New User Experience: Staff a Project Team

As Nicole you can allocate resources and roles to your projects to see their total availability. You can search for resources and roles that exist on the project team and can populate the grid with their current allocation.
ccppmod1541
As Nicole you can allocate resources and roles to your projects to see their total availability. You can search for resources and roles that exist on the project team and can populate the grid with their current allocation.
2
2
Add a Staff Member to a Project
Based on your soft or hard booking rights, you can search and add active labor resources and roles as staff members. While you can staff a resource only once, you can staff roles multiple times to the same project. When you add multiple instances of the same role, it appears with a number such as DBA (2), DBA (3), and so on.
You can search for resources or roles directly by their names. By default, all staff members are allocated at 100 percent. If a staff member is already allocated, you cannot add them again using the search.
Follow these steps:
  1. Open a project and click
    Staff
    .
  2. Click theblue_plus_icon.pngplus icon.
  3. Search for a resource or role by name or use the filter menus. You can search and add multiple resources or roles at a time.
  4. Click
    ADD
    .
    The following fields are auto-populated with default values from the resource or role properties and the Project Team sub-object in Classic
    Clarity PPM
    :
    • Staff
      Defines the resource or role name. You can only edit a role name.
    • Project Role
      Defines the role of the staff member that is requested for the project. To update roles, you need the Resource - View access right for roles.
    • Booking Status
      Defines whether the staff member is tentatively scheduled (soft) or committed (hard) to work on the project. When you add a staff member, the default booking status is set to Soft. The Mixed booking status is not supported.
    • Open for Time Entry
      Indicates if the staff member can enter time on their timesheets for the project. Clear the check box and a staff member cannot log time for a specific project.
    • Start
      Defines the allocation start date. When you add staff, the allocation is null so the field displays the project start date.
    • Finish
      Defines the allocation finish date. When you add staff, the allocation is null so the field displays the project finish date.
    • Allocation
      Displays the total availability (planned or committed) to the project in FTE units. The value is based on the following items:
      • Allocation date range
      • Default allocation value that is defined on the Team object in Classic
        Clarity PPM
      Depending on the default allocation value, the staff member can end up getting over allocated. If you change the allocation date range, the allocation amount gets updated.
    • Actuals
      Defines the actuals posted by the staff member against the project in FTE units. The field is read-only.
    • ETC
      Defines the total estimate to completion (ETC) of the staff member in FTE units. The field is read-only.
When you extend the allocation dates for a staff member, the project dates are updated accordingly. The project staff records display the new project dates unless you specifically set the allocation dates for a specific resource or role to be different. For example, your project dates are Jan to Dec 2018. You want Mike to work on the project only from Mar to June 2018, so you update the allocation dates just for Mike. Next, you extend the allocation dates beyond the project dates for another staff member. All other staff allocation dates now show the new range, except Mike.
How Staff Members are Added
The following criteria determine how resources and roles are added as staff members:
  • The combination of project and booking rights of the project manager.
  • The default Booking Status setting for the Team subobject in classic
    Clarity PPM
    .
In the default configuration, the Booking Status is set to Soft so that users with soft booking rights can add staff members. System administrators can change the default setting to Hard to allow only users with hard booking rights to add staff members.
Access
Default Booking Status is Soft
Default Booking Status is Hard
  • Edit project
  • Hard book resource or role
  • Staff member is added
  • Booking Status is set to Soft
  • Staff member is added
  • Booking Status is set to Hard
  • Edit project
  • Soft book resource or role
  • Staff member is added
  • Booking Status is set to Soft
  • Cannot add staff member.
  • View project
  • Hard book resource or role
  • Staff member is added
  • Booking Status is set to Soft
  • Staff member is added
  • Booking Status is set to Hard
  • View project
  • Soft book resource or role
  • Cannot add staff member.
  • Cannot add staff member.
Remove a Staff Member
To remove staff members, you require any of the following project rights with resource or role hard booking rights:
  • Project - Edit (Instance or OBS)
  • Project - Edit Management (Instance or OBS)
  • Project - Edit Management - All (Global)
  • Project - Manager (Auto). The right includes the Project - Edit Management access right.
  • Project - View (Instance)
  • Project - View Management (Instance or Global)
You can remove labor resources from the project staff provided the following conditions apply:
  • No posted actuals are associated with the resource.
  • No requisitions in booked status are associated with the resource in classic PPM.
You can remove any labor roles for which you have appropriate booking rights from the project staff. Removing a staff member does not delete the resource or role from the system.
Follow these steps:
  1. Open a project and click
    Staff
    .
  2. Click anywhere in the row for the resource or role that you want to remove.
  3. Right-click the cell and select
    REMOVE
    from the grid context menu.
How Staff Members are Removed
The following criteria determine how resources and roles are removed from the project staff:
  • The combination of project and booking rights of the project manager
  • The current booking status setting for the staff member for the project
Access
Current Booking Status is Soft.
Current Booking Status is Hard.
  • Edit project
  • Hard book resource or role
Staff member is removed.
Staff member is removed.
  • Edit Project
  • Soft book resource or role
Staff member is removed.
Cannot remove staff member.
  • View project
  • Hard book resource or role
Staff member is removed.
Staff member is removed.
  • View project
  • Soft book resource or role
Cannot remove staff member.
Cannot remove staff member.
Configure Team Attributes
The default attributes that display on the STAFF grid are based on the Team object in Classic
Clarity PPM
. You can configure the grid to display more attributes from the Team object. The following table lists the configurable team attributes.
Attribute
Description
Capitalization %
Use the attribute to group cost plan line items by cost type (Capital or Operating) when populated from allocations.
To edit the attribute, you require financial edit access.
Created By
Use the read-only attribute to display the user that created a staff member record.
Created Date
Use the read-only attribute to display when the user created a staff member record.
Default Allocation
Use the attribute to edit the default allocation value. When you edit this field, the total allocation amount changes.
EAC
Use the read-only attribute to display the sum of Actuals and ETC. EAC is also known as Total Usage.
ID
Use the read-only attribute to display the resource or role ID.
Last Updated By
Use the read-only attribute to display the user that last updated a staff member record.
Last Updated Date
Use the read-only attribute to display when the user last updated a staff member record.
Requested Manager
Use the attribute to display the name of the manager who requested the role. You can select any resource manager in the company.
Resource Manager
Use the attribute to display the name of the manager who is listed on the resource profile.
Follow these steps:
  1. Open a project and click
    Staff
    .
  2. Click
    Column Panel
    .
  3. Drag-and-drop the desired attribute from the panel to the grid.
  4. Click
    X Close
    .
Edit Team Attributes
Depending on the combination of your project edit rights and staff booking rights, you can edit some of the team attributes in the grid.
Follow these steps:
  1. Open a project and click
    Staff
    .
  2. Click a cell in the field that you want to edit.
  3. Depending on the data type, edit the field value as follows:
    • Double-click to select a value from a menu.
    • Select or clear a check box.
    • Click inside a cell and edit inline.
      If a field is read-only, you cannot edit the cells in that column.
Project Edit and Hard Booking Rights
Depending on the staff member booking status, you can edit the following team attributes with project edit access and resource or role hard booking rights.
Project Access
Resource/Role - Hard Book
Staff Booking Status is Soft.
Resource/Role - Hard Book
Staff Booking Status is Hard.
Project - Edit (Instance or OBS)
This access right includes the Project - Edit Financial access right which allows editing the Capitalization % field.
Edit the following attributes:
  • Staff (role name only)
  • Project Role (paired with Resource - View access on roles)
  • Booking Status
  • Open for Time Entry
  • Start/Finish (change allocation dates within the project date range or extend the allocation beyond the project date range)
  • Default Allocation
  • Capitalization %
  • Custom staff fields
  • Requested Manager (for roles)
 Edit the following attributes:
  • Staff (role name only)
  • Project Role (paired with Resource - View access on roles)
  • Booking Status
  • Open for Time Entry
  • Start/Finish (change allocation dates within the project date range or extend the allocation beyond the project date range)
  • Default Allocation
  • Capitalization %
  • Custom staff fields
  • Requested Manager (for roles)  
  • Project - Edit Management (Instance or OBS)
  • Project - Edit Management - All (Global)
  • Project - Manager (Auto)
These access rights do not include the Project – Edit Financial access right.
  • Staff (role name only)
  • Project Role (paired with Resource - View access on roles)
  • Booking Status
  • Open for Time Entry
  • Start/Finish (change allocation dates within the project date range or extend the allocation beyond the project date range)
  • Default allocation
  • Requested Manager (for roles)
  • Custom staff fields
  • Staff (role name only)
  • Project Role (paired with Resource - View access on roles)
  • Booking Status
  • Open for Time Entry
  • Start/Finish (change allocation dates within the project date range or extend the allocation beyond the project date range)
  • Default allocation
  • Requested Manager (for roles)
  • Custom staff fields
Project View and Hard Booking Rights
Depending on the staff member booking status, you can edit the following team attributes with project view access and resource or role hard booking rights.
Project Access
Resource/Role - Hard Book
Staff Booking Status is Soft.
Resource/Role - Hard Book
Staff Booking Status is Hard.
  • Project - View (Instance or OBS)
  • Project - View Management (Instance or OBS)
  • Project - View Management - All (Global)
When paired with Resource hard booking, the user can edit most of the staff fields.
  • Staff (role name only)
  • Project Role (paired with Resource - View access on roles)
  • Booking Status
  • Open for Time Entry
  • Start/Finish (change allocation dates within the project date range)
  • Default Allocation
  • Requested Manager (for roles)
  • Custom staff fields
  • Staff (role name only)
  • Project Role (paired with Resource - View access on Roles)
  • Booking Status
  • Open for Time Entry
  • Start/Finish (change allocation dates within the project date range)
  • Default Allocation
  • Requested Manager (for roles)
  • Custom staff fields
Project Edit and Soft Booking Rights
Depending on the staff member booking status, you can edit the following team attributes with project edit access and resource or role soft booking rights.
Project Access
Resource/Role - Soft Book
Staff Booking Status is Soft.
Resource/Role - Soft Book
Staff Booking Status is Hard.
Project - Edit (Instance or OBS)
This access right includes the Project - Edit Financial access right which allows editing the Capitalization % field.
  • Staff (role name only)
  • Project Role (paired with Resource - View access on roles)
  • Open for Time Entry
  • Start/Finish (change allocation dates within the project date range or extend the allocation beyond the project date range)
  • Default allocation
  • Capitalization %
  • Requested Manager (for roles)
  • Custom staff fields
  • Staff (role name only)
  • Project Role (paired with Resource - View access on roles)
  • Open for Time Entry
  • Default allocation
  • Capitalization %
  • Requested Manager (for roles)
  • Custom staff fields
  • Project - Edit Management (Instance or OBS)
  • Project - Edit Management - All (Global)
  • Project - Manager (Auto)
These access rights do not include the Project – Edit Financial access right.
  • Staff (role name only)
  • Project Role (paired with Resource - View access on roles)
  • Open for Time Entry
  • Start/Finish (change allocation dates within the project date range or extend the allocation beyond the project date range)
  • Default allocation
  • Requested Manager (for roles)
  • Custom staff fields
 
  • Staff (role name only)
  • Project Role (paired with Resource - View access on roles)
  • Open for Time Entry
  • Requested Manager (for roles)
  • Custom staff fields
  • Project - View
  • Project - View Management
View only.
View only.
Project Edit and No Booking Rights
Depending on the staff member booking status, you can edit the following team attributes with project edit access and
no
resource or role booking rights.
Project Access
No Booking Rights
Project - Edit (Instance or OBS)
This access includes the Project - Edit Financial access which allows you to edit the Capitalization % 
  • Staff (role name only)
  • Project Role field (paired with Resource - View access on roles)
  • Open for Time Entry
  • Capitalization %
  • Requested Manager (for roles)
  • Custom Staff fields
  • Project - Edit Management (Instance or OBS)
  • Project - Edit Management - All (Global)
  • Project - Manager (Auto)
These access rights do not include the Project – Edit Financial access right.
  • Staff (role name only)
  • Project Role field (paired with Resource - View access on roles)
  • Open for Time Entry
  • Requested Manager (for roles)
  • Custom Staff fields
  • Project - View
  • Project - View Management
View only.
Configure General Settings
The default unit of measure is FTE. You can configure the setting to change the unit of measure to Hours from the General Settings page.
The setting persists for the logged in user across all sessions.
Follow these steps:
  • Click the drop-down list next to your avatar and login info, and select
    Settings
    .
  • Click
    GENERAL
    .
  • Select
    Hours
    as the unit of measure.
    The following columns on the Staff grid are updated to display values using the new unit of measure:
    • Allocation
    • Actuals
    • ETC
    • EAC