Introduction

1. Structure and qualify your different expense items,
   
2. Simplify the entry of budget lines by pre-filling the elements defined for a resource (category, unit price, nature of purchase, fixed asset, description, etc.),
   
3. Analyze your expenses by resource.

Dashboard

Access the Resources module by clicking on on the left sidebar to navigate to the Resources dashboard :

From this screen:

You can access to your resources sorted by category/subcategory in the sidebar and a search bar is available.

Indicators for your resources give you a quick overview:

1.  Ratio of budget managed via resources per category
   
2. Top 10 resources impact your budget (on your current budget). Click directly on a line to access one of these resources.
3. Unused resources (in your current budget) in order to quickly identify a budget line forgotten in your budget or a resource that you no longer consume and that should be archived.

 At the bottom of the screen, the table summarises the main information about all your resources.

 Managing a resource

States

A resource can have 4 states :

1. Referenced : the resource has been created but has never been used in a Fiscal year. The resource can be used in your Budget lines.
2. Active : the resource is used in your current budget
   
3. Inactive : the resource was used in a past Fiscal year but is not used in the current budget.
4. Archived : the resource has been archived and is therefore no longer shown in the resource catalogue by standard. It can therefore no longer be selected in a budget line.

Creation

To create a resource:

1. Click on ,
   
2. Complete the mandatory elements (category and name) and configure the characteristic elements of the resource,
   
3. Save.
   

The resource will then takes on the status "Referenced", and can now be selected in your Budget lines.

 You can also create resources from a budget line and from a supplier's Resources area.

Deletion

To delete a resource, it must not be used within a budget line and be in the Referenced state:

1. Select the resource,
   
2. In the detail block, click on Delete and confirm.

For active or inactive resources (which are therefore used in the current budget or a previous budget), you can only archive them.

Archiving

To archive a resource:

1. Select the resource,
   
2. In the detail block, click on Archive and confirm.
   

By default, resources that have been archived are no longer visible. You can display them in your resource catalogue by checking the Display archives option in the sidebar.

Resource configuration    

Qualification

1. Name : Define the name of the resource which will be visible on selection in your budget lines.
   
2. Category : A resource must be characterised by its category (Hardware, Software, External Services, etc.). Categories cannot be modified and correspond to the budget sections defined by the CIGREF repository cost analysis model.
   
3. Subcategory : For a given category, you can characterise the resource by a sub-category, which allows you to organise/order your resources (type of Software, Network/Server/Workstation Hardware, etc.). The sub-categories are configurable, with only a few values imposed by the CIGREF repository cost analysis model. If you have Administration rights, you can configure this list by clicking on   .
   
4. Description : This area allows you to fill in any information you wish (history, pricing policy, changes, etc.).
   

Purchase lines and linked resources

1. For software, this feature allows you to describe, for example, purchase lines corresponding to the acquisition of licences and other lines to annual maintenance.
   

2. For hardware, for example, it can be used to describe a range: for a laptop Resource, VIP, Developer and Standard purchase lines.
   

Detail

1. Additional name : this field is particularly useful when you have several purchase lines for the same resource in order to distinguish them. In the detailed budget views, the name of the selected resource will then appear as follows: [resource name] / [additional name]. 

1. Purchase nature : purchase nature depend of the category. The default values correspond to the budget sub-budget sections defined by the CIGREF repository cost analysis model. The Category / Purchase type mapping integrated into the environment is as follows:

Category	Nature of purchase
Other	Expenses
Personnel costs	Expenses
Overheads	Expenses
Software	Purchases
Software	Small software Purchases
Software	Rentals & royalties
Software	Maintenance
Hardware	Purchases
Hardware	Small equipments purchases
Hardware	Hardaware supplies
Hardware	Rentals
External services	Technical assistance
External services	Fixed prices
External services	Consulting fees
Internal profiles	Salaries charged
Online services	Subscription
Telecom	Subscription

1. Supplier : You can specify the supplier of the resource if it is known and unique. Note that you can find all the resources linked to a supplier directly on its supplier sheet.
   

1. Archive the resource so that it is no longer available for selection in your budget lines (only if it has already been used)
   
2. Delete the resource so that it disappears from the resource catalog (only if it is referenced and has therefore never been used in your budget)

Values & Budget

All categories

The values you fill in enable you to define the price characteristics that will be automatically included in your Budget lines when the Resource is selected:

1. Unit price : price of 1 resource
   
1. By : define the unit of the resource: Workstation, Server, Equipment, Unit or Person.
   
2. By : sset the payment frequency to one of the following: month, quarter, half-year or year.

3. It is advisable to follow the billing frequency to fill in the unit cost in order to better structure your budget and facilitate the budget/consumption reconciliation: if you have a monthly billing subscription, fill in the monthly price, if the billing is annual, fill in the annual price. 

2. Quantity : This indicative field allows you to keep inventory information on the number of resources you have. This field therefore does not impact your budget elements.
   
3. VAT : Enter the VAT that will be applied by default to the selection of a resource in a budget line.
   
4. Immobilizable : Check Yes if the purchase line is by definition always immobilizable (server purchase, software, etc.).
   
5. Details : This free area allows you to store your notes.

External services

Internal profiles

1. Manage payroll :

1. Choose No if you wish to allocate this Resource in order to establish a budget (MD (Man Day) and/or €) for your Projects and Activities
   

1. Define the resource's ADR (which will be taken by default in the budget lines before the actual assignment of a Collaborator). Enter 0 if you do not want to value the cost of your internal profiles within your Projects and Activities. Also select the Resource's skills profile.
   

1. Choose Yes if you wish to define the overall salary for a team and not manage the individual remuneration of Collaborators. This Resource will not be available in team assignments.
   

1. Define the team's annual loaded salary.

If you manage the payroll of teams in your budgets via resources, it is important to not value the assignments of your internal Collaborators to Projects and Activities in €, as this could result in double counting. You should therefore apply an ADR (average daily rate) of €0.

The Management module can also be used to manage the remuneration of Collaborators. In this case, the system can be used to value the assignments of internal Collaborators without double counting.

Using a resource in Abraxio

Budget lines

1. You can use your resources on your Budget lines to pre-fill the characteristics defined on your resource (category, purchase type, price...).
   

2. When a resource is used within a budget, it becomes active.

To quantify your projects and activities by defining a skills requirement (Profile) and an associated cost, it is recommended to use resources from the External Services and Internal Profiles categories.

In fact, you can create Quotation charts by defining generic resources based on standard profiles.

For example "Junior Project Manager / ADR €500", "Senior Project Manager / ADR €700".

Once your projects and activities have been qualified and valued, you can proceed with staffing by assigning Collaborators who can carry their own ADR (Average Daily Rate).

For occasional expertise from your Contractors, fixed-price contracts or any service that does not require staffing / workload management, describe the Resource in the traditional way, with the associated supplier.

To find out more about team workloads, see the documentation for the Management and Portfolios modules.