NetSuite Project Management Task Assignment Quick Reference Guide PDF

Task Assignment Quick Reference Guide Navigating the Quick Reference Guide There are several ways to navigate this Quick Reference Guide (QRG): 1) Click a link in the Table of Contents. 2) Use the Microsoft Word Navigation Pane: a. Activate by navigating to View and check...

Task Assignment Quick Reference Guide Navigating the Quick Reference Guide There are several ways to navigate this Quick Reference Guide (QRG): 1) Click a link in the Table of Contents. 2) Use the Microsoft Word Navigation Pane: a. Activate by navigating to View and check Navigation Pane. b. Click the area of interest. Process Diagram This document contains proprietary information and is protected by copyright and other intellectual property laws. This document may be reproduced, modified, and/or distributed within the Customer’s organization solely for the Customer’s internal training purposes in connection with its authorized use of the applicable Service; provided that the Customer acknowledges and agrees that Oracle NetSuite is not responsible for any aspect of modifications made by the Customer in accordance with the preceding sentence. Please be advised that any other reproduction, modification, and/or distribution of all or any part of this document is strictly prohibited without Oracle NetSuite’s prior written consent. Copyright © 2022, Oracle and/or its affiliates. NetSuite Version 2022.1 Table of Contents Quick Reference Guide......................................................................................................................................1 Navigating the Quick Reference Guide......................................................................................................................... 1 Process Diagram............................................................................................................................................................ 1 Table of Contents..............................................................................................................................................2 Task Assignment............................................................................................................................................................ 3 Assign a Resource to a Project Task........................................................................................................................ 3 Resource Groups........................................................................................................................................................... 5 Create a Resource Group........................................................................................................................................ 5 Assign a Resource Group to a Project Task............................................................................................................. 5 Bulk Project Task Reassignment.................................................................................................................................... 7 Set Bulk Project Task Reassignment Preference..................................................................................................... 7 Reassign Project Tasks in Bulk................................................................................................................................ 7 Quick Reference Guide 2 Task Assignment Assign a Resource to a Project Task In NetSuite, resources are assigned to project tasks before they can enter time and log expenses against the project. The resource to be assigned to a project task depends on the project preferences. If the Display All Resources for Project Task Assignment preference is selected, you can assign any project resource to a task. If this preference is not selected, you can only assign resources that are allocated to the project. You cannot assign a resource to a Summary task. Also, if you attempt to assign a resource to a Milestone, NetSuite will prompt you to convert the Milestone to a task. Steps 1) Perform a Global Search to locate the Project record. 2) Navigate to the Resources subtab. 3) On the Resource Details sublist, select a resource to allocate to the project. Note: The Project Manager is automatically added. 4) Confirm or edit the default Project Resource Role for this project, if desired. Notes: The default Project Resource Role defaults from the Employee or Vendor record. Use the CTRL key to select multiple roles. By default, when a resource is assigned the Project Manager project resource role, they will automatically have permission to reassign tasks and approve time for the assigned project. 5) Click [Add]. 6) (For Resource Allocation) Navigate to the Resources subtab. Note: If the NetSuite Resource Allocation feature is enabled, all allocated resources will appear in the Resource Details sublist. a. On the Resource Allocations sublist, click [New Resource Allocation] if the desired resource is not listed. Notes: Quick Reference Guide 3  You must create a Resource Allocation record to allocate the resource to the project before you can assign the resource to a task. Refer to the Resource Allocation help topic for more information on creating Resource Allocation records. Click Save once you have completed the Resource Allocation record. 7) Navigate to the Schedule subtab. 8) Click Edit next to the task. 9) Confirm Planned Work and Start Date. 10) On the Assignees subtab, select a Resource to assign to the task. Note: If there is a Generic Resource assigned to the task as a placeholder, you can replace the Generic Resource with the final resource. 11) On Units column, confirm the utilization percentage for the resource. 12) Confirm the Billing Class. 13) Confirm or select a Service Item to associate with this task. Note: The Service Item will automatically display on the Time Entry form for this task. 14) Confirm Unit Cost. This is populated from the Labor Cost field on the employee or vendor record. 15) Confirm the total Cost, which displays the product of the Planned Work hours and the Unit Cost. 16) Verify the total Price that will be billed to the customer for this resource. 17) Click [OK]. 18) Add additional resources to this task, if necessary. 19) Click [Save]. Quick Reference Guide 4 Resource Groups Create a Resource Group Resource groups enable you to create a group of resources to be assigned together to a single project task. Then, when creating project tasks, you can assign the group to the task instead of each individual resource. Steps 1) Perform a Global Search to search for the New Resource Group page. 2) Enter a Name for this resource group. 3) (Optional) Enter a Description. 4) (Optional) Select a Subsidiary, Billing Class, and other Classification details such as Department, Location or Class. 5) Under the Resources subtab, select a Resource to assign to this group. Notes: Only employees marked as project resources can be selected. Generic resources and vendors are not available to add to resource groups. 6) Click [Add Row]. 7) Repeat steps for additional members. 8) Click [Save]. Assign a Resource Group to a Project Task Steps 1) Perform a Global Search to locate the Project record. 2) Navigate to the Schedule subtab. 3) On the Project Tasks/Milestones sublist, click Edit next to the task. 4) Scroll down to the Assignees subtab. 5) Click [Assign Group Members]. 6) On the Assign Group Members window, select the Resource Group. 7) Enter the Planned Work for the task. Quick Reference Guide 5  Notes: You can either enter the total Planned Work for all resource members or the Planned Work required for each resource. You can edit the Planned Work hours for each resource after the resources are assigned to the task. 8) Select Divide Hours to evenly distribute Planned Work hours across the group members. Note: If this option is left blank, NetSuite will populate the Planned Work hours for each resource. 9) In the Units field, select the default utilization percentage for the members. Note: This utilization will be applied to all resource members. You can modify values for each member. 10) Select the default Cost Method. OPTION A: Select Employee Cost to calculate the Labor Cost from the Employee Record. OPTION B: Select Unit Cost to enter a custom cost. 11) By default, the Billing Class is sourced from the project resource. Note: You can disable this feature if you would like to set a standard Billing Class all members assigned to this task. 12) Select a default Service Item to associate with each member. 13) Click [Add]. 14) Confirm that the Resource Group column is populated. 15) Click [Save]. Quick Reference Guide 6 Bulk Project Task Reassignment The Bulk Project Task Reassignment feature lets you reassign project tasks from one resource to another resource in a single step. This feature can be valuable when used together with project templates in replacing generic resources with final project resources. Set Bulk Project Task Reassignment Preference By default, only Project Managers have permission to perform bulk task reassignments. However, you can set this permission for any project resource using the Project Resource Role feature, such as a Project Lead. Steps 1) Perform a Global Search to search for the Job Resource Roles page. 2) Click Edit next to the resource role. 3) On the Project Resource Role page, select the Allow Replacing Task Assignments in Bulk. 4) Click [Save]. Reassign Project Tasks in Bulk Steps 1) Perform a Global Search to locate the Project record. 2) Click the Resources subtab > Resource Details sublist. 3) Click the Reassign Task icon next to the resource that you want to reassign. 4) The Reassign Tasks window, select a Resource that will be reassigned to work on the tasks. Note: The resource must be allocated to the project to be eligible for task reassignment. 5) (Optional) Select Update Task Properties to make a bulk update to the task assignment. Notes: With this option, you can perform a bulk update of the Service Item, Billing Class, Unit Cost, and Unit Price for all selected tasks. If you leave any field blank, the values will be cleared on all selected tasks. 6) Select Apply next to each task you want to reassign. Clear a checkbox if you want to keep a task assigned to the original resource. 7) Click [Process]. Quick Reference Guide 7 8) A prompt displays confirming the reassignment. Click [OK]. 9) On the Resource Details sublist, confirm that the Reassign Tasks icon is displayed next to the resource. 10) Navigate to the Schedule subtab. 11) Confirm that all selected tasks are automatically reassigned to the new resource. Quick Reference Guide 8