Configure Resource Requests

Information

Resource Planning with Requests/Approvals They can be configured in three ways:
- globally
- per project
- per resource
Furthermore you can configure e-mail notifications for resource requests/approvals.

Globally

Information

In the Global Project Settings (Project) module you can configure whether resource requests/approvals are to be activated globally.
Furthermore you can set the time grid within which resource requests can be created or approved.

Information

Via the Resource requests active parameter in the Global Settings (Project) module you can configure whether resource requests/approvals are to be activated globally.

Values

1: Resource requests/approvals are inactive, i.e. all resources can be planned freely in the schedule. Modules and buttons which belong to resource requests/approvals are visible.
2: Project resource requests/approvals are active, i.e. resources with activated Approval required parameter must be approved on project level via the request/approval process.
3: Task resource requests/approvals are active, i.e. resources with activated Approval required parameter must be approved on task level via the request/approval process.

Note

If the setting is to be changed after requests have already been created, a query will be displayed asking whether the existing requests are to be archived. The setting will only be saved upon confirmation.
- When changing the setting, the auxiliary ApplyResourceRequestCustomizingChanges migration packet, which adapts the modules to the selected setting, will be run.
- When changing the setting, existing approval exceedance will be marked as read. They can be looked at in the Approval Exceedance module.
The parameter will be overwritten by the setting in the Resource requests field in the Project Core Data module.

Information

Via the Exclude requested resources from planning parameter in the Global Settings (Project) module you can configure whether the requested (generic) resource is automatically removed from the task when a resource approval is adapted in the schedule.
- This setting is activated by default.
If the setting is deactivated, the project manager must remove the previously requested resources manually from the planning after approvals are adapted.

Information

Via the Resource requests: time grid parameter in the Global Settings (Project) module you can configure in which time grid resource requests can be created or released.

Values

Set to months by default (value: 4).
Depending on the selected time grid, the resources will be loaded with the corresponding load profile.
2: Day (PM_DAY load profile)
3: Week (PM_WEEK load profile)
4: Month (PM_MONTH load profile)
5: Quarter (PM_QUART load profile)

Note

The time grid setting also has an influence on default values for the display period of the time scale in the resource request modules.
- Time scale start: Date of the first request
- Time scale end:
  - 2: Date of the first request + 27 days
  - 3: Date of the first request + 96 days
  - 4: Date of the first request + 364 days
  - 5: Date of the first request + 454 days
If the setting is to be changed after requests have already been created, a query will be displayed asking whether the existing requests are to be archived. The setting will only be saved upon confirmation.
- When changing the setting, the auxiliary ApplyResourceRequestCustomizingChanges migration packet, which adapts the modules to the selected setting, will be run.
- When changing the setting, existing approval exceedance will be marked as read. They can be looked at in the Approval exceedance module.

Information

The Resource requests parameter can be configured per project in the Edit Planning Objects module.

Details

preset globally: the setting from the Global Project Settings module or from the Global Settings takes effect
inactive: Resource requests/approvals are inactive, i.e. all resources can be planned freely in the schedule. Modules and buttons which belong to resource requests/approvals are visible.
active on project level: Project resource requests/approvals are active, i.e. resources with activated Approval required parameter must be approved on project level via the request/approval process.
active on task level: Task resource requests/approvals are active, i.e. resources with activated Approval required parameter must be approved on task level via the request/approval process.

Note

The listbox is only displayed in the Edit Planning Objects module if resource requests are activated on global level (Resource requests active = 1 or 2).
The global setting will be overwritten by the setting in the Edit Planning Objectsmodule, i.e. on project level a request level can be defined which deviates from the one defined on global level.
If the setting is to be changed after requests have already been created, a query will be displayed asking whether the existing requests are to be archived. The setting will only be saved upon confirmation.
If resource requests are activated in the project after resources have already been planned, no requests will be generated retroactively for these resources.

Information

For each resource you can configure via the Approval required parameter in the Resource Data Sheet whether there must be an approval for the resource when resource requests/approvals are activated.

Details

If the parameter is activated, the resource can only be planned if there is an approval on project or task level.
If the parameter is not activated, the resource can also be planned without approval.
The parameter is activated for person resources by default and is deactivated for all other resources.
- In this case, the department resource can be planned and requested, however the corresponding employees can only be planned and requested after approval.
- If the parameter is deactivated for person resources, they will not be included in resource requests accordingly.

Information

In order to be able to use e-mail notifications for Resource Planning with Requests/Approvals, several requirements must be met.

Details

In the recipient’s e-mail client, HTML mails must be supported and activated so that the resource request journal can be received.
In the Global Settings (Project) module, the IP address of the smtp-server must be specified in the SMTP server address parameter (the address which can be accessed externally).
In the Time-Controlled Events module, the time-controlled Send automatic e-mails for resource requests event must be activated.
In the customizing module Global Settings (MOD009ABF),
- the e-mail address of the required sender must be specified in the Resource request journal: e-mail sender parameter.
- The e-mail format can be adjusted in Global Settings if required.
  - Here, HTML must be used.
For sender and possible recipient, the Message via e-mail parameter must be activated in the Users module.
A department manager must be specified for the requested department in the Resp. for department parameter in the User field.