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Making Direct Assignments

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You are viewing content for Planview® Enterprise One release – Portfolio and Resource Management.

Project managers typically make direct assignments for a work item by creating requirements, reserves, allocations, or authorizations through the Work and AssignmentsWork and Resource Management screen. Project managers, however, use the Task Information screen or tray to make direct assignments if they also want to enter details while creating requirements, reserves, allocations, or authorization.

Resource managers can use the Resource Management and Assignments screen to reserve or allocate resources, and to assign resources to standard activities.

For a list of global options, features, and other prerequisites (including grants) required for the following procedures, see the Resource-Management Tasks Prerequisites Matrix.

Making Assignments as a Project Manager

Assigning Resources Through the Work and AssignmentsWork and Resource Management Screen

To create an assignment through the Work and AssignmentsWork and Resource Management screen:

  1. Navigate to the Work and AssignmentsWork and Resource Management screen.

  2. Click the pivot list button, then click Schedule and Assignments.

    Tip!
    When creating assignments, you typically want to use the Schedule and Assignments view because new assignment rows are displayed on the screen as you create assignments in that view. You can, however, create assignments in the Schedule view.

  3. Next to the work item for which you want to create an assignment, click the action menu button > Assignments.

  4. Depending on the type of assignment you are creating, click the relevant option (New Requirement, New Reserve, New Allocation, or New Authorization).

    Tip!

    You can make assignments for multiple work items at one time instead of making them by performing separate actions. To do so, press the Ctrl key while clicking the relevant work item rows. When all of the work items you want to assign are selected, click the action menu button > Assignments, and then click the option relevant to the type of assignment you want to make (New Requirement, New Reserve, New Allocation, or New Authorization).

  5. Select the appropriate resources or organization resource by using the Data Picker.

    After creating an assignment, you can update its date and effort information on the Work and AssignmentsWork and Resource Management screen. You can also enter and review additional information about the assignment (such as its name) and manage assignments on the relevant tab of the Task Information screen or tray.

Assigning Resources Through the Task Information Screen or Tray

To create an assignment through the Task Information screen or tray:

  1. Navigate to the Work and AssignmentsWork and Resource Management screen.

  2. Next to the appropriate work item, click the action menu button > Task Information.

    Depending on whether the Task Information screen is currently undocked or docked, either the Task Information screen appears or the system switches the focus to the Task Information tray of the Work and AssignmentsWork and Resource Management screen.
  3. Depending on the type of assignment you are creating, click the Require, Reserve, Allocation, or Authorize tab.

  4. Depending on the tab you are on, click New Requirement, New Reserve, New Allocation, or New Authorization.

  5. Select the appropriate resources or organization resource by using the Data Picker.

    After creating an assignment, you can add details about the assignment by editing the appropriate column cells on the tab. For more information, see About the Require Tab, About the Reserve Tab, About the Allocate Tab, or About the Authorize Tab.

    You can also update an assignment's date and effort information on the Work and AssignmentsWork and Resource Management screen.

Making Assignments as a Resource Manager

Creating Reserves or Allocations Through the Resource Management and Assignments Screen

Resource Managers can use the Resource Management and Assignments screen to create reserves or allocations to work items to which they have read/write work grants. 

Tip!

You can view high-level information about an item on the Resource Management and Assignments screen by resting the cursor over its description in the Name column.

To reserve or allocate a resource through the Resource Management and Assignments screen:

  1. Navigate to the Resource Management and Assignments screen.
  2. Next to the appropriate resource name, click the action menu button.
  3. Depending on the type of assignment you are creating, click the relevant option (New Reserve or New Allocation).
  4. Select one or more relevant work items for which you want to reserve or allocate the resource by using the Data Picker.
  5. Click OK.

Assigning Resources to a Standard Activity

To assign one or more resources to a standard activity through the Resource Management and Assignments screen:

Tip!

You can view high-level information about an item by resting the cursor over its description in the Name column.

  1. Navigate to the Resource Management and Assignments screen.

  2. Next to the appropriate resource name, click the action menu button and then click New Standard Activity.

    Tip!

    You can assign multiple resources to the standard activity at one time instead of assigning them by performing separate actions. To do so, press the Ctrl key while clicking the relevant resource rows. When all of the resources you want to assign are selected, click the action menu button > New Standard Activity.

  3. On the New Standard Activity screen that appears, select the appropriate standard activity by using the Data Picker. (An administrator defines which standard activities are available.)

  4. Click the Schedule Start box and then select the desired start date in the calendar that appears. By default, this date is set to Time Now.

  5. Click the Schedule Finish box and then select the desired finish date in the calendar that appears. By default, this date is set to Time Now at the end of the day.

  6. In the Type list, click the relevant option (Percentage or Fixed). By default, this option is set to Percentage. See the list that follows this procedure to see how setting the Type affects the standard activity's effort or duration.

  7. If you want to create another standard activity assignment immediately after creating this one, select Save and create another.
  8. Click Save.

When assigning resources to a standard activity, keep the following points in mind:

  • When you select multiple resources to which the standard activity is assigned, and if those resources have different calendars, the duration and utilization are based on the calendar of the first resource you selected.

  • By default, the % Utilization value is set to 100%.

  • If you set standard activity's Type to Percentage:

    • Changing the % Utilization value adjusts the Effort value.

    • Changing the Effort value adjusts the duration (the Schedule Finish date).

    • Changing the duration (the Schedule Start and Schedule Finish dates) adjusts the Effort value.

  • If you set the standard activity's Type to Fixed:

    • Changing the % Utilization value adjusts the duration (the Schedule Finish date).

    • Changing the Effort value adjusts the % Utilization value.

    • Changing the duration (the Schedule Start and Schedule Finish dates) adjusts the % Utilization value.

To assign a resource to a standard activity through the Resource Management and Assignments screen:

  1. Navigate to the Resource Management and Assignments screen.

  2. Next to the appropriate resource, click the action menu button and then click New Standard Activity.

  3. Select the appropriate standard activity by using the Data Picker.

    An administrator defines which standard activities are available.

    Tip!

    You can view high-level information about an item by resting the cursor over its description in the Name column.