Viewing and updating resource assignments

The following users can access and view a resource assignment:

  • Resource Manager, creator of the parent resource request
  • Resource Masters
  • Assigned Resource user, if the Type is Individual
  • Users members of the Resource Group if the Type is Group.

  • Depending on the related entity of the parent resource request, the following users can also access and view a resource assignment:  

    Entity 

    Users who can access

    Idea

    Idea Manager assigned to the idea, Portfolio Manager of the portfolio and Portfolio Master. 

    Demand

    Demand Manager assigned to the demand, Portfolio Manager of the portfolio and Portfolio Master.

    Requirement

    Portfolio Manager of the portfolio and Portfolio Master.

    Project

    Project Manager of the project, Project Masters, users with additional access to the project, Portfolio Manager of the portfolio and Portfolio Masters.

    Sprint

    Sprint manager of the sprint, Project Manager of the project of the sprint, Project Masters, users with additional access to the project of the sprint, Portfolio Manager of the portfolio and Portfolio Masters.

    Phase

    Phase manager of the phase, Project Manager of the project of the phase, Project Masters, users with additional accesses in the project of the phase, Portfolio Manager of the portfolio and Portfolio Masters.

    Task

    Task user assigned to the task, Project Manager of the project of the task, Project Masters, users with additional accesses in the project of the task, Portfolio Manager of the portfolio and Portfolio Masters.

    External entity

    user assignee of the external entity.

Resource Assignment.png

Next users can modify a resource assignment: Resource Manager creator of parent resource request, Resource Masters, and depending on the related entity: Idea Manager of the idea, Demand Manager of the demand, Project Manager of the project and users with additional write access in the project, task user assignee of the task, Portfolio Manager of the portfolio, Portfolio Masters, or entity user assignee of the external entity.

To update a resource assignment 

  1. Open the resource assignment via any of the two sources:
    • In Portfolio Management application:
      • Log in to the Portfolio Management application.
      • Navigate to Workspace > Resource Assignments. 
      • Click the required assignment ID.
    • In 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.

  2. On the resource assignment details page, click Edit, and perform any of the following actions: 

    Action

    Description

    Change the basic resource assignment details

    • Summary
    • Description
    • Attachments

    Set Assigned Resource 

    • Click the Associate button next to the Assigned Resource field.
    • A blade window is opened with a list of resource contributors. Select the assigned resource and click Select.

    Update the general resource assignment details

    • Allow Overbooking

    Verify the general resource information details

    • Billable

    Complete timeline resource assignment details

    • Start Date
    • End Date
  3. Click Save to apply the changes.

Header functions

Upon opening a resource assignment, you can also view functions (buttons) related to the resource assignment.

Resource Header Functions.png

The following table describes the resource request functionalities that you can view for your reference: 

Header button

Purpose

Next

Clicking Next changes the status of the resource assignment to the succeeding status. See Changing resource assignment statuses.

Cancel Assignment

Clicking Cancel Assignment button changes the status of the resource assignment to the Cancelled status. See Changing resource assignment statuses.

This button is active only in the Draft and Plan/ Prepare statuses.

Other resource request tabs

Other than the details of resource assignment, users can also view the Planned Hours tab. This tab is visible after the Resource Assignment is in the Plan/Prepare status.

The following table describes the Planned Hours tab: 


Resource Request Tab

Purpose

Planned Hours 

The Planned Hours tab is available in all statuses except Draft status.

In this tab, you can see a list of Planned Hours which is a way to show that the assigned person is planned for 'X' hours on the 'Y' date.

The Planned Hours are created automatically in most cases, but you can edit or create new Planned Hours according to your need.

To understand more about Planned Hours refer to Managing-Planned-Hours.

Timecards

The Timecards tab shows all the timecards which are logged on the assignment.

Activities

The Activities tab on the resource request details page displays activities and history of the changes that the resource requester, portfolio assignee, entity assignees and project managers with additional access to the associated project if entity is project.

For more information, see Viewing-resource-assignment-activities-and-adding-activity-notes. 

Approvers 

The Approvers tab on the resource request details page displays approvers of the timecards that are/will be submitted against the resource assignment. Also, allows to add and remove the approvers. There can be multiple approves for one resource assignment. 

 

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