Resource Management using ProjectWork

Add resources to project

The role Resource Manager gives the opportunity to share the resources of this project with one or more other projects.
The role Project Manager gives the opportunity to receive resources from one ore more other projects.
Once one of these roles is taken, the other lapses. It is not possible to be both resource and Project Manager in one ProjectWork plan.

Add Resources to a Project in four steps:

  1. The Resource Manager fills the Resources list of a new ProjectWork file with his resources.
  2. The Project Manager shares his ProjectWork project file in ProjectWork menu > Share file... with the Resource Manager.
    Share for viewing is sufficient.
  3. The Resource Manager adds in Project Work menu > Shared resources... the project and selects the required resources.
    The resource file is shared for viewing with the Project Manager.
  4. The Project Manager opens the shared file with resources from the ProjectWork menu once.
    The Project Manager opens the project file or refreshes or reloads (Ctr+L) the page to receive the resources and to assign them to his tasks.

Steps 2, 3 and 4 are to be repeated for multiple projects using the resources from the same Resource Manager.

The status of the link between resource and Project Manager is displayed with a color:

Color Description Meaning
grey   resources are linked and ready for use
yellow resources are available when opening project file the resources are added
orange no resources selected select project and required resources; then save
red file not found/shared no access anymore to file in Google Drive

NOTE: Resource updates between files are included when opening a file and after a page refresh or reload (Ctrl+L).

Resource Manager

A Resource Manager adds files to share its resources with. In the example, there are three linked projects that receive resources. A color code is visible that gives the status of the linking.

The Resource Manager can determine for each project what resources he provides. He does this by clicking on the project as Shared project #2 in the example above and by clicking on the desired resource(s) in the Resources list. Selecting can also be done by hovering several rows while keeping the left mouse button pressed. By clicking a resource again the selection toggles. The selection is saved by clicking Save.

After closing the dialog with X at the right top the normal task and resource selection returns.

 

Project Manager

A Project Manager receives files with resources. In the example below, this is among others file Shared resources #1 from the example below Resource Manager with the resources R1, R2, R3.

Any extra custom columns are not copied from the Resource Manager. Rates per resource are in the currency of the Resource Manager and are not converted to the currency of the project.

The receiving Project Manager can assign the resources to tasks in his project. He can also use his own resources. The Resource Manager can see the tasks of the project and the assignments of his resources.

If a Resource Manager edits a resource than the change is incorporated in all projects. If a shared resource is removed, it is shown grey and in italics for the Project Manager; the assignments and costs to tasks are kept but the resource is not updated by the Resource Manager anymore.

When a Resource Manager removes a project after completion than this is marked with a red color for the Project Manager. By checking the file the Project Manager can disconnect the resources. In case of a mistake the Resource Manager can add the project and resources again and the warning disappears. After a reload the Project Manager will receive the resources with all assignments intact.