Replacing a placeholder with a resource

Resource management is only available with the RepliconPSM, RepliconPPM, Professional Services Automation, and Project Portfolio Management products.

If you previously allocated a placeholder, you can easily replace the placeholder with a real resource when ready. When you replace the placeholder on a project, the resource:

  • Becomes part of the project team
  • Takes over all of the placeholder’s allocations for the project
  • Replaces the placeholder on any assigned tasks
  • Retains the placeholder’s billing rates

The placeholder is removed from the project team.

Replacing a placeholder

To replace a placeholder:

  1. Go to Project Management > Resources and click on the Placeholder Resources tab.

Alternatively, you can access placeholders in the Team section of individual projects.

  1. Find the project with the placeholder you want to replace.
  2. Under the project, click on the placeholder’s name.

  1. Search for a replacement resource in the Swap Users dialog.
  2. Once you’ve found a suitable match, select the resource.

  1. Click the Replace Placeholder button.

The placeholder will be replaced with the resource across the project.

If the resource was not 100% available for the allocation prior to replacement, they may now be over-allocated. You can adjust allocations as needed to ensure proper allocation levels.

Choosing a replacement resource

The Swap Users dialog displays information to help you choose a replacement resource. As marked in the image below:

  1. The placeholder’s allocation is shown at the top.
  2. For each resource, you can see their existing allocations and time off.
  3. Under each resource’s name, you can see how well their available hours match the allocation.
  4. Above the grid, filters help you find resources with specific skills or in certain departments.

The list only includes resources that are not part of the project team.

How are matching hours calculated?

You can see each resource’s availability below their name. The percentage is based on how many of the allocated hours are matched by the resource’s free hours.

For example, a placeholder is allocated for 4 hours per day from May 1st to May 5th.

Diane is allocated to another project for 4 hours per day for those same dates. Since Diane works 8 hours a day, she has enough hours remaining to fully cover the placeholder’s allocation. Therefore, it shows that “100% of available hours match” for Diane.

Perry is already allocated as follows:

 

May 1st

May 2nd

May 3rd

May 4th

May 5th

Total

Perry’s allocation

8 hours

8 hours

6 hours

-

-

22

 

As a result, Perry can only cover 10 of the 20 hours in the placeholder’s allocation, for a match of 50%.

 

May 1st

May 2nd

May 3rd

May 4th

May 5th

Total

Hours to be covered

4 hours

4 hours

4 hours

4 hours

4 hours

20

What Perry can cover

0 hours

0 hours

2 hours

4 hours

4 hours

10

Note that time off is not considered when calculating matching hours. If the resource has time off booked, those hours are considered to be available.