Resources
In this article:
Resource types
Resources are all elements that can be managed using the Resource Management module in KanBo. They are divided into human and physical resources. Human resources are KanBo users and external humans. Physical resources are equipment and materials. Humans with physical resources can be organized into teams, which are treated as an additional type of resource.
KanBo users is a broad term that includes both internal users and outsiders who are assigned on a casual basis.
Resource types:
- Human resources
- Internal staff – KanBo user
- External staff – human without KanBo account
- External contractor – company without KanBo account
- Team – resource group with a human leader
- Physical resources
- Equipment
- Material
- External object
All resource types can be allocated in spaces and cards.
Resource measurement units
Depending on the type of resource, there are different units for measuring its use. We can measure resource consumption in terms of hours, such as user work hours, or units, such as the number of pieces of equipment.
Resource measurement units:
- Time: Resources can be measured in hours, like employees.
– Allocations focus on dividing their available time across spaces and cards (e.g. 6 hours a day for one month). - Quantity: Resources can be measured in quantities, like materials or equipment.
– Allocations involve reserving specific units for spaces and cards
(e.g. 120 pieces for 3 weeks).
Even if we choose to measure the resource in quantitative units, we still need to determine its work schedule. This is the information needed to create allocations for a specific period of time. We can also keep track of inventory if we are working with unit-based resources.
Example: The quantity changes of the quantity-based resource.
Resource data
Resources have various features. First, resources are assigned to organizational unit. This makes it easier to organize work, as well as protect data. Resource features determine the availability, nature, and value of the resource.
All the resource data is protected by multi-level access using:
Users who have been assigned the Human Resource Manager or Physical Resource Manager KanBo roles can control organizational unit resources. After assigning such a user to a specific organizational unit as its manager, they are responsible for its users, teams, materials, and equipment data. For example, they can edit the skills, leaves, and planned roles of the organizational unit resources. Only organizational unit managers with these KanBo roles assigned have full visibility into the organizational unit resource properties.
Users, who are assigned to individual resources as their resource managers, take care of their optimal use for work. Their function is to respond to allocation requests. The only information they have access to is the distribution of a particular resource’s work time.
Resources have the following features:
- Name – primary display name,
- Short name – ID of the resource displayed on its avatar,
- Resource type – the character of the resource,
- Measurement unit – the way to measure the utilization of the resource,
- Work schedule – general plan for the resource availability,
- Location – the place where the resource is stationed,
- Organizational unit – the entity that uses the resource,
- Resource managers – KanBo users who manage the resource allocations,
- Available from – the first day of the resource availability,
- Available until – the last day of the resource availability,
- Internal cost, internal and external bill rate – indicators for budget estimation,
- Planned roles – a way of defining the competencies required for the specific job,
- Skills – specific competencies with an indication of the level of experience,
- Part-time availabilities – temporary partial unavailability of the resource at full capacity,
- Leaves – unavailability of the resource on specified days.
Example: The resource view of a Green Company organizational unit. Only organizational unit managers with the Human/Physical Resource Manager KanBo role have access here.
Adding internal staff
Internal staff are simply KanBo users. They are automatically added to the human resources database when they appear in space. All you have to do is enable the Resource Management option in space.
If the KanBo user you want to add is not the space user, just add them to the space.
Creating new resources
In this way, you can add resources such as materials, equipment, external staff, external contractors and external objects.
To create a new resource:
- On the Sidebar, select
Resource Management. - Go to Basedata.
- From the menu on the left, select Resources.
- Select the organizational unit from the menu (if there is more than one).
- Select + Add resource > Create new resource.
- Enter the name and select the resource type, work schedule and location. Then, select the date the resource is available from. These fields are required.
- Select the manager.
- Fill in the optional fields – Last day time, Internal cost, Internal bill rate, External bill rate, Planned roles, Skills, Part-time availabilities, Leaves.
- Confirm with the Create resource button.
Editing resources
To edit a resource:
- On the Sidebar, select Resource Management.
- Go to Basedata.
- From the menu on the left, select Resources.
- On the resource, select
Edit. - Make changes and select Save.
Deleting resources
To delete a resource:
- On the Sidebar, select Resource Management.
- Go to Basedata.
- From the menu on the left, select Resources.
- On the resource, select
Delete.
Was this article helpful?
Please, contact us if you have any additional questions.