Managing Resource Requests

On the Resource Request page, you can hold and unhold, assign and unassign, and pin and compare resources. You can also manage the schedules of resources within your process, and preview the effects of the changes on a resource's allocations before you assign the work to them. This enables you to quickly identify the ideal resource who also has the capacity to do work that fits into their existing schedule.

Tip:

To set up and use intelligent staffing to filter and rank resources, see Intelligent Staffing for a Resource Request.

The Resourcing tab contains the following views for your matched resources:

• Attributes: Shows various resource attributes, such as their status on the request, region, role, and cost rate that you can use in your identification of the ideal resource for the request.
• Scheduler: Shows the resource request's time period, and the assignments and resource requests that the matched resource are held or assigned to within the period. You can quickly reschedule the assignments and resource requests by dragging them forward or backward to change their start and end dates.
• Allocation: Shows the number of scheduled hours each matched resource is due to work on existing assignments or resource requests, and indicates if a resource is allocated within the planned allocation range, under allocated, or over allocated.

When you hold, unhold, assign, or unassign a resource, values are removed from the Availability column in the views as utilization data is updated. To refresh and redisplay availability values, reload the Resource Request page or filter the results again.

Switching Views

You can open the different views using the view switcher.

Allocation View

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 coloring and graphics are displayed in the Allocation view when grouping by resource:

• 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.
• 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:
  • indicates that the corresponding resource is over allocated.
  • indicates that the corresponding resource is scheduled to work the planned number of hours.
  • 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:

and 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).

If you have the required permissions, you can:

• Double-click a value and change it. Alternatively. you can switch to the scheduler view and drag a bar to change the start date. For more information, see Changing the Dates of Resource Requests.
• Select the Utilization Target checkbox to use each resource's utilization target with the allocation thresholds that you have set to calculate whether they are over or under allocated. For more information, see Allocation Thresholds Including the Utilization Target.

Setting Display Preferences

The Preferences panel relates to the Allocation view, and enables you to:

• Set the limits for the display of resource allocation statuses.
• Show the resource allocation statuses using cell colors or icons.
• Change the colors of the cell or icons to show resource allocation statuses.
• Use each resource's utilization target and the allocation values to calculate the allocation colors.

To open the Preferences panel and set the display preferences:

1. Click .
2. In the Less Than and Greater Than fields, enter the percentage values that you want to use to calculate the resource work allocations. The Planned Allocation Range is populated with your values to indicate the range for the optimal allocation.
3. [Optional] Select the Use Cell Shading checkbox to color the grid cells instead of using the graphics to indicate each resource's allocation status.
4. [Optional] Select the Show Totals as Percentages checkbox to show the top-level totals for resources in the Allocation view as percentages.

   If the Use Utilization Target checkbox is also selected, the percentages are calculated relative to the utilization target value. For more information, see Allocation Thresholds Including the Utilization Target

5. [Optional] Select the Use Utilization Target checkbox to use the resource's utilization target in the calculation. For more information, see Allocation Thresholds Including the Utilization Target.

If the resource's allocation is below the Less Than value, the resource is under allocated for that day, week, month, and so on. If the resource's allocation is above the Greater Than value, the resource is over allocated.

The calculation for the allocation thresholds is:

Work calendar hours * Planned allocation (Less Than or Greater Than value) = Allocation threshold

Example: Example for weekly hours:

• A resource's weekly work calendar hours = 40
• Less Than value = 50%
• Greater Than value = 80%

The calculation uses decimal values, so for these values the calculations are:

• Under allocated: 40 * 0.50 = 20 hours
• Over allocated: 40 * 0.80 = 32 hours

Therefore, the planned allocation for these resources is 20 to 32 hours per week, and the relevant graphics and colors are applied in the Allocation view to indicate the under allocation, planned allocation range, and over allocation of resources.

Allocation Thresholds Including the Utilization Target

When you select the Utilization Target checkbox, each resource's utilization target is used with the allocation percentages to calculate the resource's allocation status.

The utilization target is set on the Contact object for each resource and is a percentage of the resource's weekly work calendar hours. When this utilization target is used, the Less Than and Greater Than percentages are relative to the utilization target percentage when calculating the resource's hours.

The calculation for the allocation thresholds using the utilization target is:

Work calendar hours * Utilization target * Planned allocation (Less Than or Greater Than value) = Allocation threshold

Example: For weekly hours:

• A resource's weekly work calendar hours = 40
• A resource's utilization target = 75% (30 hours)
• Less Than value = 50%
• Greater Than value = 80%

The calculation uses decimal values, so for these values the calculations are:

• Under allocated: 40 * 0.75 * 0.50 = 15
• Over allocated: 40 8 0.75 * 0.80 = 24

Therefore, the planned allocation for these resources is 15 to 24 hours per week, and the relevant graphics and colors are applied in the Allocation view to indicate the under allocation, planned allocation range, and over allocation of resources.

Scheduler View

The Scheduler view provides an overview of the availability of resources and shows what they are due to work on at a particular time. It enables you to view and manage the schedule of individual or multiple resources.

The Scheduler view shows the following.

Current Resource Request

The current held, unheld, or assigned resource request, as viewed on the Resource Request page. Colored background hatching shows the resource request's start and end dates. If you edit the start and end dates of the current resource request, these changes are reflected in the Scheduler view.

• Held - When the current resource request is held, it is displayed inside a blue border on the row for the resource it is held against. The schedule's start and end dates are used to display a held resource request.
• Unheld - When the resource request is unheld, it is displayed inside an orange border as its own row at the top of the Scheduler view.
• Assigned - When the current resource request is assigned, it is displayed in blue, and filled, on the row for the resource it is assigned against.

All Filtered Resources

All filtered resources who match the criteria in the Filters panel, or who are suggested, held, pinned, interested, or assigned to the current resource request, as viewed on the Resource Request page.

Interested resources are those who have self-nominated to complete the work for the resource request. For more information, see Expressing Interest in Upcoming Work Opportunities.

For each filtered resource shown, the Scheduler view displays a single row, showing all their held resource requests and assignments that overlap the resource request's start and end dates.

You can view resources' availability in days, weeks, months, quarters, and years. By default, the Scheduler view shows resources' availability in weeks.

Changing the Dates of Resource Requests

Note:

To update resource requests on the scheduler view, your administrator must have assigned you the PSA - Edit Work Planner permission set.

To update the dates of a resource request:

1. Select from the Change View button menu.
2. Drag the resource request 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 resource request to view the updated start and end dates.

Tip:

If you drag a resource request and then change your mind, click to return to the last saved state.

Attributes View

The table in the Attributes view comprises multiple elements that enable you to determine the most suitable resources returned before assigning to a project.

The following fields display by default as sortable columns in the Attributes view:

• Rank
  Note:

  This column is only displayed if intelligent staffing is enabled. For more information, see Intelligent Staffing for a Resource Request.

• Name
• Status
• Availability for Request
• Region
• Role
• Cost Rate
• Margin
• External

You cannot remove the Name, Status, or Availability for Request columns. For more information, see PSA Resourcing Lightning Component Fields.

Viewing Resource Details

When you click , the Resource Details panel opens and enables you to view details about a selected resource. The header section displays an image for the resource, their resource name, and role.

For information about the sections that you can expand or collapse, and the default fields, see Resource Details Fields.

Note:

To view a resource’s details on the contact card from the Contact Lightning record page, an administrator must have assigned you the PSA - View Resource permission set.

For more information about the custom Lightning components available, including adding them to your Lightning record page and customizing them, see PSA Lightning Components.

Filtering Resources

When you click , the Filters panel opens and enables you to filter resources using the following default filters:

• RPG. For example, Region
• Include Sub-RPGs. For example, Include Sub-Regions
• Start Date
• End Date
• Last Worked
• Maximum Distance
• Distance Unit
• Minimum Availability (%)
• Minimum Work Duration
• Resource
• Resource Role
• Skills
• Worked With Customer

For more information, see Filters Panel Fields.

Configuring Weighting and Priority Settings

Pinning Resources

You can pin a resource as a reminder that it needs further attention. Pinned resources are identified in all views, and moved to the top of the list, but below held or suggested resources in all views. You can also pin suggested or held resources, but these retain their "Suggested" or "Held" status in the Status column.

Pinned resources are:

• Remain at the top of the resource list, even when they do not match new filter criteria.
• Displayed each time you access the same resource request on the same computer, using the same browser.

To pin or unpin a resource:

1. Select a resource from the Resource list and click .
2. Click to remove the selected resource as a pinned user.

Comparing Resources

When you click Compare in any view, the Compare Resources window opens, where you can consider the details of the top three resources. This enables you to see relevant information before making a decision to hold, unhold, or assign a resource to the resource request.

Notes:

• The fields shown in the Compare Resources window depend on the view you are in when you click Compare. For more information, contact your administrator.

• If your administrator has not specified custom fields for the Compare Resources window, the Resource Role, Region, Practice and Group fields are shown by default. If you cannot see these fields, contact your administrator.

Held, suggested, and pinned resources are identified by visual indicators in the Compare Resources window.

Viewing Projected Schedules of Resources

Your administrator can set the default scheduling strategy. For more information, see the Default Scheduling Strategy section in Resourcing Lightning Component Properties. You can override the strategy for the resource request and see its effects on the schedule of a selected resource.

When the start or end dates in the filter panel are updated, the schedule created when holding or assigning resources respects those dates, not the start and end dates on the resource request.

To view a resource's projected schedule after changing the resource request's scheduling strategy:

1. Select a resource in any view.
2. Click Manage Schedule.
3. Select a strategy from the Scheduling Strategy picklist to update the resource request's schedule. The Projected Start Date and Projected End Date fields display how this altered schedule affects the resource request for the selected resource. These dates are calculated using the selected scheduling strategy and the original start and end dates from the filter criteria.

   The scheduling strategy value is reset when you either close the Resource Request page or reload your browser.

   If you select the Custom scheduling strategy, do the following:

   1. Enter the hours you want in the Daily Hours fields. The Total hours field is automatically updated as you enter hours.
   2. Click Refresh End Date to update the Projected End Date field and reflect the custom hours you have entered for the schedule.
4. Click Ok to confirm the change to the scheduling strategy.
5. Click Assign or Hold to apply the scheduling strategy.
6. Open the Allocation view to view how the changes affect the resource's schedule.

Holding Resources

You can hold only one resource against a resource request.

When you hold a resource, the following are updated:

• The Resource field is populated with the name of the selected resource on the resource request record and, where present, on the compact layout of the Lightning record page.
• The Resource Held field is selected.
• A new schedule is created if there is no preferred schedule on the resource request, and the Retain Schedule on Hold field is deselected in the Assignment Settings custom setting. For more information, contact your administrator.
• The resource request status is set to "Held."

To hold a resource:

1. Select a resource in any view.
2. [Optional] Click Manage Schedule to select a schedule from the Scheduling Strategy picklist. For information on scheduling strategies, see Scheduling Strategies Overview.
3. Click Hold 
   • If the resource request has a preferred schedule, and the Retain Schedule on Hold field is selected in the Assignment Settings custom setting, the preferred schedule is retained. If you don't need this functionality, contact your administrator.
   • If the resource request doesn't have a preferred schedule, and the Retain Schedule on Hold field is deselected in the Assignment Settings custom setting, a schedule is created from your selection in Manage Schedule. If you don't need this functionality, contact your administrator.

Unholding Resources

Unholding a resource removes them from the resource request.

Following a successful unhold, the following are updated:

• The Resource and Preferred Schedule fields are both set to blank on the resource request record.
• The Resource Held field is deselected.
• The resource’s status in the Resource list is updated to remove their “Held” value.
• The resource request's status is set to "Draft."
• The previously held resource is no longer at the top of the Resource list.
• The orphaned schedule and any associated schedule exceptions are automatically deleted.
• EVAs associated with the resource request are deleted.

To unhold a resource:

1. Select a resource from the Resource list.
2. Click Unhold.

Assigning Resources

When you assign a resource to a project and create an assignment, the following are updated:

• The Resource, Schedule, and Assignment fields are populated on the resource request record and, where present, on the compact layout of the Lightning record page.
• The Resource Held field is deselected when a resource was previously held against this resource request.

Note:

To assign a resource to a project, you must have the Staffing permission control. For more information, see About Staffing Permission Controls.

You cannot create an assignment for a resource when:

• The resource is not selected.
• The resource request already has an assignment record.
• The Project field on the resource request is blank.
• You do not have the required permissions to access the Project field.

To create an assignment for a resource:

1. Select a resource in the Resource list.
2. [Optional] Click Manage Schedule | Schedule to select a schedule from the Scheduling Strategy picklist. For information on scheduling strategies, see Scheduling Strategies Overview.
3. Click Assign: 
   • If the resource request has a preferred schedule, and the Retain Schedule on Assign field is selected in the Assignment Settings custom setting, the preferred schedule is retained. If you don't need this functionality, contact your administrator.
   • If the resource request doesn't have a preferred schedule, and the Retain Schedule on Assign field is deselected in the Assignment Settings custom setting, a schedule is created from your selection in Manage Schedule. If you don't need this functionality, contact your administrator.

Unassigning Resources

You can unassign a resource from a resource request using the Unassign button, located on the Resource Schedule and Resource Grid tabs.

To unassign a resource:

1. Select an assigned resource in the Resource Schedule or Resource Grid.
2. Click Unassign. The selected resource is unassigned from the current resource request and the Unassign button changes to Assign.

This action also removes the assignment from your resource request, and reverts the resource request to a Draft status. Unassigning resource requests also deletes the related schedule information, as well as any Estimate Versus Actuals records.

You can reassign resources to resource requests in your preferred way after unassigning resources.

Note:

To unassign a resource you must have the relevant permissions within the PSA - Staff Resource Requests permission set assigned to your user profile. Contact your administrator for more information.