Resource Requests (Project Manager) MOD009D9Y

Access

• Project panel → Schedule → Click on the  button in the module header or on the a request
• Project panel → Schedule → Click on the button to generate requests fom the planning and switch to the Resource Resource Requests module
• Project panel → Further... → Resource Requests
• Multi-Project Management → Project Planning → Multi-Project Board panel → Resource Requests

Note

• This module is only available if the global Resource requests/approvals setting is activated. 
• If there already are resource requests/approvals, the module will still be displayed even if the global Resource requests/approvals is deactivated.

Information

• In this module you can
  • generate and send resource requests
  • either see all resource requests of a user for a project or all resource requests in general (depending on the access path)
  • adopt dates from approved resource requests into the planning
  • view the utilization of requested resources
  • archive or delete requests

Note

• In this module, multi-project managers can view the resource requests of all users from all projects.

Module Variants

Note

• If the module is opened in the Multi-Project Board panel (and thus not for a particular project), only requests from projects will be displayed
  • which are active (Status = 1 (active)) and
  • the cost center of which is assigned to the logged-on user in the Access to projects field.

Details

• In the module header, the resource requests can be filtered by different criteria  (e.g. by Status or by request period).
• The resource requests will be sorted and grouped by their status
• Below the time scale, the free capacities, the requested and approved values as well as the difference between these values will be displayed.

Details on Period

• The display of the module is influenced by two filter settings:
  • Via the Creation date: from/Creation date: to filter in window 1 you can control which requests will be displayed in the module.
    • To change the filter, enter the required dates in the Creation date: from and/or Creation date: to fields and click on the button.
    • Only requests the creation date of which lies within the selected period will be displayed.
    • In order to have all requests displayed, clear the Creation date: from and Creation date: to fields and click on the button.
  • Via the Requested period: from/Requested period: to  filter in window 2 you can control for which period the time scale will be displayed.
    • In the Requested period: from, the date of the first request is set by default.
    • Which date is set in the Requested period: to field depends on the setting in the Resource requests: time grid parameter. Further information
    • To change the filter, enter the required dates in the Requested period: from and/or Requested period: to fields and click on the button.
    • The display of the time scale will be adjusted to the period specifications. As a result, the start of the time scale equates to the Requested period: from date, and the end to the Requested period: to date.

Requests/approvals outside the displayed period

• In the module, the values of the displayed period and the total values are displayed for each request/approval.
• If these values deviate, the value in the Requested total field will be highlighted in yellow to signalize that the values lie outside the displayed period.
• In the date filter area above the time scale, you will then see an arrow pointing to the left or to the right via which you can go to the next period to look at additional values.
  • The duration of the next period equates to the duration of the currently displayed period.
  • On the Requested total or Requested total fields you will furthermore find a link via which the entire period of the request can be displayed.
• If a request/approval is dispatched, the user will furthermore be informed that it is not possible to display all values in the selected period.

Generate requests

• The project plans his/her projects in the Schedule module and assigns department resources (which can be planned freely) to the individual tasks.
• Allocate the required Remaining effort for the individual resources.
• Click on the button in the module header to put requests from the planning and open them in the Resource Requests module.
  • Alternatively, click on the button to switch to the Resource Requests module and click on the  button there.
• The requests will be generated.
  • In project resource requests/approvals, one request will be generated per resource.
  • In task resource requests/approvals, one request will be generated per task.
  • The planned Remaining effort values are included in the request.
  • Write a comment in the Comment field if necessary.
  • Via  you can have a look at the utilization of the respective resource in the Utilization of module and the impact of the request can thus be simulated.
  • Click on to dispatch all requests or on to dispatch individual requests.
  • Confirm the query with Yes.
  • The requests will be approved and the status will be changed to in process

Adopt approvals into resource planning

• Open the Resource Requests module (e.g. by clicking on the  button on an approved resource).
  • Approved resource requests will be displayed in the approved area.
  • Via the respective fields in the module header the resource requests can be filtered by tasks, resources, date, or status.
• Click on on the required resource request to copy the approvals to the project schedule.
• Confirm the dialog message with Yes.
• The approved resources will be copied to the Schedule and the query will be archived.

Details

• The new resources will be assigned to the respective tasks in the Schedule and the resources which had already been assigned will be updated.
• If department resources were requested before, they will be removed from the planning.
  • If you do not want this to happen, you can configure the Remove requested resources from planning parameter in the Global Project Settings module.
• The planning of the loads is done via the respective PM load profile (depending on the global setting). Further information
• Here, the values will be copied from the approval periods to the schedule and will be adjusted by the scheduling while the grid will be retained (depending on the global setting).
  • When copying values, no scheduling will be performed.
• If the planning is increased at a later point in time and the Schedule is recalculated, the Remaining load field below the time scale will be marked yellow (as soon as the approval is exceeded) or red (as soon as the approval limit is overrun). (See also Change Request)

Note

• The option to copy automatically is only available if the request has been made on task level.
  • For requests on project level, planning must be carried out manually.
• If the department manager approves a resource which does not require approval (Approval required = No) and which was included in the project planning before, the load profile of the existing resource assignment will be adjusted to the respective PM load profile.
  • The existing loads are summarized along with the approved values and the user will be prompted to verify the values manually.