Clarity: Assign Project Tasks to Resources, Roles, and Teams

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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 using the Assignments module.
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
    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
    will be available in the custom investment ASSIGNMENTS module after upgrading to 15.7.1.
  • If a Task such as Phase does not support Assignments, you will see the "This Task type does not support assignments" message when you navigate to the Assignments tab.
  • Actions are not supported for Milestone or Summary Tasks.
  • All grid configuration changes made from the Assignments grid on the Details panel are reflected in the Assignments tab. Conversely, all grid configuration changes made from the Assignments tab are reflected in the Assignments grid on the Details panel.
  • The views in the Assignments tab and the Assignments grid on the Details panel are independent. This means if you create a view in the Assignments tab, it will not be available in the Assignments grid on the Details panel. Similarly, if you create a view on the Assignments grid on the Details panel, it will not be available in the Assignments module.
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).
The Assignments module leverages the SQL curve technology introduced in
Clarity
15.9.1 to significantly improve the handling of time-phased data. You will now be able to view time-phased data without the restrictive time windows available in Classic PPM. The SQL curve technology also allows you to aggregate time-phased data by using the Group-By functionality. It also enables
Clarity
to display the remaining availability for all resources (resource availability - resources aggerated allocations across investments ) in the Staff grid across investments. The Time Slicing Group By job is scheduled to run every five minutes. If you do not execute this job in your environment, you may not see accurate metric data.
  • If you do not see the Assignments tab in your project, contact the administrator to configure the project blueprint with the Assignments module. The Assignments module appears at the bottom of the project tile if it is one of the first four modules configured in the project blueprint.
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This section covers the following topics:
Video: Adding Assignments to Projects
The following video describes how to add assignments to projects.

This video will not be available when you download the documentation in PDF format. Click here to watch the video on YouTube.
Configure the Assignment Pool
An assignment pool defines the scope of resources you have for assigning tasks. The following options are available:
Team Only (Default):
Specifies that you can only choose resources, roles, and teams that are added in the STAFF tab for assigning tasks. If you select this option, you must add the required resources, roles, and teams to the STAFF tab first and then assign them tasks.
Resource Pool:
Specifies that you can choose resources from the global resource pool for assigning tasks. In this case, you can choose any resource for which you have the booking rights. If you select this option, you need not populate the STAFF tab manually; the resource and roles that you select in the Assignment tab are automatically added to the STAFF tab. 
Follow these steps:
  1. In the Clarity main menu, click
    Projects
    or
    Project Tiles
    .
  2. Open a project.
  3. Complete the following steps to configure the assignment pool setting for the project:
    1. In the grid view, click the Columns Panel icon in the right pane.
    2. Search for
      Assignment Pool
      and select it.
      The Assignment Pool column is added to the grid view.
    3. Click on a row and change the
      Assignment Pool
      setting to Team Only or Resource Pool for that instance.
    The assignment pool setting is updated for the selected project. 
Assigning Tasks
As a Project Manager, Scrum Master, or Resource Manager, you assign tasks to the appropriate resources, roles, or teams so that the right people are involved in each task. You want to assign more than one resource, role, or team to a task depending on the complexity of the task.
You can assign tasks to resources, roles, or teams using one of the following methods:
  • Assign work at the task-level - This method lets you add or modify assignments in the context of a specific task. You can use this method when you want to assign a task to specific resources, roles, or teams. 
  • Assign work at the resource-level - This method lets you add or modify assignments across all the tasks in the project. You can use this method when you want to assign a resource, role, or team to specific tasks in the project.
You can assign a resource or team to a task only once. However, you can assign a task to different instances of the same role. Add the role as many times as you need for task assignment in the STAFF tab. For example, if you want to assign a task to two Developers, add the Developer role twice in the STAFF tab. Use the column panel in the STAFF tab to add the Requirement Name field to distinguish between the different instances of the same role.
In either case, you can assign tasks to a resource from the global resource pool or from the Staff list, depending on the assignment pool setting for the selected project. For more information, see Configure the Assignment Pool.
More Information:
Add, Modify, Delete, or View Assignments at the Task-Level
Assign work at the task-level when you want specific resources, roles, or teams to work on a task. Sid, the Project Manager wants to assign an Architect, a developer, and a UX Designer to the Research and Development task so that they all work in tandem to complete the R&D work with the desired outcome.
Follow these steps:
  1. In the Clarity main menu, click
    Projects
    or
    Project Tiles
    .
  2. Open a project.
  3. Complete the following steps to assign work at the task-level:
    1. Click the
      Tasks
      tab.
    2. Click on the task that you want to assign resources to. In this example, click the Research and Development task.
    3. Click the
      DETAILS
      panel.
    4. Click on the
      Assignments
      tab in the
      Details
      panel.
    5. Add the resources, teams, or roles that you want to assign to the task.
      The selected staff are assigned to the task. You can modify or delete the assignments until any actuals are posted for the assignment.
    6. Click
      Expand
      to use some key capabilities of the common grid such as Views, Group-by, Filter, and Export to CSV. 
      Group
Alternatively, you can use the
Task List
tab of the project to assign tasks, provided that your administrator has configured the Task List module in the project blueprint. The
Task List
tab groups the assignments by tasks and provides a quick view of the assignments for each task in the project. You can also click any of the tasks in the
Task List
tab and add the assignments in the right pane.
Add, Modify, Delete, or View Assignments at the Resource-Level
Assign work at the resource-level when you want to assign a resource, role, or team to specific tasks in the project or an investment item. For example, Sid wants Architects to review and approve all the design tasks. He wants to be able to select the Architect role and assigns every design task to the role, instead of opening each design task and adding the architects to the tasks.
Follow these steps:
  1. In the Clarity main menu, click
    Projects
    or
    Project Tiles
    .
  2. Open a project.
  3. Complete the following steps to assign work at the resource-level:
    1. Click the
      Assignments
      tab.
    2. Click
      +
      to add an assignment. Select the resource, role, or team that you want to assign tasks to. In this example, select the Architect role.
      Depending on the Assignment Pool setting, you can either select a resource from the global resource pool or only from within the staff. For more information, see the
      Configure the Assignment Pool
      section.
    3. Select the task name from the
      Task
      field. Naming the tasks appropriately helps in quickly identifying and assigning the tasks. For example, you can prefix the design tasks with “Design:” so that you can easily select them from the list and not miss adding any.
    4. Repeat steps 2 and 3 for all the design tasks that you want to assign to the architects.
      The selected staff is assigned to the task. You can modify or delete the assignments until any actuals are recorded.
Verify Task Assignments
After all the assignments are completed, you can ensure that every task has the required people and roles involved and every role has the right tasks assigned.
Follow these steps:
  1. In the Clarity main menu, click
    Projects
    or
    Project Tiles
    .
  2. Open a project.
  3. Complete the following steps to group tasks:
    1. Click the
      Assignments
      tab.
    2. To view the assignments by task, do the following:
      1. Drag the
        Task
        column to the
        Group By
        section.
      2. Expand each task and ensure that you have added the required resources, roles, and teams.
    3. To view the assignments by role or resource, do the following:
      1. Drag the
        Resource
        column to the
        Group By
        section.
      2. Expand each role or resource and ensure that the right tasks are assigned to them.
      The following screenshot shows the ASSIGNMENTS page with assignments grouped by resource roles:
      image2019-5-20_18-3-55.png
      When you group by 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.
Alternatively, you can use the
Task List
tab of the project to assign tasks, provided that your administrator has configured the Task List module in the project blueprint. The
Task List
tab groups the assignments by tasks and provides a quick view of the assignments for each task in the project. You can also click any of the tasks in the
Task List
tab and add the assignments in the right pane.
Plan the Resource and Role Assignments for Project Tasks
Follow these steps:
  1. Click
    ASSIGNMENTS
    .
  2. To apply a view, click
    VIEW
    and select a saved view. You can also continue working in an unsaved view.
  3. 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
  4. To group the data, drag its column header into the
    Group By
    bar.
  5. To sort the data, click a column header or press the
    Shift
    key while you click up to four columns.
  6. 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.
  7. To save your current view, click
    View
    ,
    Save As
    .
  8. 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, the Assignments module 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
.
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.
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