Membership Actions (Project's Dashboard)

The actions section on Project's Dashboard contains two sets of features:

Project Actions
Project Membership Actions


Project Membership Actions


1) On top of the project name you can find the Main Membership Actions for the project (circled in blue below):

- Add members to a project
- Edit forecast prices
-
Resourcing log

2) By hovering over a role / member's name and clicking the ellipsis icon, you get additional Person & Role specific actions (circled in orange below):

- Shift allocations
- Move to a project member / resource
- Divide with project member / resource
- Duplicate project member
-
Allocation notes
- Create a resourcing request from tentative allocations (if
soft booking is enabled)
- Confirm tentatives (if
soft booking is enabled)

3) By clicking the trashcan icon you get Membership Deletion Actions (circled in red below):

- Archive and remove future allocations
- Remove future allocations
- Remove the current role including history allocations


4) By clicking the pen icon you get Person & Role Details

Hovering over a resource / role displays the ellipsis icon

Hovering over a resource / role displays the trashcan-icon, as well


Main Membership Actions


Add members to a project 

allows you to swiftly add people and roles for the project. The dropdown lists allow you to select multiple people or multiple roles at the same time.

Basic principles while adding people & roles: 
  • Multiple users can be added to a project with the same role in one dialog.
  • If no role is selected, the user's Default Role is used.
  • If no user is selected, the selected role is added as an 'Unassigned role' to a project.
  • If a user is already added to the project a separate dialog will indicate it.
You can select multiple roles to be added, simultaneously

If you accidentally click the wrong role or people, you can either click the selected entity again to delete the selection or just click 'Close' and start again.

Edit forecast prices 

allows you to forecast the prices in the future. The values added here are calculated with allocations and are added straight to the Project Numbers table.

Resourcing log

contains log entries for the project. 


Person & Role Specific Actions


Hovering over any unassigned role or a person's role gives you more powerful tools to manage your project.

Shift allocations 


When shifting allocations the allocations are always moved to start from the closest full week to avoid accidentally moving the resourcing for weekends.

"Shift allocations" is a suitable tool if the workload is predicted correctly, but the start date moves for one reason or another. This tool moves all allocations made depending on the desired date by the set number of weeks. You can decide the amount of weeks to move allocations, and adding a negative value allows you to move the allocations to an earlier date.

Example: the "Future Project 2019" is set to start on week 30 of 2019. We have already planned that by then we will need an Analytics Project Manager to start on week 30 and two weeks after that, on week 32, we will need a Lead Test Engineer to start working on the project.

Current resourcing situation which we want to shift forward by one whole week


During summer 2019 the circumstances change and the project's start date is prolonged by one week, and the project is moved to start on week 31. The resourcing and role requirements remain the same, so we can easily shift both allocations forward by one week. This can be done by checking both of the Unassigned roles in the left side of the view, hovering over the ellipsis icon and clicking 'Shift allocations':

You can select the desired entities by using the checkboxes found in the left side of listing


In the opening view we decide which allocations are moved (after which start date) and also by how many weeks we want them moved. So, in this scenario, the start date can be anything before week 30, or even a blank date (in this example a random date from July was used). As mentioned before, the start date was moved forward by one week, so we can put the value '1' in the "Allocations will be shifted" -section.

Adding details about shifting

After clicking 'Shift' the chosen allocations are moved according to our choices; one week forward, Analytics Project Manager now starting from week 31:

Outcome of the shifting process


The allocations can also be shifted backwards by using a negative value - for example when the project needs to be started earlier. An example:

"Future Project 2019" needs the Lead Test Engineer to work for at least one week together with an Analytics Project Manager. Right now the resourcing doesn't allow it, so we are going to need the Lead Test Engineer to start one week earlier. The process is similar, but instead of choosing both of the roles we only choose the Lead Test Engineer, and we set the number of weeks to a value of '-1'.

Using negative amounts as values works, as well


After we click 'Shift' we have the desired situation in hand: the project starting a week earlier and at least one week of Analytics Project Manager & Lead Test Engineer working at the same time.

Outcome of shifting Lead Test Engineer by -1 weeks


Important note when shifting allocations: Allocations are saved in the database as hours. When you shift hours from a week that has a holiday into a week that is a full week, the hours will probably be off by a day or two. This is especially recognisable in the 'Relative' (%) time mode.
Week 25 includes a holiday called 'Midsummer Eve' and therefore the Friday in that week is a holiday. 100% in this case means 4 working days. When we shift the allocations forward by one week, that week's hours are only 80% of the expected hours for week 26; therefore we end up with 80% resourcing situation. These values need to be manually adjusted afterwards if necessary.



Move to a project member / resource 

allows you to quickly re-allocate hours from one person to another person / role in the project. This is useful in a situation where the planned person changes from X to Y. It can also be used when person X no longer works for you, but the need for a specific role is identified for the project.

Move to a project member 

allows you to move allocated hours for a person / role which is already added to the project.

Move to a resource 

allows you to move allocated hours for a brand new person / role which is not yet added to the project.

Divide with project member / resource 

works in a similar manner as the 'Move to a project member / resource' (explained above), but the allocations moved to the new person / role can be adjusted in percentages or hours. These values can be inserted in the opening dialog. An example below:

In the example below we have overbooked project member named "support user". We would like to even the hours for another person called "Help & Manual User" as she isn't resourced at all yet. However, we only want to move half of the allocations made for "support user".

As you hover over the user, whose allocations are to be divided, an ellipsis icon appears.
Ellipsis icon is found by hovering over the desired entity

By choosing the 'Divide with project member' we can divide allocations with members that are already added to the project ('Divide with resource' allows us to simultaneously add a brand new member to the project).

In the opening dialog we choose the allocations to be moved to the member "Help & Manual User". After this we insert the value of 50 (%) so only half of the made allocations are moved to "Help & Manual User". Date can be left blank, as we want to divide all the allocations from support user.

Divide Allocations -view allows you to decide how the division should be performed


By clicking 'Divide' we can see the outcome:
Outcome of division using the values inserted in the above screenshot


Duplicate project member 

allows you to duplicate allocations made for a person / role. This is a useful tool for situations where you have identified the need for multiple instances of the same role for your project. An example for this could be customer service for a software, where you want to make sure enough agents are responding to your customers questions - so, multiple agents are needed and should also be resourced for the project.

Allocation notes


Allocation notes allow you to write a note regarding a certain date / role. Every roles' allocation notes can be seen by clicking on the desired roles' "Allocation notes"-button, in which you can also create new ones if you wish.

Once a note is written for a certain date, the resourcing slot will indicate that note with a blue icon in the top-left corner of that slot.

30.3.2020 has a note written about 'Support Specialist' unassigned role

By clicking on the role's 'Allocation notes'-action we can see what the note is about

Detailed info here.


Create a resourcing request from tentative allocations

This action will only be visible if you have Soft Booking enabled in the system.

This action takes the chosen role's tentative allocations and automatically creates a resourcing request of them in the upcoming window:

An example request created from the tentative allocations

Detailed info about resourcing requests here.

Confirm tentatives


The 'Confirm tentatives' option does exactly what you think it does; it transforms the tentative allocations into confirmed allocations. All you need to do is choose the functionality and press 'Yes' in the upcoming window.

This confirms the role's tentative allocations (all of them)


Membership Deletion Actions


Archive and remove future allocations 

archives the person/role and removes all the future allocations from this day onwards. A useful tool for situations where a person/role is replaced by another and you wish to save the resourcing information from the past.

Remove future allocations 

removes only the allocations for the chosen person/role; the person/role itself will remain for the project. Handy for situations where allocations were made for the undesired person/role by accident, for example.

Remove the current role including history allocations 

removes the person/role from the project and allocations from both future and past for the chosen person/role.
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