Matching Resource Skills to Project Requirements

When deciding what Resources are the best fit for a Project, you may wonder how you’re able to match your workers who possess different skill sets to fit with required project demands. Here’s a step-by-step guide on doing just that. 

Must Know

• Resources, Tasks, and Project may use a variety of Data Fields for this type of skill matching. 
• Use a Single Project View for the actual Task assignment. 
• All Admins and Owners will be able to access all these features. Normal Users require Project, Resource, and Data Field rights in order to proceed. 

Match Skills to Project Demands

Step 1. Add Project Data Fields

Start by adding Project Data Fields to define a Project’s requirements. 

1. Open the Project List.
2. Click on Data Fields in the Toolbar.
   
   
   
   
3. Add new Data Fields
   NB! Data Fields will be displayed across all Projects, but only those you mark “required” will need to be assigned values. 
4.  Click on a Project to open the Project Edit Dialog and assign values to Data Fields from there.
   
   
   
   

Step 2. Add Task Data Fields

If unique skills are different for each Project’s Tasks, it’s possible to add skill requirements on the Task level as well. Do this by adding Task Data Fields and values to each of the Projects’ Tasks. 

1. Click on any Task to open the Task Edit Dialog.
2. In the Toolbar, click Data Fields
   
   
   
   
3. Add new Data Fields where applicable.
   NB! Data Fields will be displayed across all Tasks, but only those you mark “required” will need to be assigned values. 
4. Press Save and hit the back button to return to the Task Edit Dialog to assign values to each Task.
   
   
    

The Best Data Fields for Project and Task Requirements
List - Create a field with a dropdown list of values, for example: rigging, supervisor, welding, Java Script, etc.
Check - A binary box that can be checked yes or no, for example: special certification needed, billable, etc.
Text - A text box of different sizes. Insert any text, numbers or special characters. For example: a brief description of the task, or all the necessary skills separated by commas.
User - Link a User to a Task or Project, for example, supervisor, maintenance, or field worker, etc.

Step 3. Add Resource Data Fields

Resources also need to be defined via their own Data Fields. This is a good way to add different skill sets, certifications, and areas of expertise for team members or equipment. 

1. Open the Resource List.
2. Click on Data Fields in the Toolbar.
3. Add New Data Fields hit Save.
4.  Return to the Resource List. Click on individual Resources to assign values from the Resource Edit Dialog.
   
   
   
   

Step 4. Customize a Single Project View

A Single Project View is the work breakdown structure (WBS) for your project. Here you can see the timeline, Tasks, and Resources assigned to a given project. Use a combination of Filters to narrow down the Data Fields values in order to find the best resource for your project’s tasks.

1. Open the Project you’re scheduling into a Single Project View.
2. Click on Filtering in the Toolbar.
3. Add Filters to single out Resources that match your Project and Task requirements.
4. Add availability filters to see who can take on the job.
   
   
   
   
5. Press Apply and Save to return to the Single Project View.
6. Click the All Resources button to see the available resource pool.
   
   
   
   
7. Drag and drop new Tasks or drag unassigned Tasks to the Right resource.
   Tip! Double check that you’re scheduling the right resource for a given job by clicking on the individual Tasks to see its exact requirements. 

Skill Matching in Use 

Use this workflow anytime you have a project with specific resource requirements. For example:

• Jobs that require special certifications for example, a license for type of machinery
• Work that only certain roles can accomplish for example, a special effects supervisor
• Tasks where experience and skill sets are a prerequisite, for example, rigging or B1 knowledge.
• Quickly check on certification status for job eligibility.
• Keep information up to date as people develop and add new skills.

Next Steps

Read more about skill matching in our Whitepaper on skills management. Or see how taking the time schedule the right resource for the job can benefit your team, project completion rate, and customer satisfaction. 

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