Project Managers - How to make amendments to Resource assignment profiles
Resource Management: Capacity planning, making weekly amends to Resource Assignments.
A Project Task can be entered for a date period, then you can add multiple Assignments to the task. These assignments can be a mix of Resources, and a split of time periods within the start and end dates of the task. *Important note, to be able to amend Assignments on a weekly basis as demonstrated below, the assignment must not be longer than a 3 year period.*
This example shows 2 Assignments for the Task, one Resource based, one Role based:
In the Capacity meeting, it’s requested that the Resource is taken off this project for w/c 03/10/2022.
Navigate to the Resource Plan, and click on the relevant Task for that Resource
This will open the Edit Assignment screen, scroll down and click Usage in the Effort section.
Then click the Edit button
You can now set the required weekly amount of time. You can spread time across multiple weeks if required, or use this to change the required time in single week periods. *It will not accept a 0, but enter 0.0001 instead, ensure your date periods are correct, click set to update than save and close.
To update certain weeks, divide the weekly hours into daily hours and specify the week you want to change, input the hours per day and click set. This will replace any time already in that week. You don’t have to do weeks, you can also do a single day. If you wanted to clear a couple of days due to Annual leave, you could set those days to 0.001 and click set, then increase the time in the other days of that week to compensate.
The Resource plan will now update to show the change in assignment for that week.
The changes made in Edit Assignment will update in your task plan. As shown below the effort in the top assignment has been amended to show the reduction in hours. Also the Task shows the required effort, unchanged but shows the difference in the Allocated column.
When you generate a forecast, these changes will update in your demand tab:
You can see the detail of the change when approving the forecast:
If you then try to edit that Assignment line in the task plan, you will get an error message that Usage is now enabled on the assignment.
This means that you have to use the Edit Assignment screen to make any further changes, you can do this from the plan by Right clicking on the Assignment line and clicking edit assignment which will open up the assignment.
