Fill Resource Requisitions

Assign team members to projects and other investments using one of two methods: direct staffing or resource requisitions. With direct staffing, a project manager directly assigns team members to investments. Direct staffing works well when project managers tend to control their own resources. They have booking rights to the resources they need, and they can directly staff their projects.
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Assign team members to projects and other investments using one of two methods:
direct staffing
or
resource requisitions
. With direct staffing, a project manager directly assigns team members to investments. Direct staffing works well when project managers tend to control their own resources. They have booking rights to the resources they need, and they can directly staff their projects.
Review of project staffing can be accomplished in a couple of ways. A resource manager can look for overbookings or capacity and demand imbalances by studying the Resource Planning pages that highlight staffing issues across all resources and projects. Resource managers can be given hard-booking rights. Even though project managers can plan (soft-book) their staffing, resource managers can retain the right to commit (hard-book) the individual team members.
: This method can also involve a multi-step staffing process. The project manager initially assigns roles and establishes other staffing requirements and then sets the request status to
open
. A resource manager fills the request either by hard-booking (committing) the resource, or by replacing the requested role with a specific resource. 
With requisitions, a project manager
requests
resources and a resource manager assigns them to investments. As a project manager, you can create simple or detailed requisitions that request resources for multiple time periods.  In addition to the functionality associated with direct staffing, requisitions also provide the following functionality:
  • Routing and notification
  • A review and approval process
  • A history of staffing requests and allocations.
As a resource manager, use this article to assign team members with resource requisitions.
 
Resource Requisitions
A requisition is a request to staff a specific project with labor resources. The chief benefit of requisitions is planning. If you bypass a requisition and you assign a resource directly to a project, you could jeopardize your own project. You are assigning without knowing about the other projects the resource can be working on. You can overburden the resource or assign the wrong resource. Requisition recipients tend to be resource managers who are knowledgeable about the workloads and skills of their resources. Thus, when you submit a requisition, the resource managers assign the most appropriate resources to the projects.
You can use resource requisitioning to:
  • Create tailored resource requisitions that suit the needs of specific projects
  • Perform an on-the-spot search for resources that fit requisition requirements
  • Discuss a requisition with its recipients
Requisitions are project-specific, which means that you cannot create a requisition that staffs multiple projects at the same time. Each requisition contains a request for only one staffing requirement and can serve only one project.
Requisition Routing and Notification
When a requisition is created, it is routed to the appropriate booking manager based on the following logic:
  • If a default booking manager is defined for the resource or role, the requisition is routed to that booking manager. If no default booking manager is defined, then the staffing requirement OBS is combined with the staffing requirement role to determine the booking manager.
  • If a booking manager mapping does not exist for a specific role and OBS, then the application looks up the OBS role chain until a manager is found. Role chain refers to roles that have parent roles. For example, an Automation Engineer can have QA Engineer as a parent role. If a role cannot be associated with an OBS all the way up the role and OBS chains, the requisition is not routed.
  • Both the project manager (requisition creator) and booking manager (resource manager) are notified of status changes in requisitions. If no booking manager is selected, no notification is sent.
  • Users with appropriate access rights can view the requisition in their list by filtering on unassigned requisitions.
  • The Booking Manager field can be changed at any time to reflect another resource manager. The facility to change allows resource managers to route the requisitions again.
  • The Requested By field value on the Requisition Properties page defaults to the requisition creator. If you are not the current Requested By user, change the Requested By field value to equal yourself. Change this value as needed, especially if your company has a routing chain that goes through multiple people.
  • Only the users in the 
    Requested By
     and 
    Booking Manager
     fields receive notifications that pertain to open requisitions. Requested and booked resources are not notified. Resource notification happens when the resource is added to the project as a staff participant. The notification can be set to occur automatically when the resource is hard-booked. For more details, contact your administrator.
The following table shows the parties that are notified when the requisition status changes:
Requisition Status Changes
Requested By
Booking Manager
Created
 
 
From New to Open
Notified
Notified
From Open to New
Notified
 
From Open to Propose
Notified
Notified
From Proposed to Booked
Notified
Notified
From Open to Book
(if requisition approval is not required)
Notified
 
Booking Manager changes
Notified
New and old booking managers are notified.
Requested By changes
 
 
Closed
Notified
Notified
Deleted
 
 
  • As a user, you can determine your requisition notification format, message layout, and delivery method from the Notifications page under Account Settings.
  • As an administrator, you can set up an automated process to identify the different stages in the lifecycle of a requisition. You can also automatically issue notifications at every stage.
Find Resources to Fill Role Requests
As a resource manager, when you receive a role requisition, find and propose at least one resource that fits the role that is described in the staffing requirement. If you propose multiple resources, allocate the resources appropriately so the requisition amount is divided among the resources. For example, if one resource is required for a week, propose two resources as follows:
  • Resource 1 from Monday to Wednesday
  • Resource 2 from Thursday to Friday.
Follow these steps:
  1. Open Home, and from Resource Management, click Resource Requisitions.
  2. Click the name of the resource requisition and then click Resources, or click the Person with List icon next to the requisition.
  3. Click Add. 
    The information that appears on the Find Resources page is based on the requirements that were specified in the staffing request. You can modify the search criteria to find more eligible resources.
  4. Select a resource and click Add to place them on the list of proposed resources.
    If a requisition has a single resource, the resource is selected. The resource is the proposed candidate in the shortlist.
  5. Select the desired candidate and click Add. 
    The Requisition Resources page appears with the Resources page active.
  6. If multiple resources are added to the requisition, expand each resource to edit your calculated allocation amount.
  7. Click Propose.
    The Resource Requisitions page appears and refreshes the status of the requisition to 
    Proposed
    .
Review Resource Requisitions
As a resource manager, you can view, propose, and book requisitions.
You can also receive notifications for each requisition that is assigned to you. Email notifications and notifications on your home page include a link to the Requisition Properties page. You can also use the Project Requisitions page to view requisitions.
Follow these steps:
  1. Open Home, and from Resource Management, click Resource Requisitions.
  2. Use the Requisition Filter section at the top of the Resource Requisitions page to locate one or more requisitions using various search criteria. You can search by requisition name, ID, associated project, status, or priority. Enter your search criteria in the Filter portion of the page and click Filter.
  3. Click the requisition link to open the requisition and edit it. The page contains the following tabs:
    • Properties
      This page provides the details that the requisition requestor enters.
    • Resources
      Use this page to find and add resources to your requisitions.
    • Discussions
      Use this page to initiate and participate in the requisition discussions.
    • Processes
      Use this page to create, run, and track requisition processes.
    • Audit Trail
      Use this page to track changes on the requisition object (if requisition fields are enabled for auditing). For details, contact your administrator.
  4. Depending on your access rights, you can change any of the fields available on any of the tabs.
  5. Click Save and Return.
Propose Allocations to Fill a Resource Requisition
Requests for named resources include a proposed resource making it easier for you to respond. To address requests for named resources, open a requisition and address it individually. Or, select multiple requisitions and propose them back to the project manager.
Follow these steps:
  1. Open Home, and from Resource Management, click Resource Requisitions.
  2. Click the Person with List icon next to a requisition.
  3. Click Propose to propose the resource back to the project manager for the requested time and allocation amount. 
    The Resource Requisitions page appears and refreshes the status of the requisition to Proposed.
  4. To address multiple named requests:
    1. Select the list of named resources and click Propose to propose the allocations to the project manager.
    2. Edit the allocation amounts for the requested named resources directly in the grid.
    3. Select the list of named resources and click Propose to propose the allocations to the project manager.
    The Resource Requisitions page appears and refreshes the status of the requisition to Proposed.
  5. Confirm the changes in the resource histogram that displays how much the project manager requests on a weekly basis:
    • The yellow part of the histogram represents the amount of hours that the resource is needed on this particular project.
    • The green part represents the time needed on other projects.
    • The red part shows where the resource is over-allocated.
  6. If the Requisition Approval Required option for the project is turned off (no project manager approval required):
    • The Book button appears on the page instead of the Propose button. To hard-book the resource onto the project automatically without the project manager approval, click Book.
    • If you do not have the Project - Edit access right, the Propose button appears on the page instead of the Book button. Click Propose to submit the booking for approval, rather than directly booking to the project. Later, when your project manager views the Project Team: Requisitions page, the Book and Reject buttons appear on the page.
Reduce Resource Allocations
After you open a requisition, if you decide that a resource is over-allocated, you can reduce their allocation.
Follow these steps:
  1. Open Home, and from Resource Management, click Resource Requisitions.
  2. Edit the fields on the page.
  3. To avoid over-allocation, reduce the allocation of the resource.
  4. Save the new allocation amount. 
    The yellow shading represents the new booking amount to the project. Green represents the bookings to other projects. Red indicates over-allocation and no longer appears.
You can also use the following steps from an open resource:
  1. Click the Properties icon to the left of the resource name.
  2. Edit existing allocation segments, and add any new ones.
  3. Click Save and Return.
Participate in Requisition Discussions
You can exchange messages about requisitions with other stakeholders.
  • A discussion thread begins with the first reply under the original message. 
  • Subsequent messages appear in descending order by date and time. 
  • Only users with access to the requisition can participate in discussions.
Follow these steps:
  1. Open Home, and from Resource Management, click Resource Requisitions.
  2. Open a requisition.
  3. Click Discussions. 
  4. Click the message icon or click Expand.
    1. To start a discussion, click New.
    2. To reply to an existing message, click the subject line of the message.
  5. Complete the following fields:
    • Subject: 
      Defines the subject of the message.
    • Message Text: 
      Defines the text of the message.
    • Attachments: 
      Click the Browse icon to attach a document.
    • Notify Participants: 
      Specifies if you want the discussion recipients to receive an email notification when a new message arrives for their review.
      Default:
       Selected
    Configure your notification and email settings from the Account Settings: Notifications page.
  6. Click Save and Return to send the message. 
    Your message appears in the Messages section of the Requisition Discussion: Messages page.
  7. (Optional) To collapse all open threads, click Discussions.
Types of Requisition Status
The Status field of a requisition is located on the Requisition Properties page. The requisition owner (also named a requestor) is the only person who can change its initial status from 
New 
to something else (typically 
Open
). Other recipients can then change the status.
  • New
    All requisitions begin with this status until the owner submits the requisition or manually changes the status. When you are ready for a booking manager to fill the request, change the status to 
    Open
    .
  • Open
    This status indicates that the requisition is active and requires attention and fulfillment. The requestor who creates the requisition is the one who changes the status to 
    Open
    . The booking manager is notified.
  • Proposed
    The booking manager proposes bookings to fulfill the requisition. The requestor is notified. The requestor reviews the proposed resources. If the requestor rejects the resources that the booking manager has identified, the requisition status changes back to 
    Open
    .
    The status Proposed is available if you have the
    Project - Attach Requisition Entry Resources
    access right. Also, the Requisition Approval Required setting is required to be selected for the project.
  • Booked
    This status indicates that a project manager or resource manager has accepted (booked) the resource on the requisition. The requisition status automatically changes to "Booked" and the requester and booking manager are both notified. "Booked" status is available:
    • If you have the 
      Project - Edit
       access right and requisition approval is required.
    • If you have the 
      Project - Attach Requisition Resources
       access right and requisition approval is not required.
  • Closed
    This status indicates that no more work is required. Only the requestor can close a requisition. If the booking manager declines an open requisition, the requisition status automatically changes to Closed.
Set a Default Booking Manager for Resources
As a manager in charge of resources, you can define a default booking manager for each resource and role in the system. Hence, requisitions are routed automatically to the appropriate resource manager without any intervention from the project manager.
Defining the booking manager is optional. If defined, the Booking Manager field of a requisition defaults to this resource manager and appears on the resource properties page. If you do not define this field, the project manager can define it at the requisition level or leave it blank. If the field is left blank, the access rights of the available resource manager decide the allocation to this requisition.
For roles, a mapping between roles and an OBS structure can be used to define the default booking manager.
Follow these steps:
  1. Open Home, and from Resource Management, click Resources.
  2. Click a resource name to open the resource properties.
  3. Specify the booking manager for the resource in the General section.
  4. Save your changes.
Decline an Open Resource Requisition
You can decline a requisition for several reasons. For example, the selection of resources was constrained or their availability was limited.
Follow these steps:
  1. Open Home, and from Resource Management, click Resource Requisitions.
  2. Click the link for that requisition.
  3. Set the status to 
    Closed
    , and click 
    Save and Return
    .
  4. (Optional) Post a note on the Discussions page explaining your reason for declining the requisition.
Unbook a Requisition
Administrators, project managers, and resource managers can work together to unbook resource requisitions.
  • As a project manager, sometimes you reduce the scope of a project or a resource is unavailable for a particular period. You can unbook hard-booked resources to use their unbooked time on another project. You can unbook a resource completely or partially from projects. Unbooking a resource removes any hard allocation for the resource in the future.
  • As a resource manager, work with the project manager to confirm resource booking and unbooking. Remind project managers that they cannot unbook a role or a soft-booked staffing requirement.
  • As an administrator, you configure the application to support your users. Managers can unbook only if you enable the Allow Mixed Booking setting. Mixed bookings support differences between planned and hard allocations. Unbooking a resource resets the hard allocation to match the planned allocation. For example, a manager sets a hard allocation to 10 weeks, and then changes the planned allocation to 8 weeks. The Unbook Resources operation removes two weeks of hard allocation.
Follow these steps:
  1. As an Administrator:
    1. Open the Administration menu and under Project Management select Settings.
    2. Select the Allow Mixed Booking check box and click Save.
  2. As a Project Manager:
    1. Open Home and from Portfolio Management, click Projects.
    2. Open a project and click the Team tab.
    3. Identify the specific hard allocation dates for the team member that you want to unbook. Adjust the Planned Allocation date segments to 0% (or a differential amount that removes the hard allocation).
    4. Save your changes. The booking status for the team member changes to
      mixed
      .
    5. Select the check box for one or more team members with a mixed booking status.
      : You cannot unbook a role or a soft-booked staffing requirement.
    6. Click the Actions menu and select Create Requisitions.
    7. Select Unbook Resources as a Requisition Type. Select a booking manager for each resource. The default booking manager automatically appears.
    8. Click Create and Open to create an 
      Open 
      requisition. You can also click Create to create requisitions with a 
      New 
      status.
    9. Click the Team tab menu and select Requisitions.
      The requisition is created on the Team Requisitions page of the project. If a requisition contains a request to unbook a specific resource, you see a checkmark in the Unbook column. Depending on your rights and internal process, you could click the requisition and unbook the resource yourself. Continue with the following steps when a separate resource manager handles the requisition.
  3. As a Resource Manager:
    1. Open Home, and from Resource Management, click Resource Requisitions.
      If a requisition contains a request to unbook a specific resource, you see a check mark in the Unbook column. At this point, you can decide to unbook or decline the request to unbook.
    2. Select the link for the requisition that you want to unbook.
      The Requisition Properties page displays the following message: 
      This requisition is for unbooking purposes only.
    3. Click Unbook. The application removes or updates all future hard allocation segments to match the planned allocation segments. You can only unbook date ranges in the future. You cannot unbook dates in the past.
    4. Depending on the amount being unbooked, the Booking Status for the team member might show 
      Mixed
      . The Project Manager can manually update the Booking Status to 
      Hard
       or, if they follow a formal process, they can use the Commit Hard Allocation action.
  4. (Optional) A requisition to replace resources selects both the Unbook and Replace check boxes on the Requisition Properties page. This type of requisition allows you to select a replacement resource for the person you are unbooking.
    1. Repeat the steps for a project manager listed in Step 2; however, this time select Replace Resources as a Requisition Type.
      On this type of requisition, the Resources tab appears.
    2. Click the Resources tab.
    3. Click Add.
    4. Apply filter criteria to narrow your search for a replacement resource.
    5. Add a new resource to best match the availability of the replaced resource.
    6. If you have the required access rights, the Replace button appears. Click Replace to replace the unbooked resource with the new resource.
    7. If you do not have the required access rights, the project manager can review the proposed replacement and can book that resource.
  5. The software applies the following rules when you unbook resources on requisitions:
    1. The planned allocation curve represents the total allocation amount that the project manager requests for the resource. The hard allocation curve represents the allocation amount that the resource manager commits. The booking status for a resource changes if the allocation amounts differ between the planned and hard allocation segments.
    2. When you unbook resources, the application reduces the amount of committed or 
      hard
       allocation that exceeds the 
      planned 
      allocation. The resulting unbook requisition subtracts from the hard allocation curve using the planned allocation segments that are less than the matching hard booked allocation segments.
    3. When you select the Replace Resources requisition type, the Unbook feature on the requisition is automatically checked. The application generates a requisition with two new properties (unbook = true and replace = true).
    4. The unbook amount defaults to the hard allocation of the team member minus the total allocation. If the total allocation equals or exceeds the hard allocation, the unbook amount is zero.
    5. The unbook amount defaults to unbookings from today forward. You can adjust the date and the requisition amount to only partially unbook.
    6. For a straight unbook (replace option is off) the application does not display a Resource tab. Instead of a propose option, you can unbook or decline. When you unbook, the team member allocation is decremented without project manager approval. When you decline, the team member allocation is not decremented. In both cases, notification is sent to the project manager and the requisition status is set to 
      booked
      .
    7. For a replacement unbook, the Resource tab appears. You are assigning another resource to replace the original resource and take on the allocation. The requested amount is equal to the total allocation of the existing team members that you are unbooking. The team member being unbooked does not appear in the resource list. The unbooking is an attribute of the requisition. You can fill the requisition exactly as you would fill any standard requisition with options for proposed, preferred, accept, and reject. In addition to the booking, the application also performs the unbooking.
      : If you have booking rights, you can zero out the team member hard allocation without submitting a requisition.
Modify and Resubmit Proposals
When you receive a notification that the project manager has rejected the resources on a requisition, you can modify and resubmit it.
Follow these steps:
  1. Open Home, and from Resource Management, click Resource Requisitions.
  2. Click the requisition link.
  3. Click Discussions to see the reason behind the rejection.
  4. Select and propose the resource that best matches the request. Delete the other resources. 
    The Resource Requisitions page appears and refreshes the status of the requisition to 
    Proposed
    .
Manage an Automated Requisition Process
The trigger for a requisition notification is any user-initiated change in the status of the requisition. If the status of 
new 
requisitions is not changed to 
open
, the recipients are not aware and cannot fulfill the new requisition.
You can avoid notification uncertainty by configuring an automated notification process that identifies different stages in a requisition lifecycle. An automated process can issue a notification whenever a new stage is reached.
When you create a process in a requisition, it is available only for that requisition. When an administrator creates a global requisition process, the process is available for use by all requisitions. Global access rights are required to create a global process.
Follow these steps:
  1. Open Home, and from Resource Management, click Resource Requisitions.
  2. Select a requisition and click the Processes tab.
    The processes page for the requisition appears. The Processes tab shows two menu choices: 
    Available 
    and 
    Initiated
    .
  3. To view running process instances, click 
    Initiated 
    (the default). Process instances that are scheduled to run or running appear. You can track their progress.
  4. To view the local processes that apply only to this requisition and any global processes for any requisition, click 
    Available.
    1. To define a new process, click New.
    2. Save your changes.
      The new process appears in the list of available requisition processes.
  5. To start a process manually, select the check box and then click Start.
  6. To set the object for the requisition process, click Add Linked Object.
Audit Requisitions
The Requisition Audit Trail page allows you to see when certain issue fields were changed. You can also view who made the changes. In this way, you can track changes by resource and date. Your administrator determines the requisition fields that are available to you on the page.
Follow these steps:
  1. Open Home, and from Resource Management, click Resource Requisitions.
  2. Click a requisition and click Audit.
  3. Filter the list.
    The audit fields for the requisition appear.