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Assigning employees to projects and profiting from monitoring hours with Invantive Vision
In this video you will see how you can assign employees to projects.
You will also see how many of the allocated hours are actually worked.
Invantive Vision has several interfaces to work with.
Here we use the Outlook add-in and the web user interface.
The web interface works with just about every modern browser. I am using Firefox.
The first step to assigning employees to projects is done via the web interface.
With your user name and password you log in.
On the right side, you can choose the language that you want displayed in the login screen. There are ten languages available.
To begin, first login.
The main screen appears.
Various graphics give an overview of the projects that you are associated with.
Here you can also search for and update all project information from the menu.
The menu may look different dependent on your specific rights.
To assign people to projects you use 'Project Allocations' in the main menu 'Administration'.
If you click here it will take you to the 'Project Allocation' screen.
In this screen you can search on various criteria such as project, start date, end date and work schedule.
In the search dialog you see which project allocations fit your criteria.
Below you can enter or update data.
You are going to assign an employee to a project.
First choose the project and the person you want to assign.
In this case, project 'C503.DNB' and employee 'Aeilkema'.
Now fill in the begin and end date of the period in which the employee is supposed to work on the project.
In this case is it is from 4 January to 24 March 2012.
After this you indicate what the employee's work schedule is within the project.
In this case Mr. Aeilkema works 40 hours per week on the project.
Then you enter the minimum and maximum amount of hours that the employee is allowed spend on the project.
In this case is the minimum number of hours 40 and the maximum 60.
You expected him to spend 80% of the work schedule on the project.
You can specify the legal relationships with the three check marks.
To add the assignment to the project click on 'Add'.
The employee can write hours to this project.
For writing hours you use Microsoft Outlook, the web interface or your own software.
You are now using Microsoft Outlook for registering hours worked.
We are going through the steps for writing hours at a fast pace.
In another video we explain this in further detail.
To write the hours, first open the Outlook Calendar.
The first hours were made on Thursday starting at 8:30. I place my first appointment there.
At this time there was an internal consultation about this project.
This consultation lasted 1 hour.
Next you assign a work type. This is important because different tariffs may apply per work type.
In this case the hours fall under the work type 'Analysis'.
The work type is recognizable by the color of the appointment in the calendar.
Additionally, there are hours worked for this project on Friday. I also fill these in here.
During this appointment the status of the project is discussed with the client.
This lasted from 9:30 to 13:30.
Also here I specify the work type 'Analysis'.
But there is not yet a project assigned.
You can do this for multiple appointments in one go.
First select both appointments.
Then click with the right mouse button on one of the appointments and choose 'Assign Attribute'.
Select the project to which the hours in your calendar are related.
The project code is added to both appointments. Between the brackets you can see that it is related to DNB and IFRS.
To show the timesheet click on 'Update Agenda'.
Here you see the work schedule and the hours worked per day.
When you click on the 'Open' button, you see the timesheet in Adobe PDF format.
This way you can quickly give a client an overview of the hours worked for a particular project.
Using the Outlook Add-in you can easily register hours.
Using the browser you can look up an overview of the assigned versus the worked hours.
First click on 'Administration' and then on 'Project Allocation Overview'.
In this screen you can limit the overview to specific projects and/or employees.
In this case you only want to see the project 'C503.DNB IFRS'.
And the employee 'Aeilkema'.
Click the 'Run' button in order to call up the overview.
In this overview you can find among other things, the to be worked hours, capacity utilization, labor productivity and hours worke.d
Mister Aeilkema worked on the project 5 hours in January 2012. He has to account for 144 hours.
Thank you for your attention. Do you have any questions? Discover www.invantive.com or e-mail to info@invantive.com.