Resource Allocation

Guide to adding, configuring, and managing resources in projects

Resource Allocation Guide

Learn how to allocate equipment and services to projects, configure maintenance schedules, and manage resource lifecycles.

Overview

Resources in Mantis represent physical equipment or services that are deployed to client projects. Each resource has:

• Status tracking (DISPONIBLE → RENTADO → DISPONIBLE)
• Cost management (rental and maintenance costs)
• Maintenance scheduling (based on frequency types)
• Commitment dates (operation start and end dates)

Mantis supports two resource types: EQUIPO (physical equipment like tanks, pumps) and SERVICIO (services like maintenance contracts).

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Adding Resources to a Project

1. Open the Project

   Navigate to the project detail view and select the Recursos Asignados (Assigned Resources) tab.

2. Click 'Asignar Recursos'

   Click the Asignar Recursos button in the top-right corner. This opens the resource allocation form at /projects/<id>/resource-form.

3. Search and Select Resources

   Use the autocomplete search field to find available resources:

   Search by:

   • Resource code (e.g., “TQ-001”)
   • Equipment type (e.g., “Tanque”, “Bomba”)
   • Description

   The autocomplete only shows resources with status DISPONIBLE (available).

   Physical equipment can only be assigned to one project at a time. Services can be assigned to multiple projects.

4. Configure Each Resource

   For each selected resource, configure the following in the table:

   Required Fields

   Fecha Inicio (Start Date) *

   • The date when this resource begins operation on the project
   • Must be on or after the project start date
   • This date triggers the status change from DISPONIBLE → RENTADO

   Cost Configuration

   Costo Alq (Rental Cost)

   • Daily rental rate for equipment (not applicable for services)
   • Used for project cost calculations
   • Defaults to 0.00

   Frec. Alquiler (Rental Frequency)

   • Always “Diario” (Daily) for equipment
   • N/A for services

   Maintenance Configuration

   Mant (Maintenance Checkbox)

   • Enable to schedule preventive maintenance
   • Automatically checked for SERVICIO resources
   • Optional for EQUIPO resources

   Frec. Mant (Maintenance Frequency)

   • Choose frequency type:
     • Por intervalo de días: Every N days (e.g., every 3 days)
     • Días de la semana: Specific weekdays (Mon, Tue, etc.)
     • Días del mes: Specific dates of the month (1-31)

   Costo Mnt (Maintenance Cost)

   • Cost per maintenance event
   • Used for total project cost projections

   Service-Specific Fields

   Equipo Físico (Physical Equipment) - For services only

   • Optionally link the service to a specific physical equipment
   • Used when a service (like pump maintenance) is tied to a particular equipment unit
   • Select from dropdown of unavailable equipment already on the project
5. Add Multiple Resources

   Repeat the search and configuration process for each resource. You can add multiple resources before saving.

   To remove a resource from the list before saving, click the trash icon in the Actions column.

6. Save Resource Assignments

   Click Guardar Recursos (X) where X is the count of resources to be added.

   The system will:

   • Create ProjectResource records
   • Change equipment status from DISPONIBLE → RENTADO
   • Generate maintenance schedule entries in the calendar
   • Calculate project costs

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Resource Status Lifecycle

Status Flow Diagram

Status Descriptions

DISPONIBLE (Available)

Characteristics:

• Resource is in inventory and ready for deployment
• Appears in autocomplete search when adding resources
• No active project assignment
• Can be assigned to a new project

When it changes:

• Automatically changes to RENTADO when assigned to a project with a start date

RENTADO (Rented)

Characteristics:

• Resource is currently deployed on an active project
• Has an operation_start_date set
• No operation_end_date (or end date is in the future)
• Appears with “ACTIVO” badge in resource table

When it changes:

• Changes back to DISPONIBLE when an operation_end_date is set (past or present)
• Changes to RETIRADO if resource is permanently removed from service

RETIRADO (Retired)

Characteristics:

• Resource is permanently out of service
• Appears with “RETIRADO” badge in red
• Cannot be edited or deleted
• Cannot be assigned to new projects
• Remains in historical records for reporting

When it’s set:

• Manually set by admin when equipment is damaged, sold, or decommissioned
• This is a terminal state - cannot be reversed

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Managing Existing Resources

Editing Resource Configuration

1. Open Edit Modal

   From the Recursos Asignados tab, click the EDITAR button next to the resource you want to modify.

2. Modify Settings

   You can update:

   • Detailed description
   • Rental cost
   • Maintenance configuration (frequency, cost)
   • Operation end date

   You cannot change the resource type or the assigned equipment once saved. To change these, you must delete and re-add the resource.

3. Save Changes

   Click Save to update the resource configuration. Changes take effect immediately.

Releasing Resources (Setting End Date)

When equipment is returned from a project:

1. Edit the Resource

   Click EDITAR on the resource in the Recursos Asignados tab.

2. Set Operation End Date

   Enter the date when the resource was returned or service ended in the Fecha Fin field.

3. Save

   Click Save. The system will:

   • Change resource status from RENTADO → DISPONIBLE
   • Make the resource available for assignment to other projects
   • Stop generating future maintenance events
   • Calculate final costs for the rental period

Set end dates as soon as equipment is returned to keep inventory status accurate in real-time.

Removing Resources

To delete a resource assignment from a project:

1. Click 'ELIMINAR'

   In the Actions column of the resource table, click the ELIMINAR button.

2. Confirm Deletion

   Click ELIMINAR again (the button will show “CONFIRMAR”) to confirm.

   You can only delete resources that are:

   • Not in a work sheet (no “EN USO” badge)
   • Not retired (no “RETIRADO” badge)
3. Resource Removed

   The system will:

   • Delete the ProjectResource record
   • Change equipment status back to DISPONIBLE
   • Remove associated maintenance events

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Maintenance Frequency Configuration

Frequency Type: DAY (Interval Days)

Schedule maintenance every N days.

Example Configuration:

• Frequency Type: Por intervalo de días
• Interval Days: 3
• Result: Maintenance scheduled every 3 days starting from operation_start_date

Use Cases:

• Oil changes (every 7 days)
• Filter cleaning (every 3 days)
• Regular inspections (every 30 days)

Start Date: March 1
Schedule: March 1, March 4, March 7, March 10, March 13...

Frequency Type: WEEK (Weekdays)

Schedule maintenance on specific days of the week.

Example Configuration:

• Frequency Type: Días de la semana
• Weekdays: Mon, Wed, Fri (select by clicking buttons)
• Result: Maintenance scheduled every Monday, Wednesday, and Friday

Use Cases:

• Weekly service visits (every Monday)
• Bi-weekly checks (Mon and Thu)
• Weekend maintenance (Sat and Sun)

Week 1: Mon (Mar 4), Wed (Mar 6), Fri (Mar 8)
Week 2: Mon (Mar 11), Wed (Mar 13), Fri (Mar 15)...

Frequency Type: MONTH (Month Days)

Schedule maintenance on specific dates of each month.

Example Configuration:

• Frequency Type: Días del mes
• Month Days: 1, 15 (select from grid 1-31)
• Result: Maintenance scheduled on the 1st and 15th of each month

Use Cases:

• Monthly calibration (1st of month)
• Semi-monthly service (1st and 15th)
• Quarterly maintenance (1st, 10th, 20th)

March: 1st, 15th
April: 1st, 15th
May: 1st, 15th...

If you select a day number that doesn’t exist in a month (e.g., 31 in February), that occurrence will be skipped.

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Cost Management

Understanding Cost Types

Mantis tracks two types of costs per resource:

Rent Cost (Costo Alq)

• Daily rental rate for equipment
• Calculated for each day the resource is RENTADO
• Only applies to EQUIPO resources
• Used formula: total_rent = daily_rate × days_rented

Maintenance Cost (Costo Mnt)

• Cost per maintenance event
• Multiplied by the number of scheduled maintenance occurrences
• Applies to both EQUIPO and SERVICIO
• Used formula: total_maintenance = cost_per_event × scheduled_events

Viewing Cost Summary

At the bottom of the Recursos Asignados tab, you’ll see:

Total Recursos Card:

• Count of all resources
• Breakdown: X Equipos y Y Servicios

Costo Total Card:

• Sum of all rental costs + maintenance costs
• Displayed in GTQ (Quetzales)
• Updated in real-time as resources are added/removed

Cost Calculation Example

Scenario:

• 5 water tanks @ Q50/day rent × 90 days = Q22,500
• 1 pump service @ Q200/maintenance × 30 events = Q6,000
• Total Project Cost: Q28,500

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Resource Table Reference

The Recursos Asignados table displays:

Column	Description
#	ProjectResource ID
Tipo	EQUIPO or SERVICIO
Código	Resource code with status badges (ACTIVO/RETIRADO, EN USO)
Descripción	Detailed description of the resource
Costo	Daily rental cost (formatted as currency)
Frecuencia	Rental frequency (always “Diario” for equipment)
Fecha Inicio	Operation start date
Fecha Fin	Operation end date or “Indefinido” if ongoing
Acciones	EDITAR and ELIMINAR buttons

Status Badges

• 🟢 ACTIVO (Green): Resource is currently rented to the project
• 🔴 RETIRADO (Red): Resource is retired and cannot be edited
• 🔵 EN USO (Blue): Resource is currently in a work sheet

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Best Practices

When Adding Resources

1. Verify Availability: Double-check equipment is available before promising to clients
2. Set Accurate Start Dates: Align with actual deployment, not contract signing date
3. Configure Maintenance Immediately: Set up maintenance schedules during resource assignment
4. Document Descriptions: Use detailed descriptions to identify specific equipment units
5. Review Costs: Verify rental and maintenance costs match current pricing

During Project Execution

1. Weekly Status Review: Check for resources nearing scheduled end dates
2. Maintenance Compliance: Use Calendar tab to ensure all scheduled maintenance is completed
3. Cost Tracking: Monitor cumulative costs in the summary cards
4. Update End Dates Promptly: Set end dates immediately when equipment is returned
5. Document Issues: Use resource notes to track any problems or repairs

Before Project Closure

1. Release All Resources: Ensure all resources have operation_end_date set
2. Verify Status Changes: Confirm all equipment shows DISPONIBLE status
3. Final Cost Review: Check total costs match invoicing
4. Maintenance History: Review calendar for completed vs. scheduled maintenance

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Common Issues and Solutions

Resource not appearing in autocomplete search

Possible Causes:

1. Resource status is RENTADO (assigned to another project)
2. Resource is RETIRADO (retired from service)
3. Wrong resource type (searching for equipment when you need service)

Solution:

• Check resource status in inventory management
• If rentado, wait for return from other project or select different equipment
• Contact admin to reactivate retired resources if needed

Cannot edit or delete resource

Problem: EDITAR and ELIMINAR buttons are disabled

Causes:

• Resource has “EN USO” badge (assigned to work sheet)
• Resource is “RETIRADO” (retired)

Solution:

• For “EN USO”: Remove from work sheet first, then edit/delete
• For “RETIRADO”: Cannot edit retired resources - create new resource assignment if needed

Maintenance not appearing in calendar

Problem: Set maintenance schedule but no events show in Calendar tab

Causes:

1. Operation start date is in the future
2. Maintenance checkbox not enabled
3. Frequency configuration incomplete (no weekdays/monthdays selected)

Solution:

• Edit resource and verify maintenance checkbox is checked
• Ensure frequency type has required selections:
  • DAY: interval_days > 0
  • WEEK: at least one weekday selected
  • MONTH: at least one month day selected
• Check Calendar tab for correct month (use month navigation)

Cost calculation seems incorrect

Problem: Total cost doesn’t match expectations

Checks:

1. Verify cost entered is daily rate, not monthly
2. Check operation_start_date and operation_end_date range
3. Count scheduled maintenance events in calendar
4. Ensure all resources are included in sum

Solution:

• Use formula: (daily_rate × days) + (maint_cost × events)
• Export resource list to verify individual calculations
• Review calendar for actual vs. expected maintenance count

Resource shows as DISPONIBLE but cannot assign

Problem: Status is DISPONIBLE but autocomplete doesn’t show it

Possible Causes:

• Resource is already assigned to THIS project
• Browser cache showing stale data

Solution:

• Check Recursos Asignados tab to see if already added
• Refresh the page to reload available resources
• Check resource filters in autocomplete component

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Resource Workflow Example

1. Day 1: Project Award

   Client “MINERA ABC” contracts 3 water tanks for 90 days.

2. Day 1: Resource Assignment

   • Open project in Mantis
   • Click “Asignar Recursos”
   • Search and add:
     • TQ-001 (Tanque 500 galones)
     • TQ-002 (Tanque 500 galones)
     • TQ-003 (Tanque 1000 galones)
   • Set start date: Today
   • Configure:
     • Rental: Q50/day per tank
     • Maintenance: Weekly (every Monday)
     • Maintenance cost: Q100/event
   • Save resources
3. Days 1-90: Active Rental

   • Resources show status RENTADO
   • Appear in project Recursos Asignados tab with ACTIVO badge
   • Weekly maintenance events appear in Calendar
   • Running costs accumulate: (3 tanks × Q50 × 90 days) + (3 tanks × Q100 × 12 weeks)
4. Day 90: Equipment Return

   • Physical inspection confirms all tanks returned
   • Edit each resource in Mantis
   • Set operation_end_date: Today
   • Save changes
   • Status automatically changes: RENTADO → DISPONIBLE
5. Day 91: Post-Return

   • Resources available for next project
   • Historical record remains in completed project
   • Final costs locked for invoicing
   • Equipment ready for maintenance/cleaning before next deployment

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Related Guides

Project Management

Learn how to create and manage projects

Calendar Scheduling

Schedule and track maintenance events

Document Management

Upload work sheets and custody chains

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API Reference

For developers working with resource allocation:

• Available Resources: GET /api/projects/resources-available/
• Add Resources: POST /api/projects/<id>/add-resources/
• Update Resource: PUT /api/projects/<id>/resources/<resource_id>/
• Delete Resource: DELETE /api/projects/<id>/resources/<resource_id>/
• Project Resources List: GET /api/projects/<id>/resources/

See the API Documentation for request/response schemas.