My Resource Requests (Department Manager) MOD009D1L

Access

• Resource Management → Department Planning → Department Board panel → My 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, the department manager can
  • have a look at all resource requests submitted for his/her department
  • approve, reject, or adjust resource requests
  • create quick approvals for resource requests

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 projects.
  • In the Request level (project/task) field, there will be an indication as to whether it is a request on project or task level.
• Only resource requests with "In process" status will be displayed.
  • Already approved or rejected and archived resource requests can be looked at via the checkboxes in the module header.
• Below the time scale, the free capacities, the requested and approved values as well as the difference between these values will be displayed.

Note

• In this module, only requests from projects with Status = 1 (active) are 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.

Insert resources for allocation

• Click on on the required request in order to allocate the requested effort to the individual resources.
  • The Resource Selection module is opened.
  • Select the required resources.
    • The resources of the department are displayed.
      • Here, resources which do not require approval may be displayed as well (Approval required = No).
      • Person resources will be displayed by default. In the Department module variant, department resources can be looked at.
    • Click on Add resource for distribution.
    • The module will be closed and the resources will be inserted under the selected resource request in the My Resource Requests module.
      • If the selection includes resources for which this request has already been approved, a respective message will be displayed and the resources will not be inserted for allocation.
  • In the My Resource Requests module, allocate the requested capacity to the added resources by entering values in the Approved fields.
  • Click on to display a simulation of the resource utilization with the selected values.
    • The utilization will be displayed in the Utilization from module and the display there will be refreshed as soon as new values are entered and saved in the Approved field in the My Resource Requests module.
  • By clicking on  or , the values to be approved can be moved forwards or backwards by one unit (depending on the selected time grid).

Approve resource requests

• In order to grant approval for the required resource request, click on .
  • In order to approve all resource requests for a task or a project, click on on the respective task or project.
  • Confirm the dialog message with Yes .
  • The requests will be approved and the status will be changed to Released.

Reject resource requests

• Click on on the required resource request.
  • In order to reject all resource requests for a task or a project, click on on the respective task or project.
• Confirm the dialog message with Yes.

Quick approval

• Quick approval via the   button can be used to approve multiple requests at once.
  • Quick approval can also be used to approve change requests for resources already included in the planning.
  • After approval has been given, the approved records will be marked.
  • If there are queries which must be approved manually, a respective message will be displayed and the records which cannot be approved will be marked.