Version 2.8
USER GUIDE
Notices
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 07/14/08
Notices 2
Table of Contents
Table of Contents 3
Viewing Calendars................................................................................................................... 30
My Calendar ..................................................................................................................................... 30
My Allocations Calendar.................................................................................................................... 30
Resource Calendar ........................................................................................................................... 30
Allocation Calendar ........................................................................................................................... 31
Project Team Calendar ..................................................................................................................... 31
Project Scheduling Calendar............................................................................................................. 31
Administration ................................................................................................................................ 32
Working with Permission Types .............................................................................................. 32
Adding a Permission Type....................................................................................................... 34
Working with Categories.......................................................................................................... 35
Adding a Category................................................................................................................... 36
Modifying System Preferences................................................................................................ 37
Adding a License File .............................................................................................................. 41
Entering the Activation Key for a Trial Version.................................................................................. 41
Resources...................................................................................................................................... 42
Working with Resources.......................................................................................................... 42
Adding a Resource .................................................................................................................. 43
Projects .......................................................................................................................................... 46
Working with Projects .............................................................................................................. 46
Adding Projects ................................................................................................................................. 47
Project Statistics................................................................................................................................ 47
Adding a Project ...................................................................................................................... 48
Calendar............................................................................................................................................ 49
Task Tree .......................................................................................................................................... 50
Task Assignments ............................................................................................................................. 52
Project Team ..................................................................................................................................... 55
Copying a Project .................................................................................................................... 57
Working with Project Types ..................................................................................................... 58
Adding a Project Type ............................................................................................................. 59
Working with Project Statuses................................................................................................. 60
Adding a Project Status ........................................................................................................... 61
Skills............................................................................................................................................... 62
Working with Skills................................................................................................................... 62
Adding a Skill........................................................................................................................... 63
Time Off ......................................................................................................................................... 64
Working with Time Off Types .................................................................................................. 64
Adding a Time Off Type........................................................................................................... 65
Working with Your Own Time Off Bookings ............................................................................ 66
Booking Time Off for Yourself ................................................................................................. 66
Working with Time Off Bookings for Other Users.................................................................... 67
Booking Time Off for Another User ......................................................................................... 67
Reports .......................................................................................................................................... 68
Working with Reports .............................................................................................................. 68
Available Reports .................................................................................................................... 69
My Assignments ................................................................................................................................ 69
Resource List .................................................................................................................................... 69
Resource Details ............................................................................................................................... 70
Table of Contents 4
Skills Matrix ....................................................................................................................................... 71
Resource Assignments ..................................................................................................................... 72
Resource Workload........................................................................................................................... 73
Resource Conflicts ............................................................................................................................ 74
Resource Availability ......................................................................................................................... 75
Placeholders...................................................................................................................................... 76
Project List......................................................................................................................................... 76
Project Details ................................................................................................................................... 77
Project Workload ............................................................................................................................... 78
Appendix A Glossary.................................................................................................................. 94
Table of Contents 5
CHAPTER 1
Welcome
Welcome to the Web Resource User Guide. This document provides information on installing and using
Web Resource.
Document Conventions
This 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 Support
If 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: 1-877-662-2519 ext 3
Europe/New Zealand: 00-800-6622-5192 ext 3
Australia: 0011-800-6622-5192 ext 3
E-mail: support@replicon.com
Web-Based Form: www.replicon.com/Support/RequestHelp.aspx
Fax: 403-233-8046
Welcome 7
CHAPTER 2
Installing Web Resource
Trial Version
The trial version is designed to let you to evaluate the application using an easy-to-install procedure 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 trial version, you must pur-
chase and install the software for the full version
Full Version
The 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 Requirements
Below are the requirements for the Full and Trial versions of Web Resource.
Full Version
The full version of the installation requires an application server, a database platform, and client machines
to access the system.
Server Requirements
The server on which Web Resource is installed must meet the following requirements:
Operating System
One of the following:
• Microsoft Windows 2000 with Service Pack 4 or higher
• Microsoft Windows Server 2003 with Service Pack 2 or higher
• Microsoft Windows XP Professional with Service Pack 2 or higher (32-bit version only)
• Microsoft Windows Vista Ultimate, Business, or Enterprise (32-bit version only)
Windows XP and Windows Vista are limited in their support for server operations. Therefore, they are
not recommended for use on the Web Resource server.
Hardware
Minimum:
• Pentium 500 MHz processor
• 512 MB of RAM
• 50 MB of hard disk space
Recommended:
Other
• Microsoft .NET Framework 2.0
• Microsoft Internet Information Services 5.0 or higher
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.
Database Requirements
Web 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 with Service Pack 4 or higher
• Microsoft SQL Server 2005
• Microsoft SQL Server 2005 Express (installed automatically, if selected)
If you use Microsoft SQL Server, you must run your database using “mixed mode” Windows and SQL
Server Authentication.
Operating System
One of the following:
• Microsoft Windows 98
• Microsoft Windows ME
• Microsoft Windows NT
• Microsoft Windows 2000
• Microsoft Windows XP
• Microsoft Windows Vista
• Microsoft Windows Server 2003
• Microsoft Windows Server 2008 (32-bit version only)
Hardware (minimum)
• Pentium 500 MHz processor
• 512 MB of RAM
• 1024 x 768 monitor resolution
Software
One of the following:
• Microsoft Internet Explorer 5.5 or higher
• Mozilla Firefox 1.0 or higher
Refer to the section Preparing your System below for browser configuration information.
Trial Version
The trial version of the installation does not require a server machine – it can be installed on a local computer
(the host). The Microsoft SQL Server Express platform is automatically installed and used by the trial pro-
gram.
Any client machines used to access the trial version must meet the requirements outlined in Client Require-
ments on page 10.
Host Requirements
The computer on which Web Resource is installed must meet the following requirements:
Operating System
One of the following:
• Microsoft Windows 2000 with Service Pack 4 or higher
• Microsoft Windows Server 2003 with Service Pack 2 or higher
• Microsoft Windows Server 2008 (32-bit version only)
• Microsoft Windows XP Professional with Service Pack 2 or higher (32-bit version only)
Hardware
Minimum:
• Pentium 500 MHz processor
• 512 MB of RAM
• 50 MB of hard disk space
Recommended:
Other
• Microsoft .NET Framework 2.0
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.
Software
One of the following:
• Microsoft Internet Explorer 5.5 or higher
• Mozilla Firefox 1.0 or higher
Refer to the section Preparing your System below for browser configuration information.
2. Read the license agreement. If you agree to the terms, select the I accept... radio button and click
Next.
4. Choose an installation location (or simply leave the default) and click Next.
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 25.
3. Choose an installation location (or simply leave the default) and select 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.
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.
• 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.
Once you have selected the installation option, if you are installing the trial version, follow the steps outlined
in Installing the Trial Version on page 12. If you are installing the full version, follow the steps provided in
Installing the Full Version on page 18.
2. If you installed the trial version, you can begin using Web Resource immediately, as described in
Chapter 4, Using Web Resource on page 28.
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 25
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 28.
Getting Started 26
Accessing the Online Help
Web 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 27
CHAPTER 4
Using Web Resource
This chapter describes how to use Web Resource for resource planning and management.
Calendars
To view the Calendar menu, select Calendar from the menu bar at the top of the page.
Color Coding
The 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 .
• 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.
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.
Additional Features
If 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.
My Calendar
My 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 Calendar
The 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 Calendar
The 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, by resource name, or by groups within
categories.
• 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 34.
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.
To edit a category:
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.
Include Conflict Infor- Enable this option if you want assignment conflicts within a project
mation to be indicated. If enabled, conflicting assignments will be marked by
a red circle with a line through it, and information about the conflict
will display on mouse over. Disabling this option may improve Web
Resource performance when loading assignments.
You can also configure this option on a project by project basis, via
each project’s Task Assignments tab.
Ignore Time Off When Enable this option to exclude time resources have booked off from
Calculating Allocations project allocation calculations.
Allocation Calendar Select the colors used to indicate when a resource is under allocat-
Colors 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.
3. If you plan to use SAML authentication, enable the check box under SAML Authentication. SAML
authentication will be enabled for all users.
SAML is an XML-based standard for exchanging authentication data that allows users to employ
web browser single sign-on. It is typically only used as an enterprise-level identity management
solution.
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 Set up the default target allocation and tolerance for new users. A
user's allocation target is the percentage of that user's time you
would like allocated to projects. If the actual allocation percentage
falls outside the tolerance range (for example, +/- 5%), the task as-
signments bar on the allocation calendars will, by default, turn red
(over-allocated) or yellow (under-allocated). These colors can be
changed using the Allocation Calendar Colors field.
Resource Cost Per Set the default cost per hour that will apply to all new resources.
Hour Cost per hour helps you forecast the cost of a project based on the
allocated resources.
Placeholder Cost Per Set the default cost per hour that will apply when you add a new
Hour 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.
5. 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 79, select the settings to use in the Web
TimeSheet Integration section as follows:
Field Description
Web TimeSheet Server Enter the Web TimeSheet server address to use to connect to Web
Address 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 tasks
Select 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
tasks
Select 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 tasks
Select 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 assignments
Select 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.
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
assignments
Select this option to have the assignments in Web
Resource added to those already existing in Web
TimeSheet.
• Keep Web Resource assignments only
Select 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 exist
Select 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 TimeSheet
Select 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 Select this option if you would like the project Estimated Hours field
Hours 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.
6. When you are done, select the Save button to save changes to the system preferences.
To edit a resource:
If you are using Windows Authentication, the authentication fields will not be displayed.
8. 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.
9. Enter the number of Hours per Day the user works.
10. Enter the user’s Cost per Hour.
11. Enter the Percent Allocation Target and Tolerance for the user.
A user's allocation target is the percentage of that user's time you would like allocated to
projects. If the actual allocation percentage falls outside the tolerance range (for example, +/
- 5%), the task assignments bar on the allocation calendars will, by default, turn red (over-al-
located) or yellow (under-allocated). These colors can be changed using the Allocation Cal-
endar Colors field in system preferences.
12. Select the Allow new project and time off bookings check box if the resource can be assigned to
projects.
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.
• 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 48.
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:
Adding Projects
Projects 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 48.
To create a new project by copying an existing project to start from:
• Follow the instructions given in Copying a Project on page 57.
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
79.
To import project data through the use of a CSV file:
• Refer to the section Importing Projects on page 91.
Project Statistics
Within 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 Hours
The 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 Resources
The Assigned Resources is the total number of unique resources allocated to the project, includ-
ing at each task level.
• Total Cost
The 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 Hours
Elapsed 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 Days
Elapsed 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.
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.
Adding a Task
To 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 Task
To 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.
Sliding a Task
You 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.
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.
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.
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 48 for further instructions
on setting up the advanced project information.
• 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 59.
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.
• 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 61.
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.
To edit a skill:
• 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.
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.
• 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 65.
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.
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.
My Assignments
The 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 List
The 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, resource name, 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.
Project List
The 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,
project name, date range, and/or project. Report data can be sorted by category.
In the Project Details report, the Date Range filter filters projects that are active in the selected time
period. It does not filter by the date range of the generated data.
In the Project Workload report, the Date Range filter filters the allocation totals to the selected time
period, and will display users with 0 allocation in that period.
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 Requirements
To transfer data between Web Resource and Web TimeSheet, version 8.2 or 8.3 of Web TimeSheet must
be installed.
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.
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.
A user's allocation target is the percentage of that user's time you would like allocated
to projects. If the actual allocation percentage falls outside the tolerance range (for ex-
ample, +/- 5%), the task assignments bar on the allocation calendars will, by default,
turn red (over-allocated) or yellow (under-allocated). These colors can be changed
using the Allocation Calendar Colors field in system preferences.
f. Select the permissions to give to new users to be transferred to Web Resource in the Per-
missions section.
g. In the Category Assignments section, select one of the following two options:
• Assign categories/groups based on the user's corresponding user defined fields
If you select this option, you need to set up a drop-down, user-type user defined-
field (UDF) for each category (excluding Department) defined in Web Resource.
The Web TimeSheet UDF and corresponding Web resource category should have
the same name, and each UDF should contain the groups for that category, as
defined in Web Resource. For each user being transferred, ensure the appropriate
group is selected from each UDF in Web TimeSheet.
• Assign the department category based on the user's department
If you enable this option, 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 Department
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:
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.
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.
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.
An open ended project must have a start and end date assigned for it to be transferred
to Web Resource.
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.
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.
Publishing Projects
Once 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.
Publication Status
To 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.
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.
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 79, or
manually as outlined in Chapter 4, Using Web Resource on page 28.
Importing Resources
To 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 88.
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.
UserName String Not applicable as this is a This is a required field. This field is used to
required field 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
UseWts Boolean false If set to true, the resource will use their Web
Authentication TimeSheet login name and password to ac-
cess Web Resource.
Bookable Boolean true If set to true, tasks can be assigned to the re-
source.
CostPerHour Number If no value is provided, the This value is used to forecast the cost of a
value specified in System project based on the allocated resources.
Preferences is used.
HoursPerDay Number If no value is provided, the This value is used to determine the allocation
value specified in System percentage or allocated hours for each re-
Preferences is used. source assigned to a project or task.
AllocationTarget Number If no value is provided, the A user's allocation target is the percentage of
value specified in System that user's time you would like allocated to
Preferences is used. projects. If the actual allocation percentage
falls outside the tolerance range (for example,
Allocation Number If no value is provided, the +/- 5%), the task assignments bar on the allo-
Tolerance value specified in System cation calendars will, by default, turn red (over-
Preferences is used. allocated) or yellow (under-allocated).
If a decimal value is specified, the value will be
rounded to the nearest whole number upon im-
port.
Groups String If no value is provided, the See Specifying Groups, Skills, and Permission
resource will not be as- Types for the required formatting.
signed to any groups.
Skills String If no value is provided, the See Specifying Groups, Skills, and Permission
resource will not be as- Types for the required formatting.
signed any skills.
PermissionTypes String If no value is provided, the See Specifying Groups, Skills, and Permission
resource will not be as- Types for the required formatting.
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.
Resource_Names Unlimited If no value is provid- See Specifying Resources and their Alloca-
String ed, no resources will tions on page 93 for the required formatting.
be assigned to the
project/task.
Status String match- If no value is provid- If the value does not already exist as a
ing an existing ed, this field will be Project Status in Web Resource, the field
Project Sta- set to [None]. will be set to [None]. Only applicable to the
tus project level as individual tasks do not have
a status assigned to them. Any values spec-
ified for a task entry will be
ignored.
Type String match- If no value is provid- If the value does not already exist as a
ing an existing ed, this field will be Project Type in Web Resource, the field will
Project Type set to [None]. 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- Billable Only applicable to the project level as indi-
lowing values: vidual tasks do not have a billing status as-
Billable, signed to them. Any values specified for a
Non-Bill- task entry will be ignored.
able, or
Both
Outline_Level Whole num- Not applicable as this This is a required field. This value speci-
ber greater is a required field fies the task's level within the project. See
than 0 Specifying Task Outline Levels on page 93
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.
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.
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 trial 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.
Sample Data Sample data is available as an option with the trial version installation. This in-
cludes resources, projects and skills. This sample data makes it easier for you
to evaluate Web Resource and is typically removed before customer specific in-
formation is entered.
Skill Skills are job related abilities possessed by resources. Skills have unique
names and can be associated with skill levels.
Glossary 94
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.
Glossary 95