Associating resources
 |
 |
 |
Prerequisites
- Access to the SoftExpert Time control > Management > Task planning (TC008) menu.
- Access to the SoftExpert Time control > Management > Task tracking (TC009) menu.
- Access to the SoftExpert Maintenance > File > Standard activity (MA049) menu.
- Access to the SoftExpert Maintenance > Management > Activity plan definition (MA006) menu.
- Access to the SoftExpert Maintenance > Management > Activity programming > Plan activities (MA025) menu.
- Access to the SoftExpert Maintenance > Management > Activity programming > Programmed maintenance (MA026) menu.
- Access to the SoftExpert Process > File > Process (PM022) menu.
- Access to the SoftExpert Project > Management > Project planning (PR011) menu.
- Access to the SoftExpert Project > Management > Project tracking (PR013) menu.
- Previously created resource.
Introduction
With the resources configured correctly, it is possible to associate them with system records, in order for them to be used in the execution of activities.
The way they are associated differs depending on the components in which they are used. See how to perform the association:
Associating resources in SoftExpert Time control
In the Time control component, it is possible to allocate resources to nonproject tasks.
Allocating resources to tasks
1. Access the Management > Task planning (TC008) menu or the Management > Task tracking (TC009) menu.
2. Select the nonproject task and click on the 
button.
3. Access the Allocation tab and select the Resource option.
4. From the side toolbar, click on the 
button.
5. On the screen that will open, specify the resource that will be used by the activity. This field is filled in by the system with the user responsible for the task; to edit it, use one of the buttons found next to it:
 |
Click on this button to select the resource you wish to allocate to the task. |
 |
Click on this button to allocate a resource to the task, taking into account the number of hours it has available in a certain period. On the screen that will open, before selecting the desired resource, use the search filters to set the number of available hours that are needed. |
 |
Click on this button to see resources' availability via calendar. Select the resource you wish to associate with the task. |
 |
Click on this button to add resources of the asset or generic type and allocate them to the task. |
6. Define the allocation type for the resource:
| Hours | Enter the total number of hours for which the user will remain allocated to the task. These hours will be distributed according to the duration of the task and taking into account the daily hours configured in the calendar (SoftExpert Administration). For example: if the task has a duration of 3 days, and 24h are set, the system will allocate the resource 8h per day (if the daily hours configured in the calendar applied to the resource amount to 8h per day). |
| % | Enter, in percentage, the time that the user will remain allocated to the task. For example: if a value of 50% is entered, the system will allocate the resource to the task 4h per day (if the daily hours configured in the calendar applied to the resource amount to 8h per day). Following the same example, if 100% is entered, the resource will be allocated to the task 8h per day. |
| All day | This option will only be shown if the selected resource is an asset. In this case, the resource will be allocated for the hours corresponding to one day, for as long as the task lasts. For example: if the daily hours configured in the calendar applied to the resource amount to 8h per day, and the task has a duration of 3 days, the system will allocate the asset 8h per day. |
7. Click on the 
button.
• When allocating an asset-type resource, the system will create a reservation for this resource in SoftExpert Asset. When the task is executed, a usage check-out record will be created in SoftExpert Asset.
• Use the 
button to view the calendar of the resource that is being allocated.
• Use the 
button to view the usage chart for the resource that is being allocated.
Allocating a resource via calendar
1. Access the Management > Task planning (TC008) menu or the Management > Task tracking (TC009) menu.
2. Select the nonproject task and click on the button.
3. Access the Allocation tab and select the Resource option.
4. From the side toolbar, click on the 
button.
5. On the calendar screen, specify the resource that will be used by the task. This field is filled in by the system with the user responsible for the task; to edit it, use one of the buttons found next to it:
|
Click on this button to select the resource you wish to allocate to the task. |
|
Click on this button to allocate a resource to the task, taking into account the number of hours it has available in a certain period. On the screen that will open, before selecting the desired resource, use the search filters to set the number of available hours that are needed. |
|
Click on this button to see resources' availability via calendar. Select the resource you wish to associate with the task. |
|
Click on this button to add resources of the asset or generic type and allocate them to the task. |
6. In the Total time field, enter the total number of hours for which you wish to allocate the resource to the task and click on the 
button. Note that the calendar displayed on this screen will only show the scheduled hours, distributed across the duration days of the task. Use the other buttons found next to the field to view the resource's histogram and calendar.
• The All day option will be shown if the selected resource is an asset. Check it so that the resource is allocated for the hours corresponding to one day, for as long as the task lasts.
• The Calendar section will show the days on which the selected resource is allocated. In the field next to this section, select a month and a year to view in the calendar the days on which the resource is allocated.
It is also possible to navigate through the calendar using the arrows located next to the month and year fields. As needed, also use the fields in the Period section to configure the allocation of the resource within a specific range of the period in which it is allocated already.
To do so, set the end date of the range (this operation can be performed by clicking on a specific day in the calendar) and then enter for how many hours you wish to allocate the resource. Use the Possible working hours field to see how many hours the resource has available for allocation.
• The Total alloc. time and Available fields will be filled in with the respective information referring to the number of allocated hours and available hours for the resource.
• The Task/Event tab displays the project tasks, nonproject tasks, and monitored events to which the resource is allocated in the period shown on the calendar. Use the buttons located on the side toolbar to view the data of the object selected in the list of records.
• The Meeting tab displays the data of all scheduled or recorded meetings related to both the resource and the task. Access the SoftExpert Meeting documentation for more information about scheduling and recording meetings.
Associating resources in SoftExpert Maintenance
In SoftExpert Maintenance, it is possible to associate all resources necessary for activity execution.
The resources can be associated as technicians from the service centers related to the activities:
Allocating technicians to standard activities and plans
1. Access the File > Standard activity (MA049) menu or the Management > Activity plan definition (MA006) menu.
2. Select the standard activity or plan and click on the button.
3. Access the Resources tab and select the Technician option.
4. In the Service center field, click on the 
side toolbar button.
5. Select the technician responsible for the activity. If there is a service center selected in the respective field, only the technicians associated as resources from the selected service center will be shown. Otherwise, the technicians associated as resources with at least one service center will be shown.
6. Select the service center responsible for the activity. If there is a technician selected in the respective field, only the service centers with which the technician was associated as a resource will be shown.
7. In the Sched. time field, enter the time scheduled for the technician to execute the activity.
8. Click on the Save button.
• Use the button in the Service center field to create a service center and associate it with the field.
• The Position field will be automatically filled in by the system with the position of the technician selected in the Resources estimate > Position field.
Allocating technicians while programming plan activities
1. Access the Management > Activity programming > Plan activities (MA025) menu.
2. Select the plan in the second quadrant of the menu.
3. Select the programmed activity in the third quadrant and click on the side toolbar button.
4. Access the Resources tab and select the Technician option.
5. In the Service center field, click on the side toolbar button.
6. Select the technician responsible for the activity. If there is a service center selected in the respective field, only the technicians associated as resources from the selected service center will be shown. Otherwise, the technicians associated as resources with at least one service center will be shown.
7. Select the service center responsible for the activity. If there is a technician selected in the respective field, only the service centers with which the technician was associated as a resource will be shown.
8. In the Allocation type field, define how time will be allocated:
| Manual | If this option is selected, it will be necessary to set for how many hours the technician will work on the activity per day. As soon as this option is selected, the calendar shown right below the Association type field will be enabled to be filled in with the hours to be used by the technician. In the Sched. field, it will only be possible to enter time for the days comprehended by the planned period of the activity, defined in its general data. |
| Divide the hours by the activity period | If this option is selected, it will be necessary to enter the total number of hours the technician must use to execute the activity in the Sched. time field. At this moment, in the calendar displayed below the Association type field, the hours will be divided among the days comprehending the planned period of the activity, defined in its general data. |
9. Click on the button.
• Use the button in the Service center field to create a service center and associate it with the field.
• The Position field will be automatically filled in by the system with the position of the technician selected in the Resources estimate > Position field.
• If the allocation is of the Manual type, the Sched. time field will be automatically filled in with the total number of hours obtained by summing the hours scheduled in the calendar.
• The Planned cost field will be automatically filled in by the system with the technician's cost. This value is obtained by multiplying the hourly rate by the number of hours allocated for the technician.
• The Technician calendar field is automatically filled in by the system with the calendar configured for the technician.
Allocating technicians while creating a programmed maintenance
1. Access the Management > Activity programming > Programmed maintenance (MA026) menu.
2. Select the programmed maintenance and click on the button.
3. Access the Resources tab and select the Technician option.
4. In the Service center field, click on the side toolbar button.
5. Select the technician responsible for the programmed maintenance. If there is a service center selected in the respective field, only the technicians associated as resources from the selected service center will be shown. Otherwise, the technicians associated as resources with at least one service center will be shown.
6. Select the service center responsible for the programmed maintenance. If there is a technician selected in the respective field, only the service centers with which the technician was associated as a resource will be shown.
7. In the Allocation type field, define how time will be allocated:
| Manual | If this option is selected, it will be necessary to set for how many hours the technician will work on the programmed maintenance per day. As soon as this option is selected, the calendar shown right below the Association type field will be enabled to be filled in with the hours to be used by the technician. In the Sched. field, it will only be possible to enter time for the days comprehended by the planned period of the activity, defined on the programmed maintenance general data screen. |
| Divide the hours by the activity period | If this option selected, it will be necessary to enter the total number of hours the technician must use to execute the programmed maintenance in the Sched. time field. At this moment, in the calendar displayed below the Association type field, the hours will be divided among the days comprehending the planned period of the activity, defined on the programmed maintenance general data screen. |
8. Click on the button.
• Use the button in the Service center field to create a service center and associate it with the field.
• The Position field will be automatically filled in by the system with the position of the technician selected in the previous field.
• If the allocation is of the Manual type, the Sched. time field will be automatically filled in with the total number of hours obtained by summing the hours scheduled in the calendar.
• The Planned cost field will be automatically filled in by the system with the technician's cost. This value is obtained by multiplying the hourly rate by the number of hours allocated for the technician.
• The Technician calendar field is automatically filled in by the system with the calendar configured for the technician.
Associating resources in SoftExpert Process
In SoftExpert Process, it is possible to add the resources used by processes and by their activities.
Associating process resources
1. Access the File > Process (PM022) menu.
2. Select the process to which you wish to add resources, click on the arrow next to the button, and select the Process data option.
3. In the Navigation section, select the Resource tab.
4. Check one of the following options:
| Current process | Check this field to view and/or associate the resources of the process. |
| Process activities | Check this option to view the resources associated with the activities of the process. |
| All sub-levels | Check this field to view the resources of all levels of the process (sub-processes and their respective activities, in addition to the activities of the process). |
When Current process is checked, the Add option is enabled.
5. Click on the button to open the Resource data screen.
6. In the Resource field, click on the 
button to search for and select the resource that will be used in the process.
7. Enter the resource quantity that will be used.
8. Click on the button.
Associating resources with process activities
1. In the process flowchart, select the activity to which you wish to allocate the resources and click on the Data option.
2. On the left side of the Activity data window, select the Resource tab.
3. Click on the button to open the Resource data screen.
4. In the Resource field, click on the button to search for and select the resource that will be used in the activity.
5. Enter the resource quantity that will be used.
6. Click on the button.
Associating resources in SoftExpert Project
In SoftExpert Project, it is possible to add the resources used in project tasks.
Allocating resources to tasks
1. Access the Management > Project planning (PR011) menu or the Management > Project tracking (PR013) menu.
2. Select the project to which you wish to allocate the resources and click on the 
button.
3. In Project schedule, select the Resource tab.
4. Select the task to which the resource will be allocated and click on the Add button.
5. On the screen that will open, specify the resource that will be used by the activity. This field is filled in by the system with the user responsible for the task; to edit it, use one of the buttons found next to it:
|
Click on this button to select the resource you wish to allocate to the task. |
|
Click on this button to allocate a resource to the task, taking into account the number of hours it has available in a certain period. On the screen that will open, before selecting the desired resource, use the search filters to set the number of available hours that are needed. |
|
Click on this button to see resources' availability via calendar. Select the resource you wish to associate with the task. |
|
Click on this button to add resources of the asset or generic type and allocate them to the task. |
6. Define the allocation type for the resource:
| Hours | Enter the total number of hours for which the user will remain allocated to the task. These hours will be distributed according to the duration of the task and taking into account the daily hours scheduled in the calendar (SoftExpert Administration). For example: if the task has a duration of 3 days, and 24h are set, the system will allocate the resource 8h per day (if the daily hours configured in the calendar applied to the resource amount to 8h per day). |
| % | Enter, in percentage, the time that the user will remain allocated to the task. For example: if a value of 50% is entered, the system will allocate the resource to the task 4h per day (if the daily hours configured in the calendar applied to the resource amount to 8h per day). Following the same example, if 100% is entered, the resource will be allocated to the task 8h per day. |
| All day | This option will only be shown if the resource is an asset. In this case, the resource will be allocated for the hours corresponding to one day, for as long as the task lasts. For example: if the daily hours configured in the calendar applied to the resource amount to 8h per day, and the task has a duration of 3 days, the system will allocate the asset 8h per day. |
7. Click on the button.
• When allocating an asset-type resource, the system will create a reservation for this resource in SoftExpert Asset. When the task is executed, a usage check-out record will be created in SoftExpert Asset.
• Use the button to view the calendar of the resource that is being allocated.
• Use the button to view the usage chart for the resource that is being allocated.
For more information on editing nonproject tasks in SoftExpert Time control, activities and plans in SoftExpert Maintenance, activities and processes in SoftExpert Process, and project tasks in SoftExpert Project, refer to the documentation of the respective components.
Conclusion
With the association done, the resources can be used in the execution of system activities.