Creating Resource Requests

Tip:

You can also create assignments and resource requests from Gantt. See Creating Assignments and Resource Requests from Gantt.

To find the resources you want to assign to resource requests, see Searching for Resources. To update, reschedule, or delete resource requests, see Mass Managing Resource Requests.

Note: When you create unheld resource requests:

• EVAs are not triggered or created for unheld resource requests with or without preferred schedules.
• Opportunity Forecasting identifies and forecasts unheld resource requests with or without preferred schedules.
• Project Forecasting does not identify and forecast unheld resource requests with preferred schedules.
• Utilization Run captures requested hours, not the preferred schedules of unheld resource requests.

Automatically Assigning Resources to Resource Requests

Depending on your configuration, you can automatically assign resources to resource requests from within your project. Navigate to Create Resource Requests on the Resource Requests actions panel and select the Enable auto-assign checkbox.

Resources are only assigned when they fully match the criteria you have entered, such as the requested hours, dates, and the:

• Resource Role
• Region
• Practice
• Group
• Sub-RPGs
• Skills

You can use Intelligent Staffing to assign resources that partially match the criteria you have entered. For example if the region is a flexible aspect of the matching criteria, you will see resources from other regions that match your other criteria. In order to use Intelligent Staffing with auto-assign, you must have the Auto-Assign: Allow Non-Exact Matching custom setting enabled for your user profile. Contact your administrator for more information. For more information about Intelligent Staffing, see Intelligent Staffing for a Resource Request.

Notes:

• You must have the PSA - Create Project Resource Requests and Assign Automatically permission set assigned to use this feature, and have AutoAssignController Apex class access. Contact your administrator for more information.

• The Use Utilization Engine custom setting must also be set to True for the auto-assign feature to work.

• When the Include Sub-RPGs option is enabled on the resource request, sub-RPGs will always show as a full match when the parent Region, Practice, or Group is also a match.

Sub-regions are scored the same as the parent region regarding matching criteria, and will display as a match when the parent RPG is a match. This is reflected in the Match Credentials section of the hover details, and in the Contact Card.

The auto-assign process uses the Calculate End Date, Level Schedule strategy. For more information on document scheduling strategies, refer to the Assignments and Schedules Overview topic.

Skills are matched according to the minimum rating specified in the matching criteria. If no rating is specified, all resources with that skill are considered.

You can view the source of an assignment on the assignments list view in the Source field. You can view the status of a resource request on the Processing Stage field, on the resource request list view. These fields are optional and must be added manually to your respective pages list views, from the Lightning App Builder. Contact your administrator for more information on these fields.

Creating Resource Requests for Projects and Opportunities

To create resource requests for projects and opportunities:

1. Click one of the following depending on configuration:
   • New on the Resource Requests related list on the project.
   • New on the Resource Requests related list on the opportunity.
   • On a project record, click Actions | Resource Requests | Create Resource Requests. The Create Resource Requests window opens.
   • On an opportunity record, click Actions | Resource Requests | Create Resource Requests. The Create Resource Requests window opens.
2. Complete the fields described in Resource Request Fields.
3. In the Schedule Selection section, select a scheduling strategy for the request. Also, the resource request must have a work calendar, which you set on the region, practice, or group.
   • If you select Calculate End Date, Ignore Availability, or Custom, the read-only Projected End Date field is displayed.
   • If you select Custom, you must enter hours for at least one day, and then click Refresh End Date to update the Projected End Date field.
   • By default for the Custom strategy, the pattern of daily hours that you enter is repeated every week for the duration of the resource request. You can select a different pattern from the Repeat Pattern field:
     • Every Two Weeks: The pattern from week 1 is repeated on week 3, week 5, and so on for the duration of the resource request.
     • Every Four Weeks: The pattern from week 1 is repeated on week 5, week 9, and so on for the duration of the resource request.
4. In the Skills Selection section, select the Skill or Certification or Skill Set. By default Skill or Certification is selected in the drop-down.
5. Click the lookup to search and select the Skill or Certification or Skill Set to add.
6. [Optional] Click Show All Results for " ". The Select Skill or Certification window opens with the searched string in the Search field, and all the related items are displayed in the grid.
7. [Optional] Select the skill, certification, or skill set from the grid and click Select.
8. Click to edit the Minimum Rating.
9. [Optional] Click to select the skill type as Essential or Desirable in the Skill Importance column.
10. Deselect the skills from the skill set table that you don't require. By default, all the skills in the skill set are selected.
11. [Optional] Click | Remove Skill to remove the skills and certifications added.
12. [Optional] Click | Remove Skill Set to remove the skill sets added.
13. [Optional] Do one of the following:
    • Leave All Skills selected if you want the resource to have all the added skills.
    • Select Any Skill if you want the resource to have any one of the added skills.
14. [Optional] Do one of the following:
    • Leave All Essential Skills selected if you want the resource to have all the added essential skills.
    • Select Any Essential Skill if you want the resource to have any one of the added essential skills.
15. If you are creating resource requests using the New button, add skills via resource skill requests. For more information, see Managing Resource Skill Requests on Resource Requests.
16. Select the Enable auto-assign checkbox to allow resources to be automatically assigned to your resource requests.
17. Click Save.

Notes:

Your administrator must select Enable Desirable Skills in the Skills Management custom setting, to show the Skill Importance column and mark the skills as essential or desirable in the Create Resource Requests window.

Duplicate skill entries are not allowed in essential skills and desirable skills. A skill can either be essential or desirable, not both. Also, duplicate skills with different ratings are not allowed in Essential Skills.

Creating Multiple Resource Requests

To create multiple resource requests:

1. On the applicable project or opportunity, from the Resource Requests related list, click Mass Update Resource Requests. The name of the project or opportunity is displayed.
2. Click Create Resource Requests. PSA adds new rows for the resource requests you want to create.
3. Tip:

   You can control the number of rows added using the empty-resource-request-lines-to-create-on-mass-update setting. See Resource Request Settings for more information.

4. In the Resource Requests Details area, for the resource requests you want to create, enter the resource request information. See Resource Request Fields for more information.
   
   Tip:

   You can control the fields shown here using the mass-update-resource-request-fieldset-name field set. See Resource Request Settings for more information.

5. Click Save Updated Resource Requests. PSA confirms that the resource requests have been created and saved.
6. Click Back to Mass Update Resource Requests, Back to Project or Back to Opportunity to continue.