What is this feature?
This feature allows project managers to designate a resource within a project as a shadow resource for another resource.
Why is it needed?
IT consulting and service companies often seek to optimize resource allocation by allowing a junior shadow resource to take on some responsibilities of a senior resource. This is particularly useful when senior resources are involved in multiple projects concurrently, as it enables junior resources to support them. By assigning shadow resources, companies can effectively alleviate the workload of senior resources, allowing them to focus on high-priority tasks across various projects. This practice not only enhances resource utilization but also maximizes return on investment (ROI) for the company.
How does it work?
To assign a shadow resource to an existing resource in a project, navigate to the Project section from the left navigation pane on the Keka Portal. Click on the Projects tab, ensuring you are on the Project List tab, and select Active Projects.
On this page, you will find a list of currently active projects. Choose the project to which you wish to assign shadow resources. Then, proceed to the Team tab on the Project page to begin adding the shadow resources.
Choose the resource for which you would like to assign a shadow resource. In the Actions column, click on the three-dot menu, and from the dropdown menu that appears, select "Assign a Shadow."
You can assign a resource as a shadow resource only after adding that resource to the team first.
In the Assign Shadow Resource window, choose the resource you wish to designate as a shadow for the selected resource from the drop-down menu. After making your selection, click on the Assign button to confirm the assignment of the chosen resource as a shadow.
In the confirmation window, click on "Yes, Proceed" to finalize the addition of the shadow resource.
You will now find the newly assigned shadow resource reflected in the team list.
After the shadow resource is assigned, any billable hours they log on their timesheet will be billed at the same rate as the primary resource they are supporting. Additionally, when generating an invoice, you will be able to identify which resource received support from a shadow resource.
Important Notes
- A resource can only be assigned as a shadow to one primary resource at a time. To designate the resource as a shadow for someone else, you must first unassign them from their current shadow role.
- You have the flexibility to remove a shadow resource at any time. However, if the shadow resource has logged billable hours that have already been invoiced, those invoices will remain unchanged. Any un-invoiced hours logged by the shadow resource will not be included in future invoice calculations.
- Deleting a resource that is currently designated as a shadow is not permitted. You must first remove their shadow assignment before you can delete the resource.
- Similarly, if you want to delete a shadow resource that is assigned to another resource, you must unassign them as a shadow before proceeding with their deletion from the project.
We hope this information has clarified how to effectively assign shadow resources within your projects. If you have any further questions or need assistance, please don’t hesitate to reach out to our product experts for support!
For more information on how to add costs to resources, please click here. Adding Cost to Resources