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. On a project or opportunity record, click Actions | Resource Requests | Create Resource Requests.
2. In the Resources section, complete the fields described in Resource Request Fields.
3. Select the Enable auto-assign checkbox to enable resources to be automatically assigned to your resource requests.

4. [Optional] In the Schedule Selection section, complete the appropriate steps based on the scheduling strategy you want to use for the assignment that is created from the resource request. To use a scheduling strategy, the resource request must be associated with a work calendar, which is set on the region, practice, or group that you have selected for the resource request. For more information, see Setting up Work Calendars. For more information about scheduling strategies, see Scheduling Strategies Overview.

   None

   This is selected by default. A scheduling strategy is not used.

   Adjust Hours Per Day

   Calculates the hours per day based on the start and end dates and requested hours specified in the Resources section.

   Zero Hours Schedule

   Assignments are created with zero hours for each day, regardless of the requested hours specified in the Resources section.

   Calculate End Date, Ignore Availability

   The assigned resource's other assignments are ignored, and the projected end date is displayed. The end date is changed automatically if the scheduled hours do not fit within the assigned resource's work calendar.

   Percent Allocation

   Calculates the hours per day using the percentage you enter in the Percent Allocation field and the work calendar on the region, practice, or group, whichever is the first found. When you create a resource request, a schedule and a schedule exception are created for the reduced hours each day.

   The Percent Allocation field accepts a value between 0-100. The default value is 100.

   Custom

   The projected end date is displayed and is calculated from hours you enter in the schedule pattern. To create a custom schedule:

   1. Enter the hours for each day. You must enter hours for at least one day.
   2. In the Repeat Every field, enter a number. The schedule repeats at that number of weeks. The default value is 1. For example, if you enter 4 in the Repeat Every field, the pattern from week 1 is repeated on week 5, week 9, and so on for the duration of the assignment.
   3. Click Refresh End Date to update the Projected End Date field.

5. [Optional] Add skills, certifications, or skill sets by completing the following steps:

   1. In the Skills Selection section, select "Skill or Certification" or "Skill Set" from the drop-down. By default, "Skill or Certification" is selected.
   2. Enter the name of the skill, certification, or skill set that you want to add.
   3. [Optional] After entering two or more characters, 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. You can amend the search term if required.

   4. Select the skill, certification, or skill set you want to add. The added skills and certifications are separated into drop-down lists of skill sets and individual skills and certifications.

      Notes:

      Each skill or certification can only be added once.

   5. [Optional] Click a suggested skill to add it to the resource request.

   6. [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.

   7. [Optional] To edit the minimum rating or a skill importance, do one of the following:

      • Double-click the cell or select the cell and press Enter on your keyboard, then select an option from the picklist.
      • Select the checkboxes of the skills or certifications you want to simultaneously edit, then select the Update Selected Items checkbox and click Apply.
      Note:

      If you select Desirable for the skill importance, the minimum rating will default to --None-- and is not editable.

   8. [Optional] To remove skills or certifications, do one of the following:

      • Click | Remove Skill to remove the skill or certification, or Remove Skill Set the skill set that a skill or certification belongs to.
      • Select checkboxes of the skills or certifications you want to remove, then click .
      • Click a suggested skill to remove it.
6. Click Save. Resource skill request records are created for each requested skill or certification.

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.