Find available resources by their skills.
Let’s assume you are a project manager looking for talent to add to your project. This assumes you have access to a resource pool and that you are allowed to pick from this pool to find the talent you need. To begin you need to know just two things: The skills you are looking for and the number of hours to fill. Knowing those two things allows you to search the system for all the employees that possess those skills plus have availability for your project. When you find them, simply add them to your project and they will get an email notification telling them they are now on your project. Simple!
Let’s take a closer look at the two ingredients to assigning resources by skill.
First: Resource Skills
Every project manager knows the skills necessary for the job. Of course every project has a mix of skills and talents needed. Every employee brings something special to the job. The key is to identify the skills each employee has and list them in the user profiles. Having this information makes your automated search much easier.
Begin by choosing Tools, Users and Organization. Click on each employee and fill in the ‘Skills’ field. Add as many skills as you like, separated by commas. In fact, you could ask each employee to supply a list of skills ahead of time so you’ll have them readily available. Spelling is important here. Make sure you spell the same skills with the same spelling. A dropdown aids in choosing comparable skills. Add new skills as you encounter them. When you are finished you’ll likely have huge list of skills in your organization. That alone can be a source of pride only you and other administrators will ever likely see. Building this list is an investment into your future use of the product and the automated searches you’ll perform.
It turns out that project tasks also have a list of skills. You can match these task skills to the employee skills when assigning individual resources.
Second: Available Hours
The next ingredient to a good automated skill search is availability. Employees must be available for the job in addition to the proficiencies. Availability is a function of the projects and tasks the person is already assigned to. If they are already booked up, there’s no sense adding them to your project.
The Project Tasks view shows all your projects and tasks. You’ll see which employees are assigned to which projects and tasks. Employees will see these tasks on the timesheet page. Choose View, Project Resource Allocation for a diagnostic tool to research employee availability. Again, if resources are already assigned (allocated) then there’s no point in adding them to your project. But sometimes employees can work part-time for short periods, and this tool lets you find such individuals.
Lastly: Assign Resources
After finding the right employees for the job, you can move forward to assignment. But wait… shouldn’t you talk to the person first to see if they want to work on your project? There is no replacement for good human interaction. You may learn that the person is just coming off another project and is available fulltime. Or you may learn that they don’t have a passion for the type of work you are pitching. Keep in mind that “Resources” are human beings. Nobody wants to be treated like a clickable name on a list. Talk first… assign last.
Once assigned, employees will get an email notification telling them they are now officially on the project. Same with tasks. This automated system works really nicely. Hopefully you’ll find the talent you’re looking for.
Good luck on your project!