Manage Requisitions

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Requisitions are associated with single staffing requirements; they always contain references to a specific resource or role. The requisition uses the details from the staffing requirement to populate the requisition.
When selecting multiple resources or roles, a new requisition is created for each resource or role (staffing requirement). For a given staffing requirement, there can be only one outstanding requisition (with a status of
New
,
Open
, or
Proposed
). You cannot create requisitions for staffing requirements that already have outstanding requisitions. If you cannot a create requisition for any of the selected staffing requirements, the create operation fails for all requisitions. An alert message appears.
As a project manager, you can edit the requested allocation amount in a requisition. You can edit a requisition as long as its status is still
New
. Avoid the situations where the resource manager is already working on the request, has a shortlist partly put together, and then the request changes.
Fulfill Project Staffing Requirements Through Requisitions
Follow these steps:
  1. The project manager defines staffing requirements by adding soft-booked resources or roles as project team members.
  2. The project manager creates requisitions that are based on the predefined staffing requirements.
  3. The project manager submits new requisitions so resource managers can start looking at them. The requisition is routed to the appropriate resource managers. The resource managers are determined based on the default booking manager that is defined for the resource or role in the requisition.
  4. The resource manager addresses requisitions by proposing a list of resources. The resource manager can also decline a requisition. In both cases, the project manager is notified.
  5. The project manager reviews the proposed allocations and completes one of the following actions:
    • Rejects the proposed requisition. In this case, the requisition is reopened and the resource manager is notified. The resource manager modifies and resubmits the proposals.
    • Accepts the proposed requisition. In this case, the resource requisition is hard booked to the project.
Create Requisitions
You can create requisitions using one of following methods:
  • Create the requisition and set its status to
    New
    . This way, you can edit the requisitions to add additional information not carried over from the staffing requirement. Also, you can change the default values, such as the due date or the amount requisitioned, by opening the requisitions manually.
  • Create the requisition and set its status to
    Open
    . This way, you can quickly submit all your requisitions when you do not need to edit any of the details. The details are already defined in the staffing requirement. After a requisition is submitted, the resource manager is notified through email and can act on the requisition.
Follow these steps:
  1. Open the project and click Team.
  2. Select the check box for a soft-booked resource or role, and from the Actions menu, click Create Requisitions.
  3. Select a requisition type:
    Values:
    • Request Resources: Select this option to create new requisitions.
    • Unbook Resources: Select this option to create requisitions to unbook and release hard-booked time.
    • Replace Resources: Select this option to unbook and replace a hard-booked resource.
  4. Select a booking manager for each resource or role. If the resource manager or administrator specifies a default booking manager, this value is automatically populated.
  5. Do one of the following:
    • Click Create to create requisitions with a
      New
      status.
    • Click Create and Open to create a requisition. Set the status to
      Open
      .
  6. Save the changes.
Edit Unopened Requisition Requests
As a project manager you can view your new requisitions, monitor your open requisitions and edit any unopened requisitions. You can view a requisition status in the Request Status field. Whenever the requisition status changes, the Request Status field is updated. You can only edit requisition requests that have a status of New.
After you submit an open requisition, the resource manager receives notification to work on the request. If a requisition is for a named resource, the named resource is automatically added to the resource list for the requisition when the status changes to Open.
Follow these steps:
  1. Open the project and click Team.
  2. Open the Team menu and click Requisitions.
  3. Click the name of the requisition to edit the properties.
  4. Complete the requested information. The following fields require explanation:
    • Requisition Name
      Change the name of the requisition to describe the staffing requirement. When the requisition is created, the field is populated with the name of the selected staffing requirement.
      Required:
      Yes
    • Due Date
      Select the last date of filling the requisition. The date generally appears before the date you require the resource.
    • Status
      Indicates the status of the requisition. To submit a requisition, change its status from New to Open.
      Required:
      Yes
      Values:
      New, Open, Proposed, or Closed
    • Requested By
      Displays the name of the project manager who created the requisition.
    • Booking Manager
      Displays the booking manager name of the resource or role according to the staffing requirement.
    • Requirement Name
      Displays the staffing requirement name. Each requisition can access all information from the team member. For example, skills, allocation needed, or role on which the requisition is based.
    • Requested Resource
      Displays the name of the requested resource or role.
    • Project
      Displays the name of the project for the requisition.
    • Unbook
      Displays the status based on the selected option when creating the requisition. For example, Request Resources, Unbook Resources, or Replace Resources.
    • Replace
      Displays the status based on the selected option when creating the requisition.
      Values:
      Request Resources, Unbook Resources, or Replace Resources
    • Requested Amount
      Define the period for the resource to work on the project. Also, specify the percentage of the time available for the resource.
  5. Save the changes.
Review and Book Proposed Allocations
A requisition can have many bookings that are associated with it. Each resource that you add to the requisition shortlist constitutes a booking. A booking is record of a resource that is attached to the shortlist and contains the amount of time the resource is booked to the project. The status of the booking determines whether the resource is proposed, rejected, or booked to a project.
After a resource manager works on a requisition, the requester receives a notification that someone filled or partly filled a requisition. You can view information about the resources they offer. You can also see which staffing requirements have a Proposed status, meaning the resource manager has proposed allocations on the requisition. A committed (or hard) allocation for the resources exists only when you accept the proposals. You can open the Team menu and click Requisitions to view all the requests for the proposed amounts and accept multiple requisitions at a time. You can also drill into any individual requisition from either the team staff, or team requisitions page.
The following table describes how you can hard book resources to projects:
Requisition Approval Required Field
Method
Selected
Project manager books a requisition proposed by a resource manager.
Selected
Project manager hard-books a resource or role directly to the project. They have hard-booking rights and the
Project - Edit
access right.
Cleared
Project manager or resource manager hard-books a resource or role directly to the project if they have hard-booking rights.
The Requisition Approval Required field displays in the Staffing section of the schedule properties page.
View Resource Allocations
Before you accept a proposed resource or book them to a project, review its allocations to other projects.
Follow these steps:
  1. Open the project and click Team.
  2. Click the Resource Allocation icon next to the resource to view allocations.
Accept and Book a Single Requisition
View the details of the requisition before accepting a proposed booking. As project manager, you can view the same details of the requisition the resource manager sees. You see how much time you requested, how much the resource manager proposed, and who the resource manager proposed.
When you select the Requisition Approval Required field, the resource manager cannot book team members directly onto a project - even with hard-booking access rights. Only you as the project managers can book the team members.
On the team staff page, you can see that the resource has committed allocation to the project. The request status is now Booked. The booking status has changed from Soft to Hard.
Follow these steps:
  1. Open the project and click Team.
  2. Open the Team menu and click Requisitions.
  3. Click the Person with List icon to the right of the desired requisition.
    The
    resource requisition page appears. This page displays the requested allocation, the proposed allocation, and the variance. The histogram shows you the overall availability of the proposed resources.
  4. To accept the proposal, click Book.
Accept and Book Multiple Requisitions
You can review and accept multiple requisitions simultaneously on the team staff page of the project. From this page, you can view the average availability rate of the proposed requisitions. You can select multiple requisitions and click the Book button to accept all proposals at once.
When a resource manager books a resource to a project or changes the planned allocation for a resource, the associated staffing requirement booking status automatically updates to reflect the latest status.
The booking status in the staffing requirement changes based on the values in the following table:
Planned Allocation
Hard Allocation
Booking Status
Date range and allocation have been set
None
Soft
Date range and allocation have been set
Equals planned allocation
Hard
Date range and allocation have been set
Date range and allocation is less than planned allocation
Mixed. This booking status displays only if the system setting for Allow Mixed Booking is enabled. Default value: enabled.
Date range and allocation have been set
Date range and allocation is more than planned allocation
Mixed
Follow these steps:
  1. Open the project and click Team.
  2. Open the Team menu and click Requisitions.
  3. Select the proposed requisitions, and click Book to accept the selected requisitions.
  4. Return to the team staff page of the project.
    The team members have a booked request status. The booking status is Hard, and the planned and committed allocations are equal.
Reject a Requisition
If you are not satisfied with the proposed availability of a named resource, you can reject the requisition. You can also reject one or more resources from the shortlist of resources proposed by the resource manager for a specific role. When you reject a resource requisition, the resource manager is notified about the reopened requisition.
You can also open a requisition, view the requisition properties, and then reject the requisition using the Reject button. Use the Discussions feature to record why you are rejecting a requisition.
Follow these steps:
  1. Open the project and click Team.
  2. Open the Team menu and click Requisitions.
  3. Select one or more proposed requisitions, and click Reject.
    The status of the requisition changes from Proposed to Open.
Book Overallocated Resources
If the available hours of a resource are less than the total number of requested hours, the Remaining Availability Confirmation page appears.
The Remaining Availability Confirmation
page indicates that the resource is overbooked when you add them to the project or investment. The 100 percent Resource Allocation column displays the number of hours that were utilized when you book the resource at 100 percent (default) of their availability. The Remaining Availability column indicates the actual number of work hours available for the resource to work on your project.
When the page appears, you can:
  • Over-allocate the resource.
  • Book the resource for the amount remaining only. This amount is listed in the Remaining Availability column.
Unbook Hard-Booked Resources Using Requisitions
Suppose, you reduce the scope of a project, or a resource is unavailable for a particular duration in the project. You can unbook hard-booked resources to use their unallocated time on another project.
You can unbook a resource completely or partially from projects. The unbooked amount defaults to the hard allocation of the team member less the planned allocation.
After you unbook the resource requisition, the associated resource manager is notified. The resource manager can proceed to address the unbooked resource requisition.
Follow these steps:
  1. Open the project and click Team.
  2. Select the check box next to the name of the hard-booked resource that you want to unbook. Then, from the Actions menu, click Create Requisitions.
  3. In the Select Requisition Type section, select Unbook Resources (Remove all hard allocation not in plan).
  4. To unbook the resource completely, in the Resources section, click Create and Open.
    The team staff page of the project appears showing the booking status as Mixed. An unbook requisition is created to unbook the resource for the entire hard-allocated amount.
  5. To unbook the resource partially, complete the following steps:
    1. In the Resources section, click Create.
      The team staff page of the project appears.
    2. Click the request status link for the resource which shows a status of New.
      The requisitions properties page appears.
    3. Specify the unbooking amount by entering the period and the unbooking percentage. Then, change the status to Open.
  6. Save the changes.
Replace Unbooked Resource Requisitions
When unbooking a resource through a requisition, you can request a replacement team member. The action lets you unbook the selected resource and request for a new team member.
Follow these steps:
  1. Open the project and click Team.
  2. Select the check box next to the name of the hard-booked resource that you want to unbook. Then, from the Actions menu, click Create Requisitions.
  3. In the Select Requisition Type section, select Replace Resources to replace all hard allocation with a new resource.
  4. In the Resources section, click Create and Open to unbook the resource completely.
    The team staff page of the project appears showing the booking status as Mixed. An unbook requisition is created to unbook totally the resource for the entire hard-allocated amount.
Request Additional Bookings
If the project gets extended, you can add additional planned allocation for a resource.
The submit, propose, and accept process for a requisition is identical to the process described in the earlier sections. The two requisitions (created initially and the other for additional booking) are stored as two separate records of the individual transactions.
To unbook a resource, you reduce the planned booking. To request additional booking, you increase the planned booking compared to the hard-booking.
Split Booking
For an additional and unbook requisition, you can change allocations using the Shift Allocation option. Create a regular requisition and select the Unbook option to unbook a requisition. You require performing the two distinct actions as separate tasks. A team record can have up to one each of open and unbook requisitions simultaneously.
Follow these steps:
  1. Open the project and click Team.
  2. Click the Properties icon for the hard-booked resource.
  3. Edit the resource Planned Allocation chart.
  4. Create a requisition.
    The new requisition automatically asks for the difference between the planned and committed time.
Book Already-Booked Resources
You can add multiple instances of a role to a project but not multiple instances of the same named resource. When booking already-booked resources to projects, the following error message appears under the following circumstances:
Resource not booked because it exists in the team.
Circumstances:
  • Booking a resource to a project to which they are already booked.
  • Booking a resource already on the project team, and you opt not to reduce a matching role allocation.
Use the team properties page to update the allocation for this resource.
Example
You can assign programmer (1) and programmer (2) to the same task.