Admin | Resources & Users

Go to the Admin Overview page

Topics

• Resources/Users | Purpose
• Resources/Users | Creating
  • Lifecycle
  • Type
  • Role
  • Is Approved, Is Locked Out, Failed Attempts
  • User-level Visibility Options
  • Write Permissions
  • Assigning Department
  • Assigning Projects
  • Assigning Training
  • Send Invitation

Resources/Users | Purpose

Assigning tasks to resources and users, as opposed to not assigning tasks to anyone...

• Ensures accountability
• Enables us to accurately assess resource demand/loading so we can properly staff projects and ensure project timelines are realistic

Resources/Users | Creating

• Click Add to create a Resource/User...
  
  
  • First Name = e.g., Clark
  • Last Name = e.g., Kent
  • Short Name = typically <First Name> <First Initial Last Name>, e.g. Clark K, or an alias, e.g., Superman. This is the name as it appears next to tasks in the Game Plan.
  • Capacity (hrs/day) = Number of hours a resource works per day, e.g., 8 hrs/day
  • Availability (hrs/day) = Amount of time a resource can work per day on project tasks (not otherwise busy in meetings, taking breaks, etc.), e.g., 5 hrs/day
  • Username = The unique identification a person uses to sign in to Playbook, typically the user's email address. For Single Sign-On (SSO), it must match the user's email address in the corporate LDAP.
• Lifecycle
  • Not Active Yet = Resource has not completed training.
  • Active = Resource has completed training and can be assigned tasks.
  • Deactivated = Resource is removed from all views and cannot be assigned new tasks.
    

• Type

  • User = a person who will sign into Playbook, typically to update tasks and plans, etc.
  • Resource = someone or something that will be assigned tasks but will not sign into Playbook
  • Template = generically named resources used in template workflows, e.g., Mech Engr, Elec Engr, QA, etc.
  • Equipment = e.g, Robots, Machinery, etc.
  • Test Unit = e.g, Prototype Unit 1, Prototype Unit 2, Prototype Unit 3, etc.
  • Resource Pool = a group representing a collection of resources, e.g., Document Control, Mechanical Engineering, Analysts, etc.
  • Other / Person that won't sign in = a named person, e.g, Clark Kent. Tasks can be assigned to Clark, but he won't be signing into Playbook as a user. Someone else will manage his tasks.
    
• Role
  • There are five standard roles (indicated with an asterisk (*))... 
    

    *Level 1	Read-Only User	View-only access. Can't save anything.
    *Level 2	Casual User	Updates tasks daily and attends huddles Doesn’t create or manage plans Doesn’t attend rolling wave planning meetings
    *Level 3	Core Team Member	Updates tasks daily and attends huddles Creates and manages plans but isn’t designated as a Summary Owner Attends rolling wave planning meetings
    *Level 4	Summary Owner	Updates tasks daily and attends huddles, may also facilitate huddles Creates and manages plans and is designated as a summary task owner Attends rolling wave planning meetings
    *Level 5	Project Leader	Manage the plan structure and the integration between different workstreams. Creates and manages buffers & buffer charts Monitor threats to critical path, impacts to buffers, & captures impact reasons. Manage reports & buffer charts and provides updates to stakeholders.

  • Only one of the standard roles may be selected.
  • Select the role which best describes how the user will interact with Playbook, not necessarily their functional role in your organization.
  • A user's role determines their training curriculum (click here for details).
• In addition to the five standard roles, there are a few auxiliary roles...
  

  Manager	Lead the organizational change by demonstrating in-depth knowledge of Playbook Methods.  Assess team health, remove organizational impediments, and provide the team coaching and support.
  Admin	Has access to the Admin page to perform administrative functions.
  Reports Admin	Can change and save Shared reports created by other people in the Dashboard.

  • In addition to the standard role, one or more of the auxiliary roles may be selected .
  • Manager is intended for those people that would otherwise be a Read-Only user, however the training goes into more detail about the Playbook methodology (the why), so that they can better support the team to maximize Playbook's value.

• Is Approved, Is Locked Out & Failed Attempts
  • Is Approved? = If checked, the user can sign in to Playbook. Uncheck when a user should no longer have access to Playbook.
  • Is Locked Out? = If checked, there were too many unsuccessful login attempts (ten). See "Failed Attempts".

• • Failed Attempts = Number of times the user has attempted to sign in and failed due to entering the incorrect credentials. If a user is locked out, uncheck "Is Locked Out" and reset the Failed Attempts counter to zero.
    
• User-level Visibility Options
  

  • All unrestricted projects in user’s group and restricted projects user is active on - typically used for all employees

  • Only projects user is active on - typically used for contractors, vendors, etc.

  • All projects - typically used for Admins, and Managers when Group visibility is unrestricted
  • All projects in user's group - typically used for Managers when Group visibility is restricted
    
• Permissions
  • Read/Write = Can view and save (most users)
  • Read Only = Can view but cannot save
    
• Department (click here for details)
  • A user can only be in one department
  • Which in turn determines the Group the user is affiliated with
    
• Assigning Projects
  • Only resources assigned to a project can be assigned tasks on that project.
    
  • All standard email notifications are in the "Misc. Other" project, therefore all users shall be assigned to the "Misc. Other" project.
    
• Assigning Training (click here for details)
  • A user's role determines their training curriculum.
  • For example, a user designated as Role = "(Level 3) Core Team Member" will automatically be enrolled in the "(Level 3) Playbook for Core Team Members" course.
    

• Send Invitation
  • When checked, an email is sent to the user with a link to set their password. 
    
  • And a link to access their training. Training courses never expire.
  • Upon completion of a course, the user is automatically enrolled in the next "Advance" course.