Managing Resources Assigned to a Project Task

To manage the resources assigned to a project task:

  1. On a project record, click the relevant project task and click Down Arrow | Manage Resources. The Manage Resources on Project Task window displays a list of the resources already assigned to the project task.
  2. [Optional] You can search for resources associated with the project task. When you start typing characters from anywhere in the name, PSA searches the tasks loaded into the Project Task Board and narrows down the search results as you type.

  3. [Optional] You can sort the grid by a particular column by clicking Sort on the column's heading. This sorts the column alphabetically or numerically in ascending order depending on the data type of the values in the column. A column sorted in ascending order is indicated by an upward pointing arrow Ascending. A column sorted in descending order is indicated by a downward pointing arrow Descending.

    4. Note:

    By default, the data in the Manage Resources on Project Task window is alphabetically sorted by resource names.

  4. Select the resource that you want to manage.
  5. [Optional] In the Assignment column, select the assignment that you want to assign to the resource. For more information, see Updating Assignments for Project Tasks.
  6. To have allocations in hours and percentages, enter the value in hours in the allocation hours column. The Allocation Percentage field is automatically populated. For more information, see Updating Resource Allocation for Project Tasks.

  7. Double-click in an editable field and make your changes. Only the Allocation Hours and Assignment fields are currently editable.

    1. If there are unsaved changes, a confirmation window appears. To continue editing the field of one or more resources, click Continue Editing.
    2. To discard your changes for the edited resources and keep their original values, click Discard Changes.
  8. Click Save to save your changes.

To assign one or more resources, see Assigning Resources to a Project Task.

Assigning Resources to a Project Task

To assign resources to a project task:

  1. On a project record, click the relevant project task and click Down Arrow | Manage Resources. The Manage Resources on Project Task window displays a list of the resources already assigned to this project task.
  2. Click Add Resources to assign one or more additional resources. The Assign Resources to Project Task window displays a list of available resources that are already assigned to the project.
  3. [Optional] You can search for the resources you want to assign to this project task.

  4. [Optional] You can sort the grid by a particular column by clicking Sort on the column's heading. This sorts the column alphabetically or numerically in ascending order depending on the data type of the values in the column. A column sorted in ascending order is indicated by an upward pointing arrow Ascending. A column sorted in descending order is indicated by a downward pointing arrow Descending.

  5. Click Assign. The resources you have just assigned are displayed at the top of the list.
  6. Click Save.

Deleting Resources from a Project Task Assignment

Note:

You cannot delete project task assignments that have actual hours logged on the project task.

To delete resources from a project task assignment:

  1. On a project record, click the relevant project task and click Down Arrow | Manage Resources. The Manage Resources on Project Task window displays a list of the resources already assigned to the project task.
  2. [Optional] On a resource row you want to delete, click | Delete.
  3. To delete one or multiple resources, select one or more additional resources from project task assignments that you want to delete.
  4. Click Delete Resources to delete the selected resources from project task assignments.
  5. Click Save.
Note:

The allocation percentages for the remaining resources are recalculated when one or more resources are deleted from the Manage Resources on Project Tasks window.

Updating Resource Allocation for Project Tasks

When adjusting the hours assigned to a project task, you can specify the time each resource will spend on that specific project task. After updating the allocation hours, PSA automatically calculates the percentage for the project task. The percentage allocation cannot be edited.

By updating the allocation hours, the allocation percentage adjusts automatically, showing how work is divided among the resources assigned to the task and the total hours they spend on it.

  • If you are allocating resources by hours, remember that entering 0 for the allocation hours removes the resource allocation.
  • For the allocation percentage, ensure that the total allocation is 100% for all resources on the project task.

The allocation percentages are saved as decimals between 0 and 1. Therefore, when calculating percentages, the allocation percentage is multiplied by 100 and divided by 100 when necessary. If Allocation Hours exists, allocation percentage equals (Allocated Hours / Project Task Estimated Hours) * 100.

To update the number of allocation hours a resource is scheduled to work on a project task:

  1. Select one or more resources and enter a value in the allocation hours column.
  2. Repeat this for all the resources and ensure that the allocation percentage total for all resources is 100%.
    1. If there are unsaved changes, a confirmation window appears. To save your changes click Save.
    2. To continue editing the allocation of one or more resources, click Continue Editing.
  3. Click Save.
Note:

You can view the totals for the following columns at the bottom of the grid:

  • Actual Cost
  • Actual Hours
  • Allocation Hours
  • Allocation Percentage
  • Estimated Cost

Updating Assignments for Project Tasks

When updating assignments for a project task, you can specify the assignment each resource works on. When you update the assignment for a resource, PSA automatically populates the start date and end date of the assignment. The start date and end date cannot be edited in this window.

To update an assignment for a resource:

  1. On a project record, click the relevant project task and click | Manage Resources. The Manage Resources on Project Task window displays a list of the resources already assigned to the project task.
  2. For the resource row you want to update, double-click in the Assignment field. Select the assignment from the drop-down list. The start and end dates are automatically populated for the selected resource.
  3. [Optional] Repeat the step 2 for more or all the resources.
  4. Click Save.
Note: If there is only one active assignment for the resource, it is automatically populated.