Managing Planned Hours

The idea behind Planned Hours is to make planning resources easier. This concept is very useful for Resource Managers and Masters.

Planned Hours can be found on Resource Availability Console and on Resource Assignment Edit view.

There are 3 types of Assignments: Full-time, Part-time, and On-Demand. Planned Hours are automatically created for all the Assignments. Planned hours can still be created, edited, and deleted manually.

Main fields on a Planned Hours record:

Date: Stores the date for which the person is being planned.
Hours: Stores the number of hours that the person is planning.
Assigned Person/Assigned Group: Stores the person or resource group for which planning is done.
Utilization: Values of this field are: Available or Overbooked. Automatically determined while creating Planned Hours.

Important

When a Full-time assignment moves from Draft to Plan/Prepare then, the creation of Planned Hours is triggered.
Planned hours are created for the working days of the assigned person.
To determine the working days of the assigned person, Allocated Working Hours for the assigned person are fetched.

Understanding the creation of Planned Hours

Type of Assignment	Creation of Planned Hours
Full-Time	The person is planned for the whole day to work on the assignment for which planned hours are created. For Ex: A person works 7 hours a day when a Full-Time Planned hours record is created for that person on a specific date. It means that the person is planning to work 7 hours on the respective day and assignment.
Part-Time	The calculation of hours is done differently in the case of Part-time. To calculate the hours, Assigned Hours(Resource Assignment) are divided by the total no. of working days for the timeframe of the assignment. The resultant is then used in the Hours field of Planned Hours. For Ex: There is a Part-Time Assignment for 7 working days, and the assigned hours are 35. then the Hours field will contain 5hrs.
On-Demand	Planned Hours for On-Demand Resource Assignments are created automatically when Timecards are submitted against that assignment.

To create Planned Hours manually

Open the resource assignment, with Assignment Type as Full-time or Part-time, for which you want to create planned hours. A resource assignment can be accessed from two sources:
- In the Portfolio Management application:
  - Log in to the Portfolio Management application.
  - Navigate to Workspace > Resource Assignments
  - Click the required assignment ID.
- In the Smart IT application:
  - Log in to the Smart IT application and access an incident/ task/ work order/ change request.
  - In the edit view, click Manage Resources. The console shows the details of the entity along with the related resource requests and resource assignments in the form of grids.
  - Select the resource request from the grid of resource requests and click on the resource assignment ID from the grid of resource assignments.
On the resource assignment details page, go to Planned Hours tab and click + Add.

On Create Virtual Timecard page, enter the values for the following fields:

Field	Description
Date	Fill in the Date for which you want to plan the resource. Note: The Date should be within the timeframe of the Resource Assignment The Date should not unique
Hours	Fill in the hours for which you want to plan the resource. Note: The hours should not be greater than the working hours. For reference, there is a Working Hours for the Day field that stores the working hours of the assigned resource.

Click Save.

To modify Planned Hours

Open the resource assignment, with Assignment Type as Full-time or Part-time, for which you want to modify the planned hours. A resource assignment can be accessed from two sources:
- In the Portfolio Management application:
  - Log in to the Portfolio Management application.
  - Navigate to Workspace > Resource Assignments
  - Click the required assignment ID.
- In the Smart IT application:
  - Log in to the Smart IT application and access an incident/ task/ work order/ change request.
  - In the edit view, click Manage Resources. The console shows the details of the entity along with the related resource requests and resource assignments in the form of grids.
  - Select the resource request from the grid of resource requests and click on the resource assignment ID from the grid of resource assignments.
On the resource assignment details page, go to Planned Hours tab and click on Date of the row you want to update.
On Edit Virtual Timecard page, make the required changes and click Save.
Upon modifying the planned hours it is considered that the planned hours have a user preference on them. And thus, when the assigned hours or dates or resource assignee is changed on the resource assignment the system prompts the user to choose if they want their user preferences to be retained.
- By choosing the option Yes, the customized planned hours are retained and all the other planned hours are updated according to the changes.
- In case, if the selected option is No the entire hours are re-planned on the resource assignment

To delete Planned Hours

Open the resource assignment, with Assignment Type as Full-time or Part-time, for which you want to delete the planned hours. A resource assignment can be accessed from two sources:
- In the Portfolio Management application:
  - Log in to the Portfolio Management application.
  - Navigate to Workspace > Resource Assignments
  - Click the required assignment ID.
- In the Smart IT application:
  - Log in to the Smart IT application and access an incident/ task/ work order/ change request.
  - In the edit view, click Manage Resources. The console shows the details of the entity along with the related resource requests and resource assignments in the form of grids.
  - Select the resource request from the grid of resource requests and click on the resource assignment ID from the grid of resource assignments.
On the resource assignment details page, go to Planned Hours tab, select the row you want to delete and click x Remove.