find the activity to which you want to assign a resource and click Allocate Resources. The Allocate resources screen displays.

    allocate resources screen 1
    If the activity already has resources assigned, the button will be called Edit Allocation.

  5. Select the resources that you want to add to the activity.

    allocate resources screen
    Only employees with available work hours are displayed in the list.

    1. (Optional) If you want to only choose employees from a department, select the departments from the Filter on departments drop-down list.

    2. (Optional) If you want to only choose employees who have the targeted activity listed in the employee’s activities list, select the activity from the Filter on activities drop-down list.

    3. (Optional) To limit the search to resources with a specific level of experience, select the experience levels from the Filter on seniority drop-down list.

    4. (Optional) To limit the search to resources with a particular set of skills, start typing the name in the Filter on skills field and select it from the resulting dropdown list.

      Skills will be listed alone, ie. Java, which means all employees with skill in Java will be listed; and with associated skills levels, ie. Java-Intermediate, which means only employees with an intermediate level of skill in Java will be listed. An employee’s skills can be added to their record in the back office.

    5. (Optional) To limit the search to resources with a certain set of labels, start typing the name in the Filter on labels field and select it from the resulting dropdown listv.

    6. (Optional) To by the resource’s name, start typing the name in the Filter on resource name field and select it from the resulting dropdown list.

  6. Click Add and the updated Allocate resources screen will display.

    allocate resources screen 2

    number one red circle

    The activity line displays the following data about the activity:

    • Start and end dates for the activity.

    • Calculated hours to complete the activity.

    • Allocated hours to complete the project.

    • Hours that remain to be allocated.

    • The sales rate for the activity.

    • The total sales amount of the activity (sales rate multiplied by allocated hours).

    number two red circle

    Each resource has their own allocation line, which is composed of the following fields and options:

    • The resource’s start date for the activity.

    • The resource’s finish date for the activity.

    • If this project was set up to use the bottom-up approach, the sales rate field will display between the Finish date field and the Hours field. You can enter the rate that you want to charge the customer for your employee’s time.

    • The resource’s allocated hours for the activity.

    • You can set the resource’s work schedule.

    • You can delete the allocation.
    VOGSY will equally divide the allocated hours over the selected employees. If the hours to be allocated exceed the employees' available time, the initial planning will not exceed the employees' capacity. However, if you need to allocate additional hours, you can do so manually in the planning views.

  7. Fill out the fields for each resource and then click Save. The resources will be added to the activity.

    allocate resources screen 3
    If the employee is not on the project team of the project to which they were assigned (by being assigned to the project’s deliverable), VOGSY will add them as a team member.