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Assign Resources to a Project

When you organize a project, you must assign users to the project and to its tasks. This section will explain how to assign team members to a project.

About Adding Team Members to a Project

When you create a project you need to associate a team of people with the project so you can assign tasks to members of that team. @task organizes teams of users into objects called groups. When you create a project, you should associate one or more groups with a project. This allows member of the group to view the project.

SeeCreating a Project

In addition to assigning a group to a project, you need to assign users to accomplish the tasks. You can search for users by name, group, job role, or other filters, and then add them to the project.

Adding and Viewing Users Associated with a Project

The following procedures show you how to associate users or job roles with a project or to view the users and job roles that are currently associated with the project.

When you do a user search to add users to a project, you need to know each user's current work level. That way, you can determine if a user is being requested to do too many tasks. @task shows you the utilization level of each user in the search results so you know if users are too busy to accept new tasks.

To view current users
1. From a project list, click on a project name to access it.
2. In the Contextual Menu, click Team.
3. Click View Team to see a current list of available team members and user roles.
To associate users with a project
1. From a project list, click on a project name to access it.
2. In the Contextual Menu, click Team -> Search and Add Users.
3. Fill in the search fields to find the users that you want, and then click Submit.
4. Highlight the users that you want to add to the project by clicking the check box next to the user name. You can use keyboard controls with your mouse to select multiple users.
5. Click the Add Team Users icon (
) after you have highlighted the user names.
To associate job roles with a project
1. From a project list, click on a project name to access it.
2. In the Contextual Menu, click Team -> Search and Add Roles.
3. Fill in the fields to search for specific roles, or leave them blank to search for all roles. SeeUser Utilization Searches
4. Highlight the roles that you want to add to the project by clicking the check box next to the name. You can use keyboard controls with your mouse to select multiple roles.
5. Click the Add Team Roles icon(
).

User Utilization Searches

When you are organizing a team to associate with a project, you can easily check to see if a user is busy with other projects. A user utilization search lets you search a date range to see if the user who you want to add to a project is available, or to find users who are under-utilized to add to your projects.

A user utilization search lets you select a date range and then a utilization range. It also lets you search for the entire date range or only a certain number of days in a date range.

Assume that a project manager needs to determine whether a person has time to help out on a project that lasts for five weeks. He needs this person for at least half of a day for four of the five weeks of the project. So, he types the dates of the project into the search fields along with utilization percentage values of between 50 and 100 percent. Because he needs this person for only 20 of the 25 days of the project, rather than setting the search to look at the entire date range, he sets it to `for at least' and types `20 days'. When he executes the search, the person he needs appears on the list as being 85 percent utilized for that time frame. The manager realizes that the person is too busy to help out on the new project.

Now the manager wants to see who is available, because the resource he wanted is allocated to other projects. So he changes the search to look for user with a utilization of between 0 and 50 percent for the same time frame. As he scans the list he sees another user who can do the tasks.

Another manager notices that one of his employees is frequently putting forth extra effort. He does a user utilization search for previous months and sees that the person has been tasked to 110 percent of capacity, yet still managed to accomplish everything on time. Now the manager has hard statistics to back up the request for an award.

To access User Utilization Searches
1. From the Application Home screen, click Resource Management -> User Utilization Search. You can also select User Utilization Search in the Find Navigational menu.
2. Select a date range or a set time frame.
3. Set the utilization range in terms of a percentage or in numbers of hours. Also set the number of days in the date range that the users must be utilized at that percentage.