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Manage resources with allocation workbench

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Manage resources with allocation workbench

As a resource manager, use the allocation workbench to manage your resources effectively. You can review all requests in one place for your team in the grid interface. You can also see the available hours for requested users and allocate resources in the best possible way.

Before you begin

Role required: resource_manager

About this task

The allocation workbench shows information in two sections – Resource grid and Resource finder. The top resource grid section provides a detailed breakdown of requested resources. The bottom resource finder section is hidden by default and can be made visible by clicking the resource finder icon Screenshot for Resource Finder icon.

Procedure

  1. Navigate to Resource > Resource Workbench > Allocation Workbench.
  2. In the Allocation Boards page, select the required allocation board to open its resource plans in Allocation Workbench.
  3. Use the following icons and buttons in the header to change the view in the grid.
    Table 1. Header icons and buttons
    Option Description

    Date range selector Screenshot for Date Range Selector

    Shows projects and demands for the selected time range. By default the dates are set as <today> to <six> months.

    New Plan Screenshot for New Plan Button

    Creates a resource plan and opens the new record form.

    State filter Screenshot for State Filter

    Filters resource plans in the resource grid by state: Planning, Requested, Confirmed, and Allocated.

    Week or Month view Screenshot for Week Month Toggle

    Shows allocations in weekly or monthly format in the grid. The selected option changes the grid view in both the resource grid and resource finder sections.

    Hours, FTE, or Person days view Screenshot for Hours FTE Switch

    Shows allocations in hours, FTE, or person days format in the grid. The selected option changes the grid view in both the resource grid and resource finder sections.

    Resource Finder Screenshot for Resource Finder Icon

    Opens the Resource finder section at the bottom of the workbench. Use the resource finder section to search the resources and create a resource plan for them.
    Configuration Screenshot for Configuration Icon Shows or hides selected columns from the grid view.
  4. Perform the following actions in the resource grid:
    Task Description
    To create a resource plan for a project or demand
    1. Click a project or demand in the resource grid.
    2. In the resource finder section, search and select available resource​.​
    3. Click Add New Plan.​
    To confirm or allocate a resource plan
    1. Click a resource plan in the resource grid.
    2. In the Actions column in resource grid, click the actions Screenshot for More Actions Icon icon.
    3. Select Confirm or Allocate.

    If it is a group or role resource plan, it confirms or allocates all members of that group or role.

    To confirm or allocate individual resources to a group or role resource plan from finder
    1. Click a group or role resource plan in the resource grid.

      The resource finder shows all the resources in that group or role.

    2. In the finder section, analyze the availability of the resources​.

      Expand users to view their allocations. All non-project events created for a user from the calender appear as Operational Work for the user in Resource Finder.

    3. Select the required resources​.​
    4. Click Confirm or Allocate.​
    To partially allocate a resource plan for a specific period

    You can allocate a resource plan for a specific period instead of allocating the resource plan for full duration. The resource plan is called partially allocated and is represented by a hollow circle screenshot for Partial Allocation Icon in State cell in resource grid. For a group and role resource plan, you can partially allocate at user level too.

    1. In the resource grid section, right-click the Conf/Alloc cell for the required month.
    2. Select Allocate.

    The option is available only for a Confirmed resource plan.

    To delete a resource plan
    1. Click a resource plan in the resource grid.
    2. In the Actions column in resource grid, click the actions Screenshot for More Actions Icon icon.
    3. Select Delete.
    To view the resource allocations at user level In the resource grid section, expand a resource plan. The user level allocations are listed only for group and role resource plans.
    To edit the hours inline in the grid
    1. In the resource grid section, double-click a resource plan row.
    2. Edit the planned and allocated hours inline in the grid.
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