The Basics

The Resource Hero Matrix and Time Tracking interfaces

Overview

Resource Hero comes pre-configured for use on the Opportunity object but can be configured to work with almost any standard or custom object including Accounts, Leads and Cases.

Resource Hero will even work with objects from other apps that you have installed from the Salesforce AppExchange.

 

Time Tracking interface

The time tracking interface makes it easy to view and update actuals throughout the entire platform. The Time Tracking Interface can be added on the Home tab, Resource detail page and any object detail page that is configured to work with Resource Hero, such as Opportunities, Cases, and Project.

For more details, view the Record Time Tracking – Setup and use support post.

 

The Resource Hero Matrix

navigation

Time Range and Navigation

The view and navigation controls can be found at the top of the matrix.  Let’s look at each in detail:

View

Resource Hero allows you to view your data in Month, Week, Day or Time tracking views.

You can think of how these views will display your data by saying “I want each column in the matrix to represent one X” where X is the view that you are selecting.  For example, if you select the  Day view, each column will represent one day.

Time Range

The available options for the Time Range selector will depend on the view that you have selected.

  • If you select the Day view, your available time ranges will be the calendar months.
  • If you select the Week view, you have a range of options to include calendar quarters, entire year, etc.
  • If you select the Month view, the time range will default to entire year.

Year

The Year selector allows you to select the calendar year + / – 10 years and will always default to the current year

Calendar Week

If you are viewing the matrix in the Time Tracking view, you will also have a control that allows you to select the calendar week.

calendar-week-full

Navigation Arrows

On either side of the time selection dropdowns are the blue navigation arrows that allow you to move left and right depending on the time options that you have selected.  For example, if you are looking at the Week view on the 4th Quarter of 2016 and click on the right navigation arrow, your view will change to the 1st Quarter of 2017.

 

Entering data into Resource Hero

entering-data-in-the-matrix-v2

Hours

The matrix looks and acts just like a spreadsheet allowing you to use your arrow, tab and enter keys to move around and uses standard keyboard commands like copy, paste and undo.

Inputting data is as easy as selecting a cell and typing in a number.

Forecasts and Actuals

Each matrix is configured to work with either Forecasts or Actuals.  Data entered into the Forecast matrix represents the hours that you think you will spend on a specific effort, while data in the Actual matrix represents the hours that you did spend.

Utilization Coloring

For each Resource that you create, you are required to set a Min Target Weekly Hours and a Max Target Weekly Hours.  As you are entering data, Resource Hero takes into account all of the records that a resource is assigned to for the current selected day, week or month and, after comparing to the resources target min and max weekly hours, provides real time color feedback:  gray if a Resource is below their target, green if they are within their target and red if they are over their target.

Notes

In addition to entering hours into the matrix, on the Day and Time Tracking views there is also a mechanism for entering in Notes.

Clicking on the Show Notes button will display the notes entry field and it will be activated after you select a cell from the matrix.

entering-notes

Saving

After the first time that you make a change to a matrix, you will notice that the Save button turns from grey to red.  This is a reminder that you have unsaved changes.

Once you have finished entering your data, click the Save button to store the data in your Salesforce database.

How is data saved in Salesforce?

Data is stored differently depending on the View that you are using.

If you enter data while on the Day or Time Tracking views, hours will be saved exactly as you have entered them.

For the Week and Month views, hours are broken down based on your work week settings.

Examples:

  • On the Week view we enter 40 hours into the week of 10/24/2016 and click save.  Switching over to the Day view we can see that the 40 hours was split up into 8 hours for each work day.
  • On the Month view, we enter 210 hours on October 2016 and click save.  Switching over to the Day view we can see that the 210 hours was split up into 10 hours for each work day (as there are 21 work days in October 2016).
  • For additional details on how data is stored in Salesforce as well as how to customize your work week settings, see the Resource Hero Data Model and Customizing Custom Setting support posts.

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