Using the Project Team Schedule

The Project Team Schedule enables you to see when resources assigned to the current project are scheduled to work by showing their assignments and resource requests and the number of hours they are scheduled to work. To give you a full picture of a resource's commitments, you can include other projects the resource is scheduled to work on that overlap the current project's start and end dates.

The Project Team Schedule is available on a project record page, provided it has been added by an administrator. The administrator can add it to the Resources tab or can configure it to be displayed on a different tab on the project record. You can view records on the projects you have permission to view.

The Project Team Schedule contains the following views:

  • Scheduler: Shows assignments and resource requests over time:
    • A single row for each resource assigned to the current project, showing all their held assignments and held resource requests.
    • A single row showing all unheld resource requests for the current project. Unheld resource requests are not shown for any other projects that resources on the current project are also working on.
    • Assignments and resource requests that resources have on projects that overlap with the current project's start and end dates. These assignments and resource requests are only displayed if Show Other Work is selected.

    The Scheduler view gives a good overview of what a resource is due to work on at a particular time. You can quickly reschedule the assignments and resource requests by dragging them forward or backward to change their start and end dates. For more information, see Changing the Dates of Assignments and Resource Requests.

  • Allocation: Shows assignments and resource requests for each resource over time:
    • Shows the number of scheduled hours a resource is due to work on the corresponding assignment or resource request.
    • Indicates if a resource is correctly allocated, over allocated, or under allocated.

    The Allocation view enables you to update the scheduled hours displayed to make sure resources carry out the right amount of work at the right time. For more information, see Updating the Hours a Resource is Scheduled to Work and Determining Resource Allocation.

Icons and Color Coding

The following color coding is used on the rectangles that represent assignments and resource requests on the scheduler:

  • Orange: Unheld resource request.
  • Blue border filled with white: Held resource request.
  • Blue border filled with blue: Assignment.
  • Gray: Assignments or resource requests on other projects that overlap the start and end dates of the current project.

When the zoom level on the Scheduler view is set to Days, cells shaded gray indicate non-working days, using the project's associated work calendar. If a project does not have an associated work calendar, there are no cells shaded gray.

On the Allocation view:

  • Cells shaded gray indicate a resource's non-working time and holidays, using the resource's associated work calendar.
  • Over allocated indicates that the resource is over allocated within the time period.
  • Correctly allocated indicates that the resource is scheduled to work the planned number of hours in the time period.
  • Under allocated indicates that the resource is under allocated within the time period.
  • Company holiday indicates a company holiday. The color of this icon changes to match the allocation status for various groupings and zoom levels.
  • Italics indicate resource request values that were calculated using a schedule PSA has generated. This happens when resource requests contain requested hours but have no schedule specified in the Preferred Schedule field. PSA uses a resource’s work calendar to identify working days for the generated schedule. If there are no working days available or if there is no work calendar, PSA generates a schedule that splits the requested hours equally across the weekdays. If there are no weekdays available, PSA generates a schedule that splits the hours across all days, including weekends.
  • The following icons help you to differentiate between the different records displayed:
    • Assignment record Assignment
    • Unheld resource request record Unheld resource request
    • Held resource request record Held resource request

For more information, see Updating the Hours a Resource is Scheduled to Work and Determining Resource Allocation.

Switching Views

To switch from one view to another, take the appropriate action:

  • Select Scheduler from the Change View button menu.
  • Select Allocation from the Change View button menu.

You can change the zoom level between Days, Weeks, Months, Quarters, and Years. On the Allocation view, you can only edit the hourly values when using the Days and Weeks zoom levels.

Viewing the Project Team Schedule

To view the Project Team Schedule:

  1. On a project record, navigate to the Resources tab or the tab configured by your administrator. The Scheduler view of the Project Team Schedule opens. All assignments and held resource requests assigned to resources for the current project are displayed. A row is also displayed containing scheduled unheld resource requests on the current project. See Icons and Color Coding for an explanation of the colors displayed.
  2. [Optional] Select Show Other Work to include a resource's assignments and resource requests on other projects that overlap the current project's start and end dates.
  3. [Optional] Hover over an assignment or resource request to view the following default fields:
    • Start Date
    • End Date
    • Estimated Hours (resource requests only)
    • Scheduled Hours (assignments only)
    • Project
  4. [Optional] Select Allocation from the Button to change to Scheduler view button menu to view and update the number of hours a resource is scheduled to work.
Note:

An administrator can customize the fields displayed when you hover over an assignment or a resource request. For more information, see Project Team Schedule Lightning Component Properties.

Viewing Resource Details

To view a resource's details:

  1. Do one of the following:
    • Select a resource and click Resource Details.
    • Double-click a resource.
  2. View the resource's details as described in Contact Card Lightning Component Overview.

Updating the Hours a Resource is Scheduled to Work

Note:

To update values on the Allocation view, your administrator must have assigned you the PSA - Edit Project Team Schedule permission set.

To update the number of hours a resource is scheduled to work:

  1. Select Allocation from the Change View button menu and check the zoom level is set to Days or Weeks.
  2. Navigate to the relevant date.
  3. Double-click the value you want to change. For information on the icons displayed, see Icons and Color Coding.
  4. Type the new value and press Enter. Above the grid, Unsaved Changes is displayed to indicate you need to save when you have finished your updates.
  5. [Optional] Repeat Steps 3 and 4 to update other values in the grid.
  6. Click Save.

If you add or update an hourly value from the Weeks zoom level, PSA applies the following rules:

  • If the relevant resource has an associated work calendar, the value is split equally across all working days in the given week.
  • If the relevant resource has an associated work calendar but there are no working days in the given week, the value is split equally across Monday to Friday.
  • If the relevant resource has no associated work calendar, the value is split equally across Monday to Friday.

You cannot edit hourly values displayed in italics. Italics indicate resource request values that are calculated using a schedule generated by PSA because the resource request does not have a schedule specified in the Preferred Schedule field.

For more information on values displayed in italics, see Icons and Color Coding.

The total number of hours for a resource is displayed in the row containing the resource's name. The total number of hours on the schedule for the associated assignment or resource request is displayed in the Total Hrs column. This value reflects the total scheduled hours for the associated assignment or resource request across the entire schedule.

Tips:

To extend the start or end date of a resource’s schedule, update the hours outside the scheduled date range.

To expand or collapse a row in the grid, press Enter.

To move forward through the cells in the grid using your keyboard, press Tab. To move backward, press Shift + Tab. If you are using Apple Safari, ensure that you have "Press Tab to highlight each item on a webpage" enabled in your browser settings.

If you update a value and then change your mind before clicking Save:

  • If you have not moved away from the cell, press Escape to restore the original value.
  • If you have moved away from the cell or changed more than one value, click Reload to return to the last saved state.

Changing the Dates of Assignments and Resource Requests

Note:

To update assignments and resource requests on the scheduler, your administrator must have assigned you the PSA - Edit Project Team Schedule permission set.

To update the dates of assignments or resource requests:

  1. Select Scheduler from the Change View button menu.
  2. Drag the resource request or assignment to a new start date. Although schedules are preserved where possible, the end date might be recalculated to take account of non-working days.
  3. Click Save.
  4. [Optional] Hover over the assignment or resource request to view the updated start and end dates.
Tip:

If you drag an assignment or resource request and then change your mind, click The Reload button. to return to the last saved state.

Determining Resource Allocation

PSA uses a resource's associated work calendar to determine whether the resource is scheduled to work the right number of hours. For more information on work calendars, see About Time Periods, Work Calendars, and Holidays.

The following is displayed in the Allocation view:

  • If a resource has zero hours on their work calendar for a particular period of time (for example, day or week), the relevant cell is shaded in gray to indicate non-working time or a holiday.
  • Over allocated is displayed in the cell next to the value if a resource is over allocated.
  • If the total value exceeds a resource's work calendar hours for the corresponding period of time (for example, day or week) taking holidays into account, the following icons are displayed in the cell containing the summary value:
    • Over allocated indicates that the corresponding resource is over allocated.
    • Correctly allocated indicates that the corresponding resource is scheduled to work the planned number of hours.
    • Under allocated indicates that the corresponding resource is under allocated.

    If there is a holiday within a cell's time period, the company holiday icon changes color to reflect these allocation statuses.

Note:

Correctly allocated and Under allocated are displayed next to the summary value only and not in the cells that correspond to individual assignments or resource requests. That is because the relevant resource might be scheduled to work on more than one assignment or resource request during the corresponding period of time (for example, day or week).

Provided you have the required permissions, you can quickly update a value by double-clicking on it or alternatively you can switch to the Scheduler view and use drag and drop to change the start date of an assignment or resource request. For more information, see Changing the Dates of Assignments and Resource Requests.