New User Experience: 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 a project. 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.
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 projects, contact your administrator to configure a blueprint with the new Assignments module. The first four (4) modules appear as icons at the bottom of each project tile. Users can access Assignments from the project tile if the Assignments module is one of the first four (4) modules, as shown below.
    image2019-5-23_18-56-41.png
Add Task Assignments
You can assign available resources, roles, or teams from the project assignment pool setting.
Follow these steps
:
  1. In the
    New User Experience
    main menu, click
    Projects
    or
    Project Tiles
    .
  2. Open a project.
  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 project. 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 project 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 a project 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 New User Experience: Staff a Project Team.
Add Task Assignments on the Project Tasks Page:
On the project
TASKS
page, you can also select from a list of available resources, roles, or teams using the same project assignment pool settings as the Project 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.
Add Task Assignments on the Project Task List Page
You can also select from a list of available resources, roles, or teams using the same project assignment pool settings on the Project Task List page.
  1. On the
    TASK LIST
    page, select a task.
    The Details panel appears.
  2. On the Details panel, click
    Assignments
    .
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 Project Tasks
Follow these steps
:
  1. In the
    New User Experience
    main menu, click
    Projects
    or
    Project Tiles
    .
  2. Open a project.
  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
data type 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.
image2019-5-30_12-53-44.png
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 project tasks and assignments grouped by resource roles:
image2019-5-20_18-3-55.png
The following example shows the ASSIGNMENTS page with project 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