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This tab is reached by going to Administration tab | Users & Resources subsection | Resources and double clicking a resource.
Permissions and Settings
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Field | Description |
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First Name | |
Middle Name | |
Last Name | |
Initials | Auto-populates with initials from the First Name, Middle Name, and Last Name fields. You can override to anything of your choosing. |
Display Name | Auto-populates based on the information entered in the First Name and Last Name fields, although you may override this procedure and type any name of your choosing. The display name must be unique for each resource. You can configure the default format from the Account Settings Editor. |
Email Address | The resource's email address. This will often be their login name to Projector too. |
| Manager | The resource's manager. This does not convey any particular permissions upon the manager, but is just provided to enable modeling of a hierarchical reporting structure that can be used for filtering. For instance, show all time cards for people that report directly to Tom, or show all time cards for people who report directly or indirectly to Tom (i.e., including people who report to people who report to Tom). |
Employee ID | The resource's employee id, usually defined by your finance department. |
Vendor ID | The name or number used to identify the resource as a vendor in the accounting system for the purposes of paying expense documents. If integrating with QuickBooks, this vendor id should match the vendor in QuickBooks. Twenty character length max. |
| Timecards not approved by project-based approver require approvalAutomatically approve reported time off and timecards on projects using "Designted time approver for resource or cost center" | This setting allows time cards submitted by this resource to be automatically approved in certain scenarios. When this checkbox is UNticked, auto-approval occurs in the following scenarios.
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| Approve Time | The specified person gets to approve time in the following three situations:
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| Approve Expenses | The specified person gets to workflow approve expenses in the following two situations:
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| Approve Time Off Requests | Approve time off requests |
| Approve Skills Changes | Approve skill change requests |
| Time Entry Delegate | This person can access your timesheet and enter/submit time cards on your behalf. Often set for on C-level resources users who have an Administrative Assistant a secretary that enters time their information into Projector for them. |
| Expense Entry Delegate | This person can access your expense reports and enter/submit cost cards on your behalf. Often set for on C-level resources users who have an Administrative Assistanta secretary that enters expenses their information into Projector for them. |
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| Control | Description |
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Inactive | Check this box to make the resource inactive. Inactive resources are unable to be assigned to new projects in Projector. However, inactive resources may be re-activated at any time. Some of the many uses of the Inactive feature include removing ex-employees without deleting them from past projects, and making users temporarily inactive while they are out on maternity leave or sabbatical. |
Start Date / Effective Date | If this is a new resource then specify their start date. If this is an existing resource, specify the date that their information last changed OR if you are correcting incorrect information, do it from the Resource History Tab instead. Entering a new date here will add a new history row. For example, from my start date to Jan 1 I was a subcontractor. On Jan 2 onward I was full time. |
Cost Center | What cost centers mean and how they are configured is unique to each organization. Choose the cost center that this resource belongs to. See the Cost Center Editor for more information. |
Override cost center mapping for revenue and expenses to | You may override the mapping by checking this box and entering in the code manually. This section is only available if you tick the checkbox Enable Resource Cost Center Mapping Overrides in the Account Settings Editor. In general you should not need to do this. It is a legacy feature from before we had revenue splitting on engagements. |
Location | Choose a location for this resource from the drop down menu. This determines their typical mileage reimbursement rates, holidays, and working schedule (9-5). |
Department / Title | Choose a department and title for this resource from the drop down menu. This determines their base bill rates and compensation rates. |
Resource Type | A resource type is used for categorization in reports as well as to pre-populate a number of settings. Some example types might be Full-Time, Contractor, and Intern. The following settings will be autopopulated based on the type you choose. They can then be overridden on a per resource basis.
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Resource is a: | Billable resource - This setting doesn't affect whether or not a resource can report billable time. It is used for reporting purposes only. You should tick it when a resource primarily logs billable hours. It is useful when you are trying to answer questions like, what is the billable utilization for my resources that typically do billable work? Temporary resource - This flag has been phased out in favor of Resource Types . It is used to check if the resource is non-permanent, such as a freelancer, temp, or contractor. It is used for reporting purposes only. It has no impact on user permissions. Resource Types are much better because they let you create whatever categories you want, plus define default permissions. |
Time Management: | Projector can track whether or not your resources have reported enough hours for the week. When they have failed to enter their hours, an optional email is sent out to remind them. Hourly resources can't have missing time, as by the definition of who they are, they only report as much time as they work. Track Missing Time for this resource - Check this box if you wish Projector to track missing time for this particular resource. Send this resource e-mails for missing, draft, or rejected time - E-mail reminders are sent for the previous eight weeks. After eight weeks it is assumed the time will not be entered and the emails stop. It's important to understand that this setting is effective based on the resource history effective date. So for instance, if you disable this setting effective today, Projector still sends missing time emails for the last 8 weeks! Resource may approve their own time - Check this box if you want to allow this resource to approve their own time. This happens in specific scenarios. For example, the Project Manager is marked as the time approver. When the PM enters their own time, they are their own approver. You can allow them to approve their own time, or require that it bubble up to their direct manager (as specified on this tab) or their cost center manager. Automatically block off holidays in the future (not typically set for freelancers) - Automatically add holidays to actuals in the past (typically set to the same as above) - |
Pay Category | Choose the category that describes how the resource is paid:
This field is generally for reporting purposes only. It has no affect on client billing or how much you pay them internally. Now that statement might not make sense to you, because if someone works overtime you may be charging the client more and you may be paying them more. That is true, but we don't use these flags to model that behavior. Rather, we use rate types and resource types to model overtime. I said "generally for reporting purposes only" because there is one exception. The Hourly option must be selected if you are using our subcontractor invoicing feature. |
| Resource Direct Cost | Tick this box to override standard RDC and define the hourly cost in a specific currency. RDC is the internal, hourly cost of a resource. This rate is typically an estimate based on title, but you can enter a specific value when necessary. This is often used for contractors who have a very specific hourly cost. Because RDC is often a sensitive number, you can only view and edit this section if you have the global permission Resource Direct Cost (RDC) Data. Override RDC rate to - enter the hourly rate Currency - currency this resource is reimbursed in Pay via subcontractor invoice payable to vendor - If this is a subcontractor that tracks their time in Projector, then tick this checkbox. Then select from the dropdown list the vendor that they work for. |
| Expense Management | Pay expense reports directly to vendor - when ticked, expense reports for this a resource can only generate an AP item for the vendor specified hereenter expenses that were paid by a vendor. Typically a company issued credit card. A resource won't be able to enter expenses that they have paid out of their own pocket, but must ask an expenses manager to do it for them. |
Working Schedule | Set the days of the week and the hours of each day that this resource typically works. Their default schedule is determined by their location. For instance, a France location would have a 35 hour work week whereas a US location would have a 40 hour week. If this resource has a non-standard work week, then you can modify their schedule as necessary. For example, if you worked a four day instead of a five day workweek. To override their schedule, tick the checkbox in the Override row for each day that is different from the standard.
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