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Assign role allocations to resources with the Staff Role function in the Team Planner. This is helpful, for example, when you have planned based on roles and are now ready to implement your plans.
- Filter for Relevant Resources
- Selecting Resources and Timing
- Editing Singular Allocation Values
Required User Rights
To staff roles in the Team Planner, you need to be in a user group with the following rights:
- Under Edit Projects and Programs, you need to have at least the Projects with Logged-In User as Project Manager
- You need to have edit rights for the currently selected scenario or the Edit Plan of Record
- Under Detailed Project and Program Rights, you need to have the Add, Change and Delete Allocations
Where to Find
Open the Team Planner and select the Allocation Mode Time Grid in the toolbar. You can only staff roles in the Time Grid Mode, not in the Flexible Mode.
For each role, choose the project which you would like to staff. Click the three dots to the right of the project name and select Staff Role:
Overview of the Staff Role Mode
On the top of the left side, you will find the name of the project, and the role with the allocation to be staffed. Underneath, you see the relevant resources and their available capacities:
In the timeline to the right, you can see the open role allocations per time period (depending on the zoom-level). Underneath is the available capacity for each resource per time period. Only the relevant maximum capacity of a resource will be displayed. If a resource has more capacity than the project needs, it will not appear.
Filter for Relevant Resources
In the Staff Role mode, you will find Ad-Hoc Filters for resources which you can use to refine your displayed resources. These filters can be used, for example, to filter for resources with specific skills.
When you open the Staff Role mode, you automatically filter for the primary role that you want to staff. You can always adapt this filter, or add more. Again, only resources that meet your desired criteria filters will be displayed.
Selecting Resources and Timing
You can allocate either a single or multiple resources to a project. You can allocate each resource for the entire project, or only a specific time frame.
Available capacity for a resource can be assigned either in full or partially by selecting a resource. In the top of the mode, the open capacity to be staffed will be accordingly reduced. When the role’s capacity is completely allocated, it will be shown with a green check mark:
Assign a Resource to an Entire Project
To staff a resource to an entire project, check the box next to their capacity:
All of the resource's cells will be displayed in blue. All of the person’s available capacity will be assigned to this project, which can be adjusted as needed. To confirm the allocation of all of the person’s capacity to this project, click Staff Role. The role’s allocation will be reduced or removed from the project.
You can edit a cell to reduce the amount of capacity allocated to this project by clicking it, and then manually entering your new desired value.
Assign a Resource to a Part of a Project
When you would like to assign a resource to a range of dates in a project, select the cells for the specific time period:
The selected cells will be displayed in blue, and the capacity will be assigned to the project. To confirm this allocation, click Staff Role. The role’s allocation will be reduced or removed from the project.
Editing Singular Allocation Values
You can edit the allocation values in these assigned cells. This is especially helpful, for example, when a project takes priority. Click the cells displayed in blue and type in the desired allocation value:
The capacity will be assigned to the project, and the top cell with the open allocation will be updated. To save these changes, click Staff Role. The role’s allocation will be reduced or removed from the project.
Unstaff to Role
When an allocated resource is no longer available, but you don't yet know who you will allocate to the role, you can unstaff the allocation back to the role. In the Team Planner, select the desired resource and the project you would like to unstaff them from. Then, click the three dots next to the name of the project and select Unstaff to Role:
The entire allocated value for the resource will be assigned back to the role. As soon as you know who can be allocated, you can allocate them using the Staff Role functionality.