New User Experience: Request Resources and Roles to Staff Investments

As a resource manager, project manager, or project coordinator, use the Staffing features described in this article to plan role allocations, request resources, and staff investments with the right resources.
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As a resource manager, project manager, or project coordinator, use the Staffing features described in this article to plan role allocations, request resources, and staff investments with the right resources.
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About Staffing Requests by Investments
The Investments-to-Resources view helps you complete the following staffing tasks:
  • Find and staff the right people with the right skills on each investment.   
  • Know which resource managers to work with.
  • Request staff (roles or named resources) on investments and direct to resource managers for fulfillment.
Verify that you have the following access rights to perform staffing activities:
  • Edit rights for specific investments and soft-booking rights for specific named resources and roles
  • View rights for specific investments and hard-booking rights for specific named resources and roles
: With only soft booking rights on a resource, you cannot edit an allocation that is hard or committed. However, the resource manager with hard booking rights can manage the resource allocation.
Example:
A new project, Big Room Planning has been created without any resources or roles. As a project coordinator, Barb has
<investment> - Edit
rights for the project and can see it in the Investments-to-Resources view. Barb also has soft booking rights for specific roles in the system. Barb expands the Big Room Planning project and sees no resources or no roles on the team. Barb adds the Project Manager role on this project. Also, Barb edits the role request properties as follows:
  • Sets the requested resource manager to Derrick Joseph.
  • Specifies the hourly forecast rate for the requested role.
The Investments-to-Resources view is now updated to show the new role. The investment period totals and column totals are also updated based on the requested role allocation. Derrick logs in and sees the new role in the list of incoming requests on the Requests view.
Book Resources or Roles to Investments
Use the Investments-to-Resources view to search for active resources or roles by name and book them to investments. The following requirements apply:
  • You have view rights for the investment and hard booking rights to the resource or role.
  • You have edit rights for the investment and soft or hard booking rights to the resource or role.
  • The resource is not already allocated to the investment.
    An internal or external scheduler has not locked the investment. 
You can view an investment if you have soft or hard booking rights to the resources or roles on the investment. If you do not have either view or edit rights to the investment, you cannot edit the investment allocation data. Also, you cannot access the details and the associated conversations.
You can add a role multiple times to a single investment.
Request the Allocation of a New Role On an Investment
As more work is identified, use the Investments-to-Resources view to submit resource requests directed to resource managers. When the resource manager navigates to the Requests view, they see the new requests. They can then replace the roles with named resources or update the properties on the requests to route them to another resource manager. See New User Experience: Resource Allocations and Staffing for details on the resource manager responsibilities.
The Investments-to-Resources view also includes roles that are added to projects created from templates that contain roles. The roles in the project templates are created in Classic
Clarity PPM
.
The following image shows the Investments-to-Resources view with investments at the parent level and the requested roles and resource allocations at the child level:
The image shows the Investments to Resources view with investments at the parent level and the requested roles and resource allocations at the child level
The image shows the Investments to Resources view with investments at the parent level and the requested roles and resource allocations at the child level
Follow these steps:
  1. On the Investments-to-Resources view, expand an investment to see the currently assigned resources and roles.
  2. Click the plus sign next to the investment name.
  3. Search for a requested role and add it to the investment. 
    1. When finished, click
      CLOSE
      .
    2. To delete a request that you accidentally added, click
      X Delete
      .
  4. Click the requested role name (for example, project manager) to view details such as the investment manager and allocation dates.
  5. In the
    DETAIL
    panel, specify the following details for the requested role:
    • Start and finish dates
      for the requested allocation
    • Forecast rate
      or the hourly rate that is used to determine the resource cost
    • Resource Manager
      that is assigned to fulfill the role request (not the same as the Resource Manager field in Classic PPM, this field is for the
      Requested Manager
      , that is, the manager you are requesting to review possible candidates and fulfill this role request)
      : The
      Requested Manager
      field (labeled on this page as
      Resource Manager
      ) is also available on the project STAFF page. You can edit this field only for roles that are staffed to an investment.
  6. Use the
    CONVERSATIONS
    tab to initiate or respond to comments about the requested role.
Note
: As a project coordinator with booking rights for specific named resources, you can search for and directly allocate a named resource to an investment. By default, the resource is soft-booked on the investment. Click the resource name to view the resource details and change the booking status from Soft to Hard. You need hard booking rights for the resource to change the booking status. If you have soft booking rights only, then the resource manager can hard book the resource for you after accepting the request. See 
Accept an Allocation Request for a Named Resource
in New User Experience: Resource Allocations and Staffing for details.
You cannot modify an allocation after it is hard booked.
Replace a Role with a Named Resource
As a project coordinator, you can fulfill a staffing request from the Investments to Resource view, provided the following conditions are met:
  • You have investment view rights combined with hard booking rights on the roles. Or, you have investment edit rights combined with soft booking rights on the roles.
  • You have booking rights on the named resources that you can select from to replace the roles.
  • The selected named resource is not already assigned to the investment.
: If you replace a role for which you have soft booking rights and the allocation booking status is hard, the role remains under the investment on the view. The target resource is added to the investment. The allocation details from the role are copied over to the target resource. However, the source role allocation remains on the investment and looks like like it is not fulfilled.
The allocation booking status for a role can get set to hard in the following cases:
  • The allocation booking status is updated from Soft to Hard in Classic
    Clarity PPM
    .
  • The Booking Status Attribute on the Team object is set to Hard as a default in
    Clarity PPM
    Studio.
Follow these steps:
  1. On the Investments-to-Resources view, expand an investment to see allocated resources or roles.
  2. Click a requested role name to display the request details.
  3. Edit any details as required such as the forecast rate or the requested role. The following fields require an explanation:
    • Allocation Dates
      Defines the allocation start and finish dates for the investment. You can extend the allocation dates beyond the scheduled investment dates provided you have edit rights to the investment. If you only have view rights to the investment, then you can update the allocation dates only within the boundaries of the scheduled investment dates.
    • Allocation %
      Defines the default allocation of a team member. You can change the allocation for a particular time period grid inline or set it from the Details pane of the resource allocated to the investment.
    • Forecast Rate
      Defines the forecast rate for the requested role. Updating the forecast rate on the role for an investment updates the rate for that role for that investment only.
    • Role Request
    • Defines a free-form field that you can update to describe the request. You can differentiate multiple instances of the same role requested on a single investment. For example, add DBA three times to one investment. You can update each one to be Sr. DBA, DBA, Jr., or DBA - Intern.
    • Resource Manager
      Defines the requested resource manager name. To reassign this staffing request, search for and select a different resource manager.
    • Allocate To
      Defines the named resource that is allocated to the investment to replace the requested role. You can select from a list of resources for who you have soft or hard booking rights.
  4. Click the drop-down list next to the requested role and select a named resource to replace the role. Resources that have a matching primary role are prefiltered to appear at the top of the list.
  5. Click Replace Allocation to confirm the selected resource as the role replacement.
Remove an Allocation from an Investment
With the appropriate booking rights combined with investment rights, you can remove a resource or role allocation under the following conditions:
  • No actual time has been posted on the investment.
  • An internal or external scheduler (for example, Auto-scheduler or Microsoft Projects) has not locked the investment.
To remove an allocation, expand the associated investment and click
X Delete
next to the allocation item.
Edit an Investment Allocation
With the appropriate booking rights combined with investment rights, you can edit the FTE amount or hours for a resource or role allocation. Editing is unavailable if an internal or external scheduler has locked the investment.
Pin Investments for Focused Staffing
On the Investments-to-Resources view, you can pin investments to balance the work between two or more allocations at a time. You can continue to filter and search for other investments without affecting the pinned investments. The pinned investments remain and you can come back to them even after navigating away to other resource pages.
To pin an investment, click the push-pin icon next to an investment name on the All tab. Click the Pinned tab to view your pinned investments. To remove an investment from the Pinned tab, click the push-pin icon again.
: When you are in the Pinned view, only the filtering options that apply to the children rows are available. Filtering by Investment Manager or Investment is not available. Your filters are auto-saved and persisted across all login sessions until you change them again.
View Investment General Properties
From the Investments-to-Resources view, you can see the general properties of an investment such as investment manager, scheduled dates, and time entry option. Click the investment name to display the details. Only the investment manager can edit the properties in the investment details using Projects.
Edit Role Request Properties
With the appropriate booking rights combined with investment rights, you can edit certain role request properties from the Investments-to-Resources view. For example, enter or change the requested resource manager name so that a role request can be directed to that manager. Alternately, enter or change the allocation dates or forecast rate. With investment edit rights, you can change the allocation dates to extend beyond the scheduled investment dates
.
Follow these steps:
  1. On the Investments-to-Resources view, expand an investment to see a list of resources and roles allocated to the team.
  2. Click a role name to view or update the request details.
  3. Click Conversations to view, add, or respond to comments on the requested role. 
Edit Resource Request Properties
With the appropriate booking rights combined with investment rights, you can edit certain team staff properties from the Investments-to-Resources view. For example, enter or change the allocation dates, forecast rate, booking status, or time entry option. With investment edit rights, you can change the allocation dates to extend beyond the scheduled investment dates
.
Follow these steps:
  1. On the Investments-to-Resources view, expand an investment to see a list of resources and roles allocated to the team.
  2. Click a requested resource name to view or update the details.
  3. Click Conversations to view, add, or respond to comments for the requested resource.
Filter the Investments-to-Resources View
As a default, all active investments for which you have view or edit access rights appear in the view. The allocation data reflects the aggregated team totals with over allocation indicators for the resources. We recommend that you filter the view on initial login. The changes are auto-saved and persist across all login sessions until you change them again.
:
  • You can search for an investment, by directly typing the investment name or id in the filter pane.
  • You can type in a partial name or partial ID value to locate the desired lookup value. Auto suggest is available only for lookup type filter fields. For example, in Resource to Investment and Investment to Resources view, in Resource Active Status and Investment Active Status are not lookup fields. Hence auto suggest is not available on these filters.
All the filter fields are multi select, except for Investment Active status and Resource Active Status. These two filter fields have an ALL option available, to select both active and inactive options.
You can expand an investment to view the allocated resources and role information of that particular investment. The investments and resources that you can view on the grid is based on your access rights.The following filtering options are available on the Investments-to-Resources view:
  • Investment Manager
    This field allows you to filter all the active and inactive investments based on the selected investment managers.
  • Investment
    This field allows you to filter one or more active investments, to see all resources and roles allocated to the selected investment. 
  • Resource Manager
    This field allows you to filter on one or more resource managers to see all investments with assigned resources and roles that report to the selected resource manager.
  • Resource
    This field allows you to filter on the selected resources to show active investments where the resource is allocated. 
  • Resource OBS
    This field allows you to filter on resource OBS to display only those active investments whose allocated resources belong to the selected resource OBS.  You can further drill down based on OBS unit, its ancestors and descendants. The filter list uses your input to display the first 25 values. As you scroll down, the filter list shows the next 25 values.
  • Primary Role
    This field allows you to filter on one or more primary roles to display only those active investments whose allocated resources have the selected primary roles.
  • Employment Type
    This field allows you to filter on one or more employment type to see all active investments with resource allocations for the selected employment type. Only the Resources with the selected employment type appear under the investments. 
  • Investment Active Status
    This field allows you to filter on investment activity status to display only those investments  for the selected investment status. By default, only active investments appear in the view. To view inactive investments, use this filter option. 
  • Investment OBS
    This field allows you to filter on investments that are based on the OBS allocated to the resources. All resources that are allocated to the selected investment appear in the view. You can further drill down based on unit, its ancestors and descendants. The filter list uses your input to display the first 25 values. As you scroll down, the filter list shows the next 25 values. 
  • Investment Type
    This field allows you to filter on investments based on selected investment types.
  • Resource Active Status
    This field allows you to filter on all active investment whose resources and roles have the selected activity status. 
On the pinned tab, you can filter investments based on Resource Manager, Resource OBS, Primary Role, Employment Type, Resource, Resource Active Status filters only.