Resource Module Setup – Genius Project Help Center

The Initial setup of the following sections of the Resources database is done during the implementation phase of Geniusproject.

To access the Setup & Administration section of the Resources database, the Admin user must click on the gear icon in the top right hand corner of the screen and select Resources from the dropdown list.

Setup

General

It is the main setup document of the 'Resources' database. This is where all basic parameters for resource management are defined.

Navigate to the Setup tab
Select General from the contextual navigation menu, and edit the General document

Miscellaneous Tab

Fields	Use
Hours by day	The number of working hours per day. Used in the Availability calculation and to compute daily rates in the 'Projects' databases where the work unit is the day.
Reference currency	Symbol of the reference currency. This is the currency that will appear by default in all database views that display amounts. The list comes from the currencies defined in the 'General' setup document of the 'Portfolio' database. Mandatory.
Default currency	Only for compatibility with older version
Other currencies	The list of all other currencies that can be used in the Resources database (in the Rates, and Resource documents). The list of choices comes from the 'Other currencies' field in the 'General' setup document of the 'Portfolio' database. The default currency is automatically added to the list.
Multi-rates management	If set to 'Yes', it is possible to define resources rates for each of the activity types defined in the setup. This is performed in the 'Rates' setup documents.
Create the generic resources from the defined resource types	If set to 'Yes', a single generic resource will be created for each of the resource types defined in the upcoming field, upon saving this document.
Publish in databases	Visible only if 'Create the generic resources from the defined resource types' is set to 'Yes'. Used to indicate the destination databases for the newly created generic resources where they will automatically be publish.
Resources types	The list of all ‘types’ of resources to be created in the system. The list can be generated by the organization. Resource types are used to categorize resources in the Resource documents. They can also be used to automatically generate generic resources. Keywords selection field.
Activities types	Definition of task categories (i.e. production, analysis and design, etc ...). Activity types are used for rates definition when 'Multi-rates management' is set to 'Yes'. Keywords selection field.
Skill list	List of skills that can be assigned to resources or companies. The list can be generated by the organization. Keywords selection field.
Cost centers	List of cost centers that resources can be assigned to. The list can be generated by the organization. Keywords selection field.
Relationship types	List of relationship types that can be selected in the Company document i.e. Headquarters, subsidiary, etc... The list can be generated by the organization. Keywords selection field.

Interface Tab (Only for on-premise version)

Fields	Use
Database path	Complete URL of the database. Used to create links in notifications for Web usage, and also used to print a Genius Planner plan through a Web client when working in the Lotus Notes client.
Genius Integrator	For disabling the Genius Integrator attachment management if needed. See Application manager tasks for further information.

Address Book Tab (Only for on-premise version)

Fields	Use
Direction	Specifies the direction of synchronization with the address books. Can be either Address Book towards 'Resources' database, or the opposite. Default and recommended value is the first one.
Address Book	For groups: Determines with which address book to synchronize the groups. Mandatory. For resources: Determines with which address book to synchronize the resources. Mandatory.
Fetch all the resources	If set to 'Yes', automatically retrieves all resources from the Address Book during the next synchronization. Visible only if the option 'Direction' is set to 'Address Book -> Resources database'.

Profiles and Group Tab (Only for on-premise version)

Fields

Use

Management of the

If set to ‘Yes’, it is possible to manage the access rights from the 'Resources' database,

user profiles and associated groups

without going through the address book.

In this case, the direction of synchronization must be 'Address Book <- Resources database'

Soft Booking Tab

Fields	Use
Metric symbol	Define in which unit soft booking will be captured, Percentage, Days or Hours

Unavailability Management

This document allows you to define the working days of a normal week, and some other settings for the availabilities calculation.

Navigate to the Setup tab
Select General from the contextual navigation menu, and edit the Unavailability management document.

Fields	Use
Unavailability types	The list of non-project related engagements that will render a resource unavailable to work on projects i.e. medical appointment, vacation, training, etc... Keywords selection field.

Importing Events from the Notes Calendar (Only for on-premise version and IBM Lotus Domino organization

Fields	Use
Event types to import	Allows for the selection of the calendar event types to be fetched in the 'Resources' database as Unavailability documents. Possible values are: Appointment, Meeting, All Day Event.
Category filter	Allows for the selection of the categories of calendar events to be fetched in the 'Resources' database. If empty, all events are fetched, regardless of their category.
E-Mail address of the database	If a mail-in database, name for the database as referenced in the Domino Directory. Used in the Calendar integration with the 'Unavailability' documents.

Exporting of unavailability entries towards the Notes calendar (Only for On-premises version and for IBM Lotus Domino organizations)

Fields	Use
Export by default	Used to indicate if the check box 'Export to the Notes calendar' must be checked by default in the 'Unavailability' documents.

Once the configuration is complete, save and close the document.

Workflows in the Resource Database

An approval workflow can be associated to all out of office requests; a default workflow is provided with the implementation of the system. To view or modify the approval workflow, navigate to the Setup tab. The unavailability workflow will display in the content window.

To learn more about workflows see Workflows In Geniusproject.

Rates

This is where defined default rates and company (customer) rates are also defined. For more information, consult Rates Management.

Resources

The Resources tab provides access to the various types of resources that exist in the database.

Menu	Use
Resources	Lists all of the existing human resources in the database
Generic resources	Lists all of the existing generic resources in the database
Material resources	Lists all of the existing material (non-human) resources in the database
Companies	Lists all of the existing companies in the database
Groups	List of user groups required for managing database security
Used licenses	List of all used licenses categorized by type

Templates

This is the place to define office template for resource lists and availability reports. See the chapter “Office templates” for more information.

Charts

Genius Chart is a powerful built-in engine that allows for the display of data (in views or documents) in an easily readable chart. There are many chart types available offering a wide range of possibilities to better expose existing data.

This is done simply by creating a Chart setup document used to define each chart’s parameters. See the chapter “Genius Chart” for more information.

Administration Tab

The Administration tab is where all system events, problems and messages can be found.

System Events

These documents are generated when a problem occurs while running an agent or an operation. They are displayed once the agent operation is over, and they are sent to the user when resulting from a user operation. They can be found in the Setup\Administration\System events view.

The Event administration documents are created automatically. They are computed documents that cannot be edited or modified manually

Fields	Use
Processed	The status of the event. Possible values are: Not processed Processed
Version	The version of the Domino server or Lotus Notes client where the error occurred.
Database	The title, software version and replica ID of the database where the error occurred.
Server	The name of the server where the error occurred.
Function	The name of the function that triggered the error. In the case of an agent, the agent name.

Description

The ‘Description’ section includes a more detailed description of the event. It is a rich text field that holds every call made to the server until the error occurred with the following data for each call:

Name of the function - Line where the error occur.
Number of the error - Error message.
If the error is linked to a document, the document type. Link to the original document. In some cases, there can be more than one linked document.

Comments

Rich text field to include comments if needed.

Customizable Views Diagnosis

Consult Customizable View Management for more information.

Customizable Views Settings

Consult Customizable View Management for more information.

Agents Tab

The Agents tab lists all the agents that can be run in the Resources database

The agents can be enabled or run manually from the view. Refer to the following table to enable, disable or manually run the agents.

Icon	Description
Status	The status of the agent. The status is also represented with an icon. The agent is currently disabled. The agent is currently enabled. When enabled, the server on which the agent is enabled will be named below the icon.
Disable	Hyperlink to disable the agent. It turns the scheduled agent off. The agent will need to be enabled to run again.
Enable	Hyperlink to enable the agent. It turns the scheduled agent on. The agent will run according to the schedule or trigger. Refer to Schedule (default) in the table
Run	Run. Link to manually run the agent, regardless of the current setting (Enabled/Disabled).
Last Run	The date and time when the agent ran last.

Agent

Action

Mandatory

Schedule

Update

availability for everyone

Updates/ refreshes resource availability. Creates the documents if they do not already exist.

Enabling is recommended for all Availability documents to be up-to-date

Run once every day.

Starting at: 22:00 .

Synchronize with Address

Books

Allows for the synchronization of information contained in the 'Resource' document with information in the Lotus Notes Address Books.

Enabling is mandatory if the synchronization direction in the General setup document was set as 'Resources' database towards the Address Book.

Otherwise, recommended only if the resource data within the Address Book is frequently updated, and then the trigger must be changed so that it runs on a schedule depending on the Address Book update frequency.

No/ Yes

Run when documents are added or modified.

Publish all in all

destinations

Publishes all documents (resources, companies and groups) in of all their destination databases.

Enabling is recommended for all resources to be up-to-date in all destination databases

Run once every day.

Starting at: 05:00 am.

Search for deleted calendar

events

When unavailability entries are imported from the resource's Lotus Notes calendar, then this agent deletes the corresponding unavailability entry when an imported event is removed from the calendar.

Recommended to ensure that the integration between the calendar and the Unavailability works well.

Run once every day.

Starting at: 04:00 am.