Fresh Projects

00:00: The Project Planner is a resource management tool that lets you allocate and track

00:04: resource capacity across your projects and sub

00:08: projects. Lets take a look at how to set it up...

00:11: Firstly,

00:12: select "Projects" from the main menu.

00:16: Then select "Project Planner".

00:19: In the top half of the project planning dashboard you will find a list of all your

00:23: projects.

00:26: And in the bottom half you will find your list of resources.

00:31: You can then filter the tracking metrics to be shown as either the budgeted cost

00:35: value or budgeted hourly value.

00:38: Next,

00:39: you can adjust your project planner dashboard view to show the project over a

00:43: certain chosen timeline,

00:44: this can be done by adjusting the timeframe in the dashboards top right hand drop-down

00:48: menu.

00:51: You can also set a custom date range by inputting the desired start and end dates

00:56: within the "Date Range" drop-downs at the top of the dashboard.

01:00: Once you have adjusted the time frame to your preference,

01:03: the time will be displayed in weekly columns.

01:06: On the left side, the past two weeks will be indicated by a blue line and a greyed-out

01:11: appearance.

01:13: Following the blue line,

01:14: you will see the present and future weeks.

01:18: Next, you can search for the specific project you want to allocate resources toward

01:23: by searching the project name or code in the search bar.

01:26: You will notice that the resources also has its own search bar to do the same.

01:32: Alternatively, you can filter the "Projects" view by selecting the settings cog icon

01:37: next to the search bar and configuring the available filters to display the specific

01:41: projects.

01:44: After configuring the filters,

01:46: select "Done" to apply the changes.

01:49: Similarly,

01:50: you can click the settings cog icon next to Resources to group by Job categories or

01:55: by your Tracking categories.

01:58: Next,

01:59: you can expand the project view by selecting the arrow icon next to the project

02:02: name.

02:05: The expanded view will show the stages,

02:07: groups and sub projects that form part of the selected project.

02:12: The expanded view will also show the hours or costs that have been budgeted toward

02:17: each sub-project based on which filter you have toggled.

02:21: Figures appear in either green or red to indicate budget status.

02:26: Green figures show the available hours left to allocate.

02:30: While red figures indicate that more hours have been allocated than were originally

02:34: budgeted,

02:35: indicating that the sub project is currently over-budget.

02:40: Now,

02:40: if you click on the green figure for a particular sub

02:44: project, you can then click "Add budgeted hours".

02:47: This will allow you to add the budgeted hours as set in the Project Budget.

02:52: The Planner will then automatically populate and distribute the hours over the

02:56: period defined within the budget.

03:00: If you want to manually assign hours,

03:02: click on the "+" sign under the week column,

03:04: where you want to assign the resource.

03:08: Then, click "Add resource".

03:11: You can then search for the resource or employee you would like to assign.

03:16: Then select the percentage of time per week you want your resource to spend on this

03:20: sub-project.

03:23: Alternatively,

03:24: you can set the amount of hours per week

03:26: you would want your resource to spend on this subproject.

03:30: You can then set the total amount of weeks you want this resource to work.

03:36: You are also able to swap out resources by selecting the double-arrow icon next to the

03:40: resource name to swap out that resource for another.

03:45: Alternatively,

03:46: you can also search for your resource and drag and drop their icon into the planner.

03:52: You are able to add multiple resources to your sub-project from this view.

03:56: Once you have added all resources,

03:59: you can go ahead and select "Done".

04:02: Alternatively, after you have entered the resource's percentage of time allocation,

04:07: or the amount of hours needed per week,

04:09: you can simply drag the resource icon to adjust the amount of weeks required for

04:13: your sub-project.

04:16: You can then continue resource planning for all remaining sub projects within

04:20: your project.

04:22: In the bottom half of the screen you can view each individual resource's planned

04:26: utilisation rates,

04:28: with different color indicators for the level of utilization.

04:32: This figure also accounts for Public Holidays planned for the employees leave

04:36: region,

04:36: as well as approved leave time.

04:39: This helps you ensure you do not inadvertently schedule out a resource when they

04:43: are not available.

04:46: You can also click on a particular resource's week.

04:50: This will display a pop-up showing what projects,

04:52: sub

04:54: projects, and bank holidays are allocated for that week.

04:58: For each sub project, there are some additional features you can use.

05:02: There is an option to add milestones, which allows you to enter the date of

05:06: particular time-based milestones.

05:10: The milestone additions will appear as lines in your project planner,

05:14: indicating the date they were established for the selected time-based task.

05:19: There is also an option to download an image of this particular project, which could

05:23: be used to show a client the project timeline you have planned.

05:28: Lastly, there is an option to download the project resource planning in an excel

05:33: format.

05:35: Alternatively, if you would like to download the entire resource planning report as

05:39: an excel sheet,

05:40: this can be done by selecting the downward facing arrow icon at the top of the

05:44: dashboard.

05:46: To focus solely on the projects section of the project and resource planner,

05:50: select the view adjustment option located at the top right corner of the planner

05:55: dashboard.

05:56: By choosing this option, the resource list view will be minimized, allowing the

06:00: project section to expand.

06:04: Alternatively, if you wish to focus exclusively on the resource section of the

06:08: project and resource planner,

06:10: select the opposite view adjustment option.

06:13: Consequently, the project list view will be minimized,

06:16: allowing the resource section to expand.

06:20: Lastly, if you wish to split the view evenly again,

06:23: that can be done by selecting the split view option.

06:27: You now know how to successfully adjust, allocate and schedule resources in the

06:32: Project Planner.