New User Experience: Staff a Project Team

You can allocate resources and roles to your projects to see their total availability. You can search for resources and roles on the project team and populate the grid with their current allocation.
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You can allocate resources and roles to your projects to see their total availability. You can search for resources and roles on the project team and populate the grid with their current allocation.
 
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HID_newux_project_staff
Add a Staff Member to a Project
Based on your soft or hard booking rights, you can search and add active labor resources, roles, or pre-configured teams 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, roles, or teams directly by their names. By default, all staff members are allocated at 100 percent.
 
Follow these steps:
 
  1. Open a project and click
     Staff
    .
  2. Click blue_plus_icon.png 
    Add Row
    .
  3. Search for a resource, role, or team by name or use the filter menus. For resources, you can also search by primary role such as architect, business analyst, and so on. You can search and add multiple resources or roles at a time.
    The following fields are auto-populated with any default values from the resource or role record and project tasks:
    •  
      Project Role
      Defines the role of the staff member that is requested for the project.
    •  
      Booking Status
      Defines whether the staff member is tentatively scheduled (soft) or committed (hard) to work on the project.
    •  
      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 start date of the project. The project start date appears only when the allocation start date is undefined for the staff member.
    •  
      Finish
      Defines the finish date of the project. The project finish date appears only when the allocation finish date is undefined for the staff member.
      Finish
       
    •  
      Allocation
      Defines the total availability (planned or committed) of the staff member to the project in FTE units.
    •  
      Actuals
      Defines the actuals posted by the staff member against the project in FTE units.
    •  
      ETC
      Defines the total assignment of the staff member to the project tasks in FTE units.
How Staff Members are Added
The following criteria determine how resources and roles are added as staff members:
  • The combination of project and booking access rights of the project manager.
  • The default Booking Status setting for the Team sub object 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 only allow users with hard booking rights to add staff members.
Access Rights
Default Booking Status is Soft
Default Booking Status is Hard
  • Project - edit
  • Resource - hard booking
  • Staff member is added
  • Booking Status is set to Soft
  • Staff member is added
  • Booking Status is set to Hard
  • Project - edit
  • Resource - soft booking
  • Staff member is added
  • Booking Status is set to Soft
Cannot add staff member
  • Project - view
  • Resource - hard booking
  • Staff member is added
  • Booking Status is set to Soft
  • Staff member is added
  • Booking Status is set to Hard
  • Project - view
  • Resource - soft booking
Cannot add staff member
Cannot add staff member
Edit Default Allocation
By default, you cannot allocate a resource to more than 100%. Over allocation shows in red. If you reallocate a resource who is already 100% allocated, then the allocation is reset to 0%. After a staff member is hard-booked to a project, you can change the default allocation as follows:
  • Reduce the allocation if the staff member is allocated to the project for a longer time than required
  • Extend the allocation to request additional booking for a staff member
Remove a Staff Member
You require the following project rights along with resource or role hard or soft booking rights to remove staff members from the grid. 
  • Project - Edit (Instance or OBS)
  • Project - Edit Management (Instance or OBS)
  • Project - Edit Management - All (Global)
You can remove 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.
If a resource has an associated requisition that is in booked status, you must first unbook and then delete the requisition in classic PPM. After that, you can remove the resource from the project staff. See 
Manage Requisitions
.
You can remove any roles 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 any cell in the row for the staff member that you want to remove. 
  3. Right-click the cell and select 
    REMOVE
     from the grid context menu.
Configure Resource and Staff Attributes
The default attributes that you can view on the Staff grid are based on the Team object in classic PPM. You can configure the grid to view additional resource and staff attributes.
Edit Staff Attributes
Depending on the combination of your project edit rights and staff booking rights, you can edit some of the staff 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:
    • Click inside a cell and edit inline
    • Double-click to select a value from a menu
    • Select or deselect a check box
 
Project Edit and Hard Booking Rights
 
Depending on the staff member booking status, you can edit the following 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 the editing the Capitalization % field.
Edit the following attributes:
  • Staff (resource or role name)
  • 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 (resource or role name)
  • 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)
These access rights do not include the Project – Edit Financial access right.
  • Staff (resource or role name)
  • 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 (resource or role name)
  • 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 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.
Edit the following attributes:
  • Staff (resource or role name)
  • 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
Edit the following attributes:
  • Staff (resource or role name)
  • 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 Edit and Soft Booking Rights
 
Depending on the staff member booking status, you can edit the following 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 the editing the Capitalization % field.
Edit the following attributes:
  • Staff (only role name)
  • 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
Edit the following attributes:
  • Staff (only role name)
  • 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)
These access rights do not include the Project – Edit Financial access right.
  • Staff (only role name)
  • 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 (only role name)
  • 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 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 Project - Edit Financial which provides an ability to edit Capitalization % 
Edit the following attributes:
  • 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)
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
Replace Staff Members
You can replace the following staff members:
  • Replace a role with a different role, a team, or a resource.
  • Replace a resource with a different resource, team, or a role.
  • Replace a team with a different team, a resource, or a role.
 
Follow these steps:
 
  1. Open a project and click
     Staff
    .
  2. In the 
    Staff
     field, right-click the resource, role, or team that you want to replace.
  3. Select 
    Replace
     from the grid context menu.
  4. Complete one of the following tasks:
    • Search for a resource by name, ID, or primary role or select from the drop-down list.
    • Search for a role or select one from the drop-down list.
    • Search for a team or select one from the drop-down list
Replacing a Role with Another Staff Member
With project edit access and booking rights for the resource and role, you can replace a role with any other staff member (that is, resource, role, or team).
The original role is either partially or completely replaced based on the following factors:
  • The combination of booking rights on the existing role and the booking rights on the target role, resource, or team. The role remains on the project if its booking status is hard. The user with hard booking rights to the role can remove the role.
  • The project management setting "Reassign Tasks when replacing Role". The setting is available in Classic CA PPM, under Administration. See Define Default Project Settings for details.
When replacing a role, you can only select a target resource or team that is not already on the project.
Replacing a Resource with Another Staff Member
You can replace a resource with any other staff member (that is, resource, role, or team). You can only select a target resource or team that is not already on the project. You can add the same role multiple times to a project. Hence, you can select a target role that is already on the project to replace an existing resource.
You require edit access to the project and soft booking rights for the resources and roles. If the existing resource allocation is hard, then you require hard booking rights to replace the existing resource.
A staff member replaces an existing resource based on the following rules:
  • If you are replacing an existing resource with actuals posted on the project, the following behavior applies:
    • The target staff member is allocated as per the default allocation percentage.
    • The target staff member is assigned to the tasks with the remaining ETCs.
    • The existing resource remains on the project and assigned to tasks where actuals are posted.
    • The existing resource allocation amount is reset to zero.
    • All existing staff member task assignment ETC amounts are reset to zero. 
  • If you are replacing an existing resource with task assignments, the following behavior applies:
    • The target staff member is added with the remaining allocation and all relevant task assignments.
    • The start date of the staff member allocations is set after the existing Resource ActThru date. The allocation rate of the existing allocation for the remainder of the project is used.
    • For any task where the existing resource has booked actuals, the target staff member is assigned to the task with the remaining ETC.
  • If you are replacing an existing resource without posted actuals, the following behavior applies:
    • The target staff member replaces the existing resource for all allocations and task assignments. 
    • The existing resource is removed.
Replacing a Team with Another Staff Member
You can replace a team with any other staff member (that is, team, resource, or role). You can only select a target resource or team that is not already on the project. You can add the same role multiple times to a project. Hence, you can select a target role that is already on the project to replace an existing team.
You require edit access to the project and soft booking rights for the resources and roles. If the existing resource allocation is hard, then you require hard booking rights to replace the existing resource.
A staff member replaces an existing team based on the following rules:
  • If you are replacing an existing team with actuals posted on the project, the following behavior applies:
    • The target staff member is allocated as per the default allocation percentage.
    • The target staff member is assigned to the tasks with the remaining ETCs.
    • The existing team remains on the project and assigned to tasks where actuals are posted.
    • The existing team allocation amount is reset to zero.
    • All existing task assignment ETCs are reset to zero.
  • If you are replacing an existing team with task assignments, the following behavior applies:
    • The target staff member is added with the remaining allocation and all relevant task assignments.
    • The start date of the staff member allocations is set after the existing Resource ActThru date. The allocation rate of the existing allocation for the remainder of the project is used.
    • For any task where the existing team has booked actuals, the target staff member is assigned to the task with the remaining ETC.
  • If you are replacing an existing team without posted actuals, the following behavior applies:
    • The target staff member replaces the existing team for all allocations and task assignments. 
    • The existing team is removed.
Configure Default Settings
You can configure the following settings from the General Settings page:
  • Unit of Measure (FTE to Hours)
 
Follow these steps:
 
  • Click the drop-down menu next to your avatar and login info, and select 
    Settings
    .
  • Click 
    GENERAL
    .
  • Select the 
    Unit of Measure
    .
    The ETC column on the Staff grid is updated to display values using the new unit of measure.