Requesting project resources

Resources must be allocated to a project before they can be assigned to specific tasks and complete SmartBeats for that project. Project managers work with resource managers to allocate resources.

To allocate a resource, a project manager submits a request to their resource manager, specifying what role they need filled, how much of the resource’s time will be required, and any other requirements. Then, the resource manager will suggest one or more resources to fill this request, and the project manager can either accept or reject their suggestions.

You can also release a resource from all or part of an allocation at any time.

If you want a user to record time against a project, but you don’t need to define the amount of time they spend working on it, you can allow them access without submitting a resource request and adding that user as a project resource. Users allowed access in this way cannot be assigned as task owners.

Refer to All about resourcing for more information.

To add resources to a project:

  1. Select Projects > Timeline > choose the project > click the Resourcing > Resource Plan tab.

Then, click Edit in the top, right-hand corner of the page.

  1. Click the icon located at the bottom, right-hand corner of the page.

A new row displays in the grid.

  1. Specify the criteria you need the resource to meet. Refer to Selecting resource criteria below for more information.
  2. Click the  to submit the request. The status of the request will update from Draft to Submitted.

The resource manager will be notified, and will propose resources to meet your request. Once they’ve done this, the row in your request will update with the names of the proposed resources, and will be marked as Proposed.

  1. When you receive notification that the request has been fulfilled, return to the project’s Resourcing tab, and again click Edit.
  2. Review the proposed resources, and accept or reject them, by clicking the or  icon, respectively.

If you accept, the request is marked as Complete, and the resource is available to work on your project for the alloted timeframe.

If you reject, the request is marked as Res Rejected, and is sent back to the resource manager, where they can update the request and propose new resources.

To save time, you can copy an existing request by clicking and selecting Duplicate Request.

Selecting resource criteria

You can specify the role, number of users you want, percent time allocation (loading), group membership, and time span for the allocation.

Click the icon in the request to view the resource criteria fields in a panel, that will open on the right-hand side of the page.
You don’t need to include any specific criteria when submitting a request; requests will default to span the entire project length, at 100% allocation, with no role specified.

Role

Click Select a Role, and choose the role you want the allocated resource to be assigned.

Number of resources

Update the number from 1, if needed.

You can include more than one resource in a single request; however, note that you’ll have to either reject all or accept all resources suggested on a single request. So, it’s sometimes a good idea to only include one resource per request.

Percent allocation (load)

Update the percentage, if needed.

This specifies the percent of a standard resource’s time that you want allocated to this project.

This assumes a 40 hour work week; however, resources with different schedules won’t be automatically ruled out (i.e. a 20 hour a week could still be allocated to a 50% project full time.)

Allocation time span

Change the time span required for the requested resource or resources by clicking and dragging either end of the date range bar, or by dragging the entire bar.

The requested hours will update, while the percent allocation requested remains the same.

Groups

You can specify what groups you’d like your resources to belong to. For example, if you’re allocating a regional salesperson for a project, they’ll likely need to work in a particular location.

To specify the group:

  1. Click the icon in the request.

A panel displays on the right side of the page.

  1. Click the icon for a group type, and select a group name.

Comments

You can include a comment with the request, by clicking the icon in the request, and entering the comment in the field that displays on the right side of the page.

Releasing a resource

If you no longer need a particular resource allocated to your project, or another project needs them, you’ll need to release them from your project. You can choose to release resources immediately, or as of some date you choose in the future.

Once released, the resource will no longer be assigned to tasks for the project.

To release a resource:

  1. Click Edit in the top, right-hand corner of the page.

  1. Go to Resourcing for the project, click the icon for the request in question and select Release Resources.

  1. Click the check box for each resource you want to release.

  1. Choose:
    • Release Entirely to remove them completely from the project., or
    • As Of and pick a future date when the resource will be released.
  1. Enter a comment, if desired, and enable the I confirm check box, then click Release.
FAQs

What happens if no resources are available that match the criteria I selected?

Your resource manager will still attempt to propose resources, even if they can’t provide an exact match.

Is there a way to indicate to the resource manager why I’m rejecting a resource?

Not currently. You can speak to them directly, if needed, or follow up with a new request that includes a comment.

Can I request a specific individual?

You can include requests for specific individuals in the Comment field of the request. Or, you can contact your resource manager through another channel.

Can I request a resource who’s allocated to another project at that time?

Resources who are already allocated will need to be released from their current allocation by the resource manager. You can contact the resource manager directly about this.

Can I reject one of two suggested resources, and accept the other?

No. Acceptance, or rejection, of each suggestion is all or nothing. If you think you might want to reject one resource, but accept another, include them using two separate requests.

How do I assign a resource to a task? Do I need to submit a request?

No. Once a resource is allocated to your project, they’ll be available to assign to tasks within it. You won’t need to submit further requests for that resource.

You can’t allocate a resource’s time to a task; when you assign a resource to a task you are simply defining what work they will do.

What’s the difference between unsubmitting and removing a request?

You can unsubmit or remove any request that hasn’t yet been fulfilled by clicking Edit at the top of the page, then clicking the icon next to the request.

  • Unsubmit retains the role and time selected, but removes the request from the resource manager’s page
  • Remove deletes the request row completely

How do resources know what they’ve been allocated to work on?

Resources can view what projects they’re allocated to using the calendar in their profile.