Employee Resources

A Work Order Task can include a list of employees involved in completing the activity. These records, which are referred to as Employee Resources, are used to track time and cost data related to the task.

A Work Order Task's Employees grid lets users associate workers with that work activity. If the corresponding Task Setup record lists default Employees for the activity, the system automatically adds those people to the Task's Employees grid whenever the Task is included on a Work Order.

Select the desired Work Order's Tasks grid.
Click the button to expand the Task record to which you want to add an employee.
Select the Employees grid and click the button. The Employees form appears:
Use the Resource pick-list to select an employee (required). By default, the pick-list displays Employees associated with the Work Order's Category.
Enter a Group Number if you intend to group the Employee with other resources on the Task.
Complete other fields, as desired.
Click the button to save the record. The new Employee now appears in the Task's Employees grid.

Click the button next to the Employee record that you want to modify.
Enter the amount of time the employee spent on-task.
- If you are using the normal time fields, enter the number or hours the employee was used in the Units field and select the appropriate rate in the Time Cost field. This could be regular time, overtime, external regular time, etc.
  More information about Time Costs
- If you are using regular time fields, enter the number of hours the employee was used in the Regular field.
- If you are using the overtime fields, enter the number of hours the employee was used in the Overtime field.
If necessary, enter the Res Start Date/Time, Res End Date/Time. (Res = Resource)
Click the button to save the record.

In the Work Orders module, click the to expand the desired Work Order record.
In its Tasks grid, select one or more Task records to which you want to add employees.
Click the Toolkit in the Tasks grid and select the Add Multiple Employees | Selected Record(s) tool. The following pop-up appears:
Click the Resource picklist. A pop-up similar to the following appears:
- The list initially displays Associated options of Employees with the same Category as the Work Task. Select Show All to view Employees associated with a different Category.
- Use the Page arrows to navigate to additional pages of Employees to select from.
Use the checkboxes to select one or more Employees.
Click Select. The window returns to the original Toolkit pop-up.
If known enter the Units worked:
- To automatically calculate Units:
  - Mark the Auto Calculate Units box. The Units field becomes read-only, and the system calculates the Units value based on the Res Start Time and Res End Time.
  - Note: This option is automatically enabled if the "Default Auto Calculate Units to True for Toolkits" Work Option is enabled.
  More information about auto-calculating Units
- To manually enter Units:
  - Enter the time the employees spent on the task in the Units field.
  - Click the Time Cost button to choose the type of time the Employees worked from the pick-list.
  More information about Time Costs
  - Click the Select button.
If necessary, enter Regular Time Hours and/or Overtime Hours.
Click OK to save the record. The selected employee records are added to the task and populated with the entered information.


Resource*		Identifies the assigned employee by his or her agency-defined, unique ID. The list of Employees comes from the Work > Administration > Work Flow Setup > Employee Setup module. By default, this picklist displays Employees associated with the Work Order's Category. You may, however, opt to Show All records. If you have the Ability to Associate permission, a prompt appears when you close the record asking if you would like to associate the selected Employee with the Work Order Category.
Alt Description		Provides a secondary description of the person.
Department		Identifies the section of the organization to which the person belongs.
Division		Identifies a subsection of the organization to which the person belongs.
Class		Distinguishes the employee using agency-defined criteria.
Group Number		Assigns the employee to a particular group of selected Task Resource records. For example, the Group Number field can be used to group an Employee with a specific piece of Equipment or with Materials that they are authorized to use.
Account #		Indicates the reference number for the general account billed for the employee's work on the Task. The system can be configured to handle account numbers in various formats. The format dictates how users complete this field. More information about Account Number formats If this field is left empty and the "Populate empty WO Resource Acct# w/Task" Work Option is enabled, the system copies the Account # on the Task record here.
Proj No - Acct	Indicates the reference number for a specific project account that should be billed for the employee's work on a task. An agency can configure Lucity to handle project numbers in various formats. The configuration determines how users complete this field. More information about Project Account Number formats The system automatically applies the Task's Proj No - Acct value to related Resource records if the Resource's Project Number Account # field is left empty and the "Populate empty WO Resource Acct# w/Task" Work Option is enabled.