Assign resources to requests

When you create or edit a request, you can manually assign resources to a request from the Summary section of the request detail page, or, if your administrator has enabled resource tracking, from the Resources section of the page.

Assign resources from the Summary section

You can assign an individual resource or multiple resources from the Summary section of the request detail page.

To assign an individual resource from the Summary section:

Open the request and go to the Summary section.
To the right of the Assigned To field, click the resource selector icon .
Do one of the following:
- Scroll through the listed resources, and select the resource to assign.
- Alternatively, to restrict the resources listed:
  1. Enter search preferences in any combination of the Assigned To, Department, First Name, and Last Name fields.
  2. Click Find.
  3. From the list of resources returned, select a resource name.
The search and select window closes, and the Assigned To field displays the selected resource name.
To add the resource, click Save. If this is a new request, click Submit.

To assign multiple resources from the Summary section:

Open the request and go to the Summary section.
To the right of the Assigned To field, click the resources selector icon .

The Select a Resource to Assign window opens.
Use the Availability within dates fields to specify the date range during which the resources must be available for assignment.
To specify that the resources must have a specific skill:
1. Click Add Skill.
2. Use the auto-complete that becomes available to select a skill.
3. In the Ideal Proficiency list, select the proficiency level you require of a resource with this skill.

To further restrict your resource search results, provide values in the optional fields listed in the following table.

Field	Description
Only show results with a Suitability Score greater than	Specify a number that represents the suitability of the resource for the request, based on role, skills, and availability. The higher the score, the better suited the resource is for assignment to the request. For more information about suitability score, see the Resource Management User Guide.
Resource Name	Select multiple resources by name.
Role	Select one or more roles that the resources must assume.
Resource Pool	Specify a resource pool to assign to the request.
Organization Unit	Select an organization unit to which the resources must belong.
Resource Category	Select one or more resource categories to which the resources must belong.
Location	Select the site where the resource must be located.
Department	Select the department to which the resource must belong.

Click Search.

The Resource Results tab lists the resources that meet your search criteria.
To view the workloads of listed resources for the date range you specified, select the check boxes for the resources of interest to you, and then click View Resource Load.

The Resource Load Breakdown - Assignment Summary window opens and displays the work allocations for the selected resources over the specified time period.
To compare the skills of two or more of the listed resources, select the check boxes for the resources of interest to you, and then click Compare Skills.

The Compare Skills window opens and displays the skills and skill levels for each selected resource.
To add the resources, click Save. If this is a new request, click Submit.

Assign resources from the Resources section

If your administrator has enabled Demand Management's resources tracking functionality, and has given you the required authorization, you can assign resource to a request from the Resources section of the request detail page.

To allocate a resource to a request from the Resources section:

On the request detail page, expand the Resources section.
Click Add Resource.
Do one of the following:
- Scroll through the listed resources, and select the resource to assign.
- Alternatively, to restrict the resources listed:
  1. Enter search preferences in any combination of the Assigned To, Department, First Name, and Last Name fields.
  2. Click Find.
  3. From the list of resources returned, select a resource name.
The search and select window closes, and the Resources section displays the selected resource name.
Click Submit or Save to add the resources.

Track and update request resource assignments

If your administrator enables resource tracking for the request type, the request detail page displays the Resources section under the Details section (tab).

You can change allocations for listed resources and update actual effort on the request.

Action	Details
Change allocations for listed resources	If you have the required permissions, you can use the Scheduled Effort (hrs) field to change allocations for the listed resources. Note: Creating and changing allocations for resources assigned to a request requires a manager level role. Other resources who work on the request typically do not have permission to modify the Scheduled Effort (hrs) field. If your administrator has configured the request type to use Time Management, then resources are expected to submit time sheets and log the time they worked on this request. In this case, the value in the Scheduled Effort field for a resource is displayed in the Expected Hours field on the time sheet for that resource.
Update actuals	You can use the Actual Effort,Actual Start, and Actual Finish fields to update your actual effort on the request. Note: If your administrator has configured the request type to use Time Management, after a resource submits a time sheet, the Actual Effort,Actual Start, and Actual Finish fields become read-only, and are rolled up from the time sheet submitted by the resource for the request. If, in addition to tracking resources, the request also includes the Work Item Fields section, then some of these work item fields become roll-ups of the resource-level information. For example, the information in the Scheduled Effort column in the Work Item Fields section is a sum of the scheduled effort specified for each resource on the request. The Actual Effort,Actual Start Date, and Actual Finish Date fields also become roll-ups

Action

Details

Change allocations for listed resources

If you have the required permissions, you can use the Scheduled Effort (hrs) field to change allocations for the listed resources.

Note:

Creating and changing allocations for resources assigned to a request requires a manager level role. Other resources who work on the request typically do not have permission to modify the Scheduled Effort (hrs) field.
If your administrator has configured the request type to use Time Management, then resources are expected to submit time sheets and log the time they worked on this request. In this case, the value in the Scheduled Effort field for a resource is displayed in the Expected Hours field on the time sheet for that resource.

Update actuals

You can use the Actual Effort,Actual Start, and Actual Finish fields to update your actual effort on the request.

Note:

If your administrator has configured the request type to use Time Management, after a resource submits a time sheet, the Actual Effort,Actual Start, and Actual Finish fields become read-only, and are rolled up from the time sheet submitted by the resource for the request.
If, in addition to tracking resources, the request also includes the Work Item Fields section, then some of these work item fields become roll-ups of the resource-level information. For example, the information in the Scheduled Effort column in the Work Item Fields section is a sum of the scheduled effort specified for each resource on the request. The Actual Effort,Actual Start Date, and Actual Finish Date fields also become roll-ups