Staffing Assignment Pilot scripts

For the purposes of the Pilot documentation, TR refers to Solution Architects and Consultants

SharePoint site for the Staffing Pilot

Contents
Pre Pilot activities ......................................................................................................................................... 3
Initial RM Queue setup (Resource Manager) ............................................................................................ 3
0 PM Preparation - Resources already assigned in Click (PROJECT MANAGER) ....................................... 3
3 Create New Resource Request (PROJECT MANAGER)........................................................................ 3
Resource Request Staffing (RESOURCE MANAGER) ............................................................................13
2 Assign Resource(s) to Project Task (PROJECT MANAGER)................................................................13
2A. Updating Assignment names (Project Manager) ..........................................................................30
2B. If resource is needed for non-standard working hours (I.E.; COMPANY HOLIDAYS/WEEKEND)
(Project Manager) ................................................................................................................................34
TR Preparation (Solution Architect and Consultant) ...............................................................................36
Process to remove TR’s from Click ..........................................................................................................36
New Project Process....................................................................................................................................36
PM Assignment Process (INTAKE)............................................................................................................36
TR Resource Request Creation (Standard Projects only) - (INTAKE) .......................................................36
1 Refinement of Resource Requests (PROJECT MANAGER) ....................................................................36
Check RR's for TR assignments (PROJECT MANAGER).........................................................................36
Refine and submit RR's with no assignments to RM. (PROJECT MANAGER) ......................................38
Resource Request Staffing (RESOURCE MANAGER) ................................................................................42
2 Assign Resource(s) to Project Task (PROJECT MANAGER)..................................................................42
2A Updating Assignment names (Project Manager) ...........................................................................58
2B If resource is needed for non-standard working hours (I.E.; COMPANY HOLIDAYS/WEEKEND)
(Project Manager) ................................................................................................................................62
3 Request a new TR – used to request the TR to perform configuration work, when assigned TR has a
skill miss-match, a TR has a lack of availability, or when additional scope has been identified.............64
3 Create New Resource Request (PROJECT MANAGER) ........................................................................64
2 Assign Resource(s) to Project Task (PROJECT MANAGER)..................................................................74
2A Updating Assignment names (Project Manager) ...........................................................................91

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 2B If resource is needed for non-standard working hours (I.E.; COMPANY HOLIDAYS/WEEKEND)
(Project Manager) ................................................................................................................................95
4 Refinement of an existing TR’s schedule (Project Manager) – used to modify a start or end date
and/or assigned hours (TO CANCEL A REQUEST CHANGE THE END DATE OF THE ASSIGNMENT TO THE
LAST WORK DAY FOR THE RESOURCE) .......................................................................................................97
5. EDP Status Updates ...............................................................................................................................100
EDP Updates (SOLUTION ARCHITECT OR CONSULTANT) ......................................................................100
7 Review EDP updates in FF Chatter (PROJECT MANAGER) ................................................................100
5. FF Task Status Updates .........................................................................................................................101
Update Task status in FF (SOLUTION ARCHITECT OR CONSULTANT) ....................................................101
8 Review Task statuses (PROJECT MANAGER) .....................................................................................101
TR Time Entry (Technical Resource) .........................................................................................................104

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 Pre Pilot activities
Initial RM Queue setup (Resource Manager)

0 PM Preparation - Resources already assigned in Click (PROJECT MANAGER)

If you have resources that were previously assigned in Click (Work Order/Service Appointment process)
prior to the Click cutover to FF, aka Pilot Go Live, and you have additional work for that resource beyond
the current assignment – YOU NEED TO SUBMIT 1 NEW RESOURCE REQUEST PER RESOURCE ONE WEEK
PRIOR TO GO LIVE WITH A START DATE THE DAY FOLLOWING THE END OF THE CLICK ASSIGNMENT AND
AN END DATE OF WHEN YOU EXPECT THE RESOURCE TO COMPLETE THE TASK.

* FOR US AND CANADA PROJECTS ONLY – Use a Resource Request to request PDP planning resources.
Use a Work Order to request PD planning resources, and configuration resources. Note: Sometime in
June PD Resources will join the Pilot and ALL PD resources (Planning and Configuration) must be
requested via Resource Requests.

* FOR NON US AND CANADA PROJECTS ONLY – After a region goes live for the Staffing Pilot, all planning
resources (PD and PDP), and all configuration resources are requested via a Resource Request.

3 Create New Resource Request (PROJECT MANAGER)

Please see Video 4 for all the creating a Resource Request content

From the project page, Details tab, note the Practice and Region fields Contents (Figure 44)

Figure 44

Next, select Resource Requests (Figure 45)

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 Figure 45

Next, click NEW (Figure 46)

Figure 46

Scroll down to Resource Request Name, and enter a name that is unique and identifiable (Figure 47)

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 Figure 47

Enter the Start and End Date For this Request

Figure 48

Using the dropdown for Resource Role, select Solution Architecture Engineer 1. This role will be updated
once a resource has been assigned. (Figure 49)

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 Figure 49

Populate the Region field by clicking in the Region field, start typing the name (from the notes you took
in the first step), then clicking on the Region. (Figure 50)

Figure 50

Populate the Practice field by clicking in the Practice field, start typing the name (from the notes you
took in the first step), then clicking on the correct Practice. (Figure 50)

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 Figure 51

Update the Request Priority if needed, and enter the number of hours the resources is expected to need
over the life of this assignment. (Figure 52)

Figure 52

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 The Primary Skill/Certification and Primary Skill Minimum Rating from this screen don’t go to anyone,
just skip here as they will be entered later. (Figure 53)

Figure 53

Figure 54 (Deleted)

Enter noted related to this request. (Figure 55)

Figure 55

Click Save. (Figure 56)

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 Figure 56

Saving will bring you back to the Resource Request Screen. Click on the Resource Request hyperlink to
open the Resource Request. (Figure 57)

Figure 57

Scroll to the bottom and click NEW for Resource Skill Requests. (Figure 58)

Figure 58

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 Start typing the needed skill, then click on the skill needed. You need “Delivery – TR Pilot” while we are
in the Pilot, “Delivery – ProDepoy Plus” (or ProDeploy) and any additional required skills. ENTER YOUR
PRIMARY/MOST CRITICAL TECHNICAL SKILL LAST (by doing it last and not unchecking Primary Skill it will
automatically be listed as the primary skill even if you forgot to uncheck when entering the earlier skills).
(Figure 59)

Figure 59

Click dropdown for minimum rating, click desired minimum rating, and click to Uncheck Primary. (Figure
60)

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 Figure 60

Click Save & New if you have more skillsets to load, or if not then click Save. (Figure 61)

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 Figure 61

After saving, scroll up to the top and click on the pencil for status. (Figure 62)

Figure 62

Click the dropdown for status, click Ready to Staff, click Save. (Figure 63)

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 Figure 63

Send RR# to the RM.

Done

Resource Request Staffing (RESOURCE MANAGER)

2 Assign Resource(s) to Project Task (PROJECT MANAGER)

For every new resource on the project, use the following steps:

From the project home screen select the dropdown, then click Project Task Gant (Figure 1)

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 Figure 1

If you find you do not have all the tasks you need, create new ones (Figures 2-4)

You need a separate task for each product/SA, and site. If you happen have more than one SA working
on the same task/product then its ok to have both on the same task. We need enable the SA’s to
update the status of their own task effort. i.e. the Data Domain task may be completed while the Unity
effort has only started.

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 Figure 2

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 Figure 3

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 Figure 4

Ensure the tasks are unique, all the dates align, and the estimated hours are what you believe are
reasonably correct. (Figure 5)

Figure 5

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 Next we actually associate the resource to the task. (Figures 6- 19)

Select the task you want to assign a resource against.

Figure 6

Click Assign Resources

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 Figure 7

Click the Assigned to this project as seen in Figure 8.

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 Figure 8

Click inside the Select Resource box

Click the dropdown

Click on the resource you need to assign to the task

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 Figure 9

Note: You will normally get the below screen with (Figure 10)

Click Apply Changes

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 Figure 10

But if you get the following (as in the following screenshot below in Figure 12), this
means your resource has been assigned to this project with multiple resource requests, and you will
need to click on this link and choose which assignment to apply. Unfortunately will not be able to tell
which assignment to use without updating the assignment name - If you have this situation please refer
to Updating Assignment Names (after figure 18).

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 Figure 11

Should you need to add another resource to the same task, follow the steps in Figures 12-18.

Click Add another Resource”

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 Figure 12

Ensure the Assigned to this project is still checked as seen in Figure 14.

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 Figure 13

Click inside the Select Resource box

Click the dropdown

Click on the resource you need to assign to the task

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 Figure 14

Note: You will normally get the below screen with (Figure 15)

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 Figure 15

But if you get the following (as in the following screenshot below in Figure 17), this
means your resource has been assigned to this project with multiple resource requests, and you will
need to click on this link and choose which assignment to apply. Unfortunately will not be able to tell
which assignment to use without updating the assignment name - If you have this situation please refer
to Updating Assignment Names (after figure 18).

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 Figure 16

Click Apply Changes (Figure 18)

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 Figure 17

Click Save (Figure 19)

Figure 18

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 2A. Updating Assignment names (Project Manager)

From the Project screen click (Figure 19)

Figure 19

Note the multiple assignments. Click on one to edit it (Figure 20)

Figure 20

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 Click on the Pencil to edit the assignment name (Figure 21)

Figure 21

Add start and end dated to the BEGINNING of the assignment name then click save (Figure 22)

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 Figure 22

Go back to the Project Gant Chart, and follow the process again to assign your resource to the task. This

time when you click you get the following where you can identify the correct
assignment to select. Select the correct assignment. (Figure 23)

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 Figure 23

Note the status now shows assigned. Click Apply Changes. (Figure 24)

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 Figure 24

2B. If resource is needed for non-standard working hours (I.E.; COMPANY HOLIDAYS/WEEKEND)
(Project Manager)

From the Project screen, click related. (Figure 25)

Figure 25

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 Scroll down to assignments, and click on the assignment that needs to be modified.

Figure 26

Click on the dropdown in the upper right and click Edit Schedule as shown in Figure 27

Figure 27

See Figure 28. Scroll down to Insert Schedule Exception.

Update the start and end dates that cover the exception.

Click to select the Auto Adjust box

Only enter the hours you need to ADD to the existing schedule.

Click Update, then Save.

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 Figure 28

You have now refined the resource schedule for the desired work day(s).

Notify TR of assignment

TR Preparation (Solution Architect and Consultant)

TR’s to add all project (FF, Propel, etc.) and OOO/Non-Rui events into their own Outlook calendars.

Process to remove TR’s from Click

New Project Process

PM Assignment Process (INTAKE)

TR Resource Request Creation (Standard Projects only) - (INTAKE)

1 Refinement of Resource Requests (PROJECT MANAGER)

Check RR's for TR assignments (PROJECT MANAGER)

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 From the Project, select Resource Requests

Note: Depending on screen size – you may need to use the dropdown to select Resource Requests

Next, look at the Resource Requests and ensure all have a name associated:

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 Another example: focused on the resource column

Refine and submit RR's with no assignments to RM. (PROJECT MANAGER)

For all Resource Requests that do not have a name assigned, the PM will need to open the Resource
Request by clicking on the Resource Request hyperlink on the left.

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 39

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 40

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 Click the pencil to edit status

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 Provide the RR# to the RM via email or IM (required until back end processes improve)

Resource Request Staffing (RESOURCE MANAGER)

2 Assign Resource(s) to Project Task (PROJECT MANAGER)

For every new resource on the project, use the following steps:

From the project home screen select the dropdown, then click Project Task Gant (Figure 1)

Figure 1

If you find you do not have all the tasks you need, create new ones (Figures 2-4)

You need a separate task for each product/SA, and site. If you happen have more than one SA working
on the same task/product then its ok to have both on the same task. We need enable the SA’s to
update the status of their own task effort. i.e. the Data Domain task may be completed while the Unity
effort has only started.

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 Figure 2

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 Figure 3

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 Figure 4

Ensure the tasks are unique, all the dates align, and the estimated hours are what you believe are
reasonably correct. (Figure 5)

Figure 5

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 Next we actually associate the resource to the task. (Figures 6- 19)

Select the task you want to assign a resource against.

Figure 6

Click Assign Resources

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 Figure 7

Click the Assigned to this project as seen in Figure 8.

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 Figure 8

Click inside the Select Resource box

Click the dropdown

Click on the resource you need to assign to the task

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 Figure 9

Note: You will normally get the below screen with (Figure 10)

Click Apply Changes

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 Figure 10

But if you get the following (as in the following screenshot below in Figure 12), this
means your resource has been assigned to this project with multiple resource requests, and you will
need to click on this link and choose which assignment to apply. Unfortunately will not be able to tell
which assignment to use without updating the assignment name - If you have this situation please refer
to Updating Assignment Names (after figure 18).

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 Figure 11

Should you need to add another resource to the same task, follow the steps in Figures 12-18.

Click Add another Resource”

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 Figure 12

Ensure the Assigned to this project is still checked as seen in Figure 14.

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 Figure 13

Click inside the Select Resource box

Click the dropdown

Click on the resource you need to assign to the task

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 Figure 14

Note: You will normally get the below screen with (Figure 15)

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 Figure 15

But if you get the following (as in the following screenshot below in Figure 17), this
means your resource has been assigned to this project with multiple resource requests, and you will
need to click on this link and choose which assignment to apply. Unfortunately will not be able to tell
which assignment to use without updating the assignment name - If you have this situation please refer
to Updating Assignment Names (after figure 18).

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 Figure 16

Click Apply Changes (Figure 18)

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 Figure 17

Click Save (Figure 19)

Figure 18

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 2A Updating Assignment names (Project Manager)

From the Project screen click (Figure 19)

Figure 19

Note the multiple assignments. Click on one to edit it (Figure 20)

Figure 20

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 Click on the Pencil to edit the assignment name (Figure 21)

Figure 21

Add start and end dated to the BEGINNING of the assignment name then click save (Figure 22)

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 Figure 22

Go back to the Project Gant Chart, and follow the process again to assign your resource to the task. This

time when you click you get the following where you can identify the correct
assignment to select. Select the correct assignment. (Figure 23)

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 Figure 23

Note the status now shows assigned. Click Apply Changes. (Figure 24)

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 Figure 24

2B If resource is needed for non-standard working hours (I.E.; COMPANY HOLIDAYS/WEEKEND)

(Project Manager)

From the Project screen, click related. (Figure 25)

Figure 25

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 Scroll down to assignments, and click on the assignment that needs to be modified.

Figure 26

Click on the dropdown in the upper right and click Edit Schedule as shown in Figure 27

Figure 27

See Figure 28. Scroll down to Insert Schedule Exception.

Update the start and end dates that cover the exception.

Click to select the Auto Adjust box

Only enter the hours you need to ADD to the existing schedule.

Click Update, then Save.

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 Figure 28

You have now refined the resource schedule for the desired work day(s).

Notify TR of assignment

3 Request a new TR – used to request the TR to perform configuration work, when assigned TR
has a skill miss-match, a TR has a lack of availability, or when additional scope has been identified.

* FOR US AND CANADA PROJECTS ONLY – Use a Resource Request to request PDP planning resources.
Use a Work Order to request PD planning resources, and configuration resources. Note: Sometime in
June PD Resources will join the Pilot and ALL PD resources (Planning and Configuration) must be
requested via Resource Requests.

* FOR NON US AND CANADA PROJECTS ONLY – After a region goes live for the Staffing Pilot, all planning
resources (PD and PDP), and all configuration resources are requested via a Resource Request.

3 Create New Resource Request (PROJECT MANAGER)

From the project page, Details tab, note the Practice and Region fields Contents (Figure 44)

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 Figure 44

Next, select Resource Requests (Figure 45)

Figure 45

Next, click NEW (Figure 46)

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 Figure 46

Scroll down to Resource Request Name, and enter a name that is unique and identifiable (Figure 47)

Figure 47

Enter the Start and End Date For this Request

Figure 48

Using the dropdown for Resource Role, select Solution Architecture Engineer 1. This role will be updated
once a resource has been assigned. (Figure 49)

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 Figure 49

Populate the Region field by clicking in the Region field, start typing the name (from the notes you took
in the first step), then clicking on the Region. (Figure 50)

Figure 50

Populate the Practice field by clicking in the Practice field, start typing the name (from the notes you
took in the first step), then clicking on the correct Practice. (Figure 50)

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 Figure 51

Update the Request Priority if needed, and enter the number of hours the resources is expected to need
over the life of this assignment. (Figure 52)

Figure 52

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 The Primary Skill/Certification and Primary Skill Minimum Rating from this screen don’t go to anyone,
just skip here as they will be entered later. (Figure 53)

Figure 53

Figure 54 (Deleted)

Enter noted related to this request. (Figure 55)

Figure 55

Click Save. (Figure 56)

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 Figure 56

Saving will bring you back to the Resource Request Screen. Click on the Resource Request hyperlink to
open the Resource Request. (Figure 57)

Figure 57

Scroll to the bottom and click NEW for Resource Skill Requests. (Figure 58)

Figure 58

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 Start typing the needed skill, then click on the skill needed. You need “Delivery – TR Pilot” while we are
in the Pilot, “Delivery – ProDepoy Plus” (or ProDeploy) and any additional required skills. ENTER YOUR
PRIMARY/MOST CRITICAL TECHNICAL SKILL LAST (by doing it last and not unchecking Primary Skill it will
automatically be listed as the primary skill even if you forgot to uncheck when entering the earlier skills).
(Figure 59)

Figure 59

Click dropdown for minimum rating, click desired minimum rating, and click to Uncheck Primary. (Figure
60)

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 Figure 60

Click Save & New if you have more skillsets to load, or if not then click Save. (Figure 61)

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 Figure 61

After saving, scroll up to the top and click on the pencil for status. (Figure 62)

Figure 62

Click the dropdown for status, click Ready to Staff, click Save. (Figure 63)

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 Figure 63

Send RR# to the RM.

Done

2 Assign Resource(s) to Project Task (PROJECT MANAGER)

For every new resource on the project, use the following steps:

From the project home screen select the dropdown, then click Project Task Gant (Figure 1)

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 Figure 1

If you find you do not have all the tasks you need, create new ones (Figures 2-4)

You need a separate task for each product/SA, and site. If you happen have more than one SA working
on the same task/product then its ok to have both on the same task. We need enable the SA’s to
update the status of their own task effort. i.e. the Data Domain task may be completed while the Unity
effort has only started.

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 Figure 2

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 Figure 3

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 Figure 4

Ensure the tasks are unique, all the dates align, and the estimated hours are what you believe are
reasonably correct. (Figure 5)

Figure 5

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 Next we actually associate the resource to the task. (Figures 6- 19)

Select the task you want to assign a resource against.

Figure 6

Click Assign Resources

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 Figure 7

Click the Assigned to this project as seen in Figure 8.

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 Figure 8

Click inside the Select Resource box

Click the dropdown

Click on the resource you need to assign to the task

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 Figure 9

Note: You will normally get the below screen with (Figure 10)

Click Apply Changes

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 Figure 10

But if you get the following (as in the following screenshot below in Figure 12), this
means your resource has been assigned to this project with multiple resource requests, and you will
need to click on this link and choose which assignment to apply. Unfortunately will not be able to tell
which assignment to use without updating the assignment name - If you have this situation please refer
to Updating Assignment Names (after figure 18).

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 Figure 11

Should you need to add another resource to the same task, follow the steps in Figures 12-18.

Click Add another Resource”

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 Figure 12

Ensure the Assigned to this project is still checked as seen in Figure 14.

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 Figure 13

Click inside the Select Resource box

Click the dropdown

Click on the resource you need to assign to the task

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 Figure 14

Note: You will normally get the below screen with (Figure 15)

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 Figure 15

But if you get the following (as in the following screenshot below in Figure 17), this
means your resource has been assigned to this project with multiple resource requests, and you will
need to click on this link and choose which assignment to apply. Unfortunately will not be able to tell
which assignment to use without updating the assignment name - If you have this situation please refer
to Updating Assignment Names (after figure 18).

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 Figure 16

Click Apply Changes (Figure 18)

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 Figure 17

Click Save (Figure 19)

Figure 18

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 2A Updating Assignment names (Project Manager)

From the Project screen click (Figure 19)

Figure 19

Note the multiple assignments. Click on one to edit it (Figure 20)

Figure 20

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 Click on the Pencil to edit the assignment name (Figure 21)

Figure 21

Add start and end dated to the BEGINNING of the assignment name then click save (Figure 22)

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 Figure 22

Go back to the Project Gant Chart, and follow the process again to assign your resource to the task. This

time when you click you get the following where you can identify the correct
assignment to select. Select the correct assignment. (Figure 23)

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 Figure 23

Note the status now shows assigned. Click Apply Changes. (Figure 24)

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 Figure 24

2B If resource is needed for non-standard working hours (I.E.; COMPANY HOLIDAYS/WEEKEND)

(Project Manager)

From the Project screen, click related. (Figure 25)

Figure 25

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 Scroll down to assignments, and click on the assignment that needs to be modified.

Figure 26

Click on the dropdown in the upper right and click Edit Schedule as shown in Figure 27

Figure 27

See Figure 28. Scroll down to Insert Schedule Exception.

Update the start and end dates that cover the exception.

Click to select the Auto Adjust box

Only enter the hours you need to ADD to the existing schedule.

Click Update, then Save.

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 Figure 28

You have now refined the resource schedule for the desired work day(s).

Notify TR of assignment

4 Refinement of an existing TR’s schedule (Project Manager) – used to

modify a start or end date and/or assigned hours (TO CANCEL A REQUEST CHANGE THE END DATE OF THE
ASSIGNMENT TO THE LAST WORK DAY FOR THE RESOURCE)
Steps to Edit Assignment Schedule

From the project view, click Related as seen in Figure 32

Figure 32

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 Scroll down (SLOWLY) to assignments, then click on the assignment you want to edit. (Figure 33)

Figure 33

Click the dropdown in the upper right and click Edit Schedule as seen in Figure 34

Figure 34

To adjust the total hours for the assignment (Figures 35 and 36)

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 Scroll down to Reschedule

Enter the TOTAL Hours to be allocated for the duration of the assignment.

Change the Schedule Strategy to Adjust Hours Per Day

Click Update

Click Save

Figure 35

The Scheduled Hours have now been Updated (Figure 36)

Figure 36

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 To Change the Start and/or End Date (Figure 37)

Scroll back up to the top

Update the dates reflected for Start and/or Stop

Click Update

Click Save

Figure 37

5. EDP Status Updates

EDP Updates (SOLUTION ARCHITECT OR CONSULTANT)
Update EDP as normal throughout the project

7 Review EDP updates in FF Chatter (PROJECT MANAGER)

To view EDP updates (Figure 38)

From the Project page scroll down the Details page to Activity, then click Chatter.

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 Figure 38

5. FF Task Status Updates

Update Task status in FF (SOLUTION ARCHITECT OR CONSULTANT)

8 Review Task statuses (PROJECT MANAGER)

To view the statuses of the Tasks, from the project page Click Tasks (Figure 39)

Figure 39

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 Hovering over any Task will provide a popup that shows the status (Figure 40)

Figure 40

Until the statuses can be renamed, we will need to use a translation table (Figure 41)

Initial Assignment: Status = Draft

Acknowledged: Status = Started
Not the right resource / cant do work: Deferred (communication to PDM outside of
tool)
Scoping Complete: Planned
On Hold: Blocked (add reason in notes)
Done: Complete

Figure 41

Alternatively, you can click on the task to open it (Figure 42)

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 Figure 42

Once opened, you can see the status there (Figure 43)

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 Figure 43

TR Time Entry (Technical Resource)

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