Custom Investments: Assign Resources, Roles, or Teams to Tasks

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As a project manager, scrum master, or resource manager, you can manage task assignments, perform resource and role planning, and monitor estimate-to-complete (ETC) values for your team members directly inside an investment item. Apply filters, saved views, and your choice of assignment attributes that appear as columns in the ASSIGNMENTS grid. Familiar grid features include grouping, sorting, and exporting to CSV.
Some key points you need to remember while using the ASSIGNMENTS module are:
  • Saved views in the ASSIGNMENTS module including detail configuration are shared across different objects.
  • Clarity PPM retains user settings for FTE or Hours regardless of the view.
  • The Start and End period for a saved view in the ASSIGNMENTS module is retained across objects.
  • Saved views created in the ASSIGNMENTS module of the Project object in older releases of Clarity PPM will be available in custom investment ASSIGNMENTS module after upgrading to 15.7.1.
 
Prerequisites
  • Before you attempt to view per-period metrics, verify that you have set up a sufficient quantity of fiscal time slices. For example, if you plan to view data spanning 52 weeks, define those 52 weeks in advance.
  • Set your Unit of Measure preferences. You can view effort data in units of hours or full-time equivalents (FTE).
  • To add the new Assignments page to your investment item, contact your administrator to configure a blueprint with the new Assignments module. 
Add Task Assignments
You can assign available resources, roles, or teams from the assignment pool setting.
 
Follow these steps
:
  1. In the 
    New User Experience
     main menu, click 
    Investments 
    and select your custom investment. 
  2. Select the investment item. 
  3. Click 
    ASSIGNMENTS
    .
  4. Click  
    New Row
    .
  5. Complete the following required fields:
    1. In the 
      Task
       cell, select a task from the list of tasks for the current investment item. As you enter the name or ID for a task, matching entries appear for your convenience.
    2. In the 
      Resource
       cell, select a resource, role, or team. Search by resource name, ID, or primary role. As you enter the name or ID, matching entries appear for your convenience. Both labor and non-labor resources and roles are included. 
    3. Select 
      Start
       and 
      Finish
       dates.
  6. Complete any additional fields or custom attributes.
The following image shows a new task assignment: 
image2019-5-23_18-20-1.png
 
The New User Experience uses the existing business rules from Classic PPM for adding, editing and deleting assignments. The following additional rules apply:
  • A resource (a named staff member or team record) can be assigned to a task only one time. The application does allow you to split a task among more than one resource.
  • The primary role for the resource appears in the Role cell if it is included in the current view.
  • If your selected resource, role, or team is not already a member of the investment item staff, they are added.
  • The application auto-grants a minimal set of required access rights when you assign a resource. Review the access rights for each staff member after you add them in the New UX or replace them in an assignment using Classic PPM.
Replace Staff Members
You can use the Assignments Grid to replace the staff associated with tasks. You can make the following replacements:
  • 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 an investment item and click 
    Assignments
    .
  2. In the Resource field, select 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. 
To learn more about rules associated with replacements, see Custom Investments: Tasks and To-Do Items.
Add Task Assignments on the Investment Item Tasks Page:
On the 
TASKS
 page, you can also select from a list of available resources, roles, or teams using the same assignment pool settings as the ASSIGNMENTS page. Using this method, only labor resources and roles appear.
 
Follow these steps:
 
  1. On the 
    TASKS
     page, select a task.
  2. Click 
    DETAILS
    .
  3. On the 
    Details
     panel, click 
    Assignments
    .
  4. Click inside the 
    ADD
     field to start your search.
 
image2019-5-24_11-57-19.png
 
The Task Owner is a different field where you can make a quick association between a task and a contact person. The task-to-task-owner relationship is not the same as a task assignment.
Delete Task Assignments
Right-click an assignment to delete it.
You cannot delete an assignment with posted actuals.
Plan the Resource and Role Assignments for Tasks
 
Follow these steps
:
  1. In the main menu, click 
    Investments
    ,
     
    select your custom investment. 
  2. Select the appropriate investment item. 
  3. Click 
    ASSIGNMENTS
    .
  4. To apply a view, click 
    VIEW
     and select a saved view. You can also continue working in an unsaved view.
  5. To filter the data in the grid, click 
    Filter
    .
    1. Click 
      ADD FILTER
      .
    2. Select a filter field. 
    3. Select one or more filter values. Click away in the neutral white space above the filter bar to apply your filter to the grid.
      image2019-5-20_18-10-5.png
       
  6. To group the data, drag its column header into the 
    Group By
     bar.
  7. To sort the data, click a column header or press the 
    Shift
     key while you click up to four columns.
  8. For resource planning, the grid displays per-period metrics spanning multiple time periods. Click 
    View Options
    .
    1. Specify your preferences for the display of money and number data.
    2. In the 
      PER-PERIOD METRICS
       field, select one or more metrics.
    3. In the 
      PERIODS
       field, select a unit of time (weeks, months, quarters, or years).
    4. Select the 
      START PERIOD
       and 
      END PERIOD
      . The values in those fields adjust to the value you selected in the 
      PERIODS
       field.
  9. To save your current view, click 
    View
    Save As
    .
  10. Click 
    X Close
    .
 
image2019-5-20_18-1-26.png
 
Two or more attributes could have the same name or label in the user interface but represent different data types. For example, in Release 15.6.1 the Assignment object shows 
Actual Cost
 as a 
Money
 datatype and 
Actual Cost
 as a 
time-varying
 attribute for the actual cost curve data that appears in per-period metrics. Other examples include 
Actuals
ETC
, and 
ETC Cost
.
On the 
STAFF
 and 
ASSIGNMENTS
 pages, you can add a resource only one time. After you add the resource, they no longer appear in the drop-down list. Because roles can be added multiple times, use the column panel to add the 
Requirement Name
 field to distinguish between the different instances of the same role.
Group Task Assignments
When you group by assigned resource, task, or owner, the application aggregates time-scaled values such as ETC, EAC, and actuals for cost or effort. Exit group-by mode to edit TSV values. For example, you can edit task assignment per-period ETC values. 
You can also enter one total amount and have the application spread it evenly across multiple per-period segments or cells in the grid.
The following example shows the ASSIGNMENTS page with tasks and assignments grouped by resource roles:
 
image2019-5-20_18-3-55.png
 
The following example shows the ASSIGNMENTS page with tasks and assignments grouped by named resource:
 
image2019-5-20_17-58-12.png
 
In this example, grouped by Resource Type, we can see the actual time posted by Derrick Joseph for a Planning task in the third month of 2019 (2019-03 or March).
 
image2019-5-24_11-29-21.png
 
Update Cell Values in the Totals Column and Per-Period Columns
The 
STAFF
 and 
ASSIGNMENTS
 grids support the following subtle features and options:
  • You can configure the grid (click 
    Column Panel
    ) to show allocation values in a 
    Totals
     column, in per-period metric columns, or in both. 
  • When you show both, you can enter separate values in each per-period column and see them counted toward the value in the 
    Totals
     column.
  • Conversely, you can enter one value in 
    Totals
     and watch the application dynamically spread the allocation across the remaining periods in the current view.
You can also copy and paste values spanning multiple cells; however, exercise caution as you might get unexpected results.
  • When copying and pasting in a grid, verify the cell dimensions and columns you want to copy and paste are the same.
  • We recommend that you avoid copying and pasting values from inside both the 
    Totals
     column and per-period metric columns in the same operation. Use one or the other. In other words, do not attempt to update values for the 
    Totals
     column and for per-period columns in a single paste operation.
 
image2019-6-13_10-42-53.png