Overview
In order for a person to contribute to a project they must be added as a resource. When a individual is added, they will receive an email informing them that they have been added. The project automatically becomes part of their Projects list. Project managers can add individuals to the project from the Project Details page, the Resources page, or from a Card Wall.
In this article:
Requirements for Adding Resource to a Project
All of the following conditions must be true to add a resource to a project:
- The person must be of type User or Resource Placeholder and not of type Customer.
- The person must be active.
- The person must have a primary functional role.
- The person must have either access to TDWorkManagement plus the Projects application, or the View Projects security role permission for the Client Portal.
- The person must not already be on the project.
- If the person has capacity start and/or end dates specified in their ESM profile (in TDAdmin), the project's dates must be within the specified capacity dates.
If Person Belongs to a Resource Pool
Individuals who belong to a resource pool require resource pool manager approval to be added as resources to projects. If this is the case, any attempt to add this resource to a project from within TDWorkManagement will result in a resource request. These requests must be approved to add the resource to the project(s). If a resource pool manager approval is in play, the resource will be listed on the project with a status of Pending until the request is evaluated by the resource pool manager.
ESM Enterprise Admins may bypass the resource request process.
Project Request with Role Forecasts Converted to Project
When a project request which has role forecasts is converted to a project through the Portfolio Planning application, an additional rule will be applied. The rule dictates that individuals selected to fill the role forecasts on the request must have the requested role as their primary functional role plus TDWorkManagement and Projects access. This means that Client Portal-only users cannot be selected to staff a request being converted to a project. This is to ensure that whichever individual is selected as the project manager will have the proper TDWorkManagement access to manage the project.
Individuals with only access to the Service/Client Portal may be added to the project after staffing and conversion.
Add Resource via the Resource Page
The project manager can add a resource on the Resources page of a project. This path is the only way that allows resource's schedule to be set and provides the most control over it.
To add a resource from the Resources page:
- Navigate to TDWorkManagement > Projects > Manage Projects.
- Select the desired project.
- Click Resources in the left navigation.
- Click the Actions button and select Add Resources.
- Click the checkboxes next to the resource(s) you want to add to the project.
Tip
If you select multiple people at this stage, they will be assigned to the project with the same schedule.
- Click the Next button.
- Select Months or Weeks as the interval and enter the project member's hours per week or month in the text box. You can add "0" hours to give the person access to the project's workspace but not create a schedule.
- Click the Save button.
If this resource is in a resource pool that requires approval, the request will be automatically routed to the resource pool manager. Otherwise, the resource will be added to the project.
Add Resource via the Project Detail Page
The project manager can add a resource to the project directly from the Project Details page. This will set the resource’s schedule to 0 hours.
To add a resource from the Project Details page:
- Navigate to TDWorkManagement > Projects > Manage Projects.
- Select the desired project.
- In the Project Details window, click the Actions button and select Add Resources.
- Begin typing in the search bar or select the magnifying glass button to search for the desired resource(s).
- Click Add when finished selecting resources.
Add Resource via the Project Card Wall
When a project manager assigns a resource to a project from the card wall they will be added with a schedule of 0 hours.
To add a resource via the card wall:
- Access TDWorkManagement and navigate to Projects > [the desired project] > Plans, select the desired Card Wall plan.
- Select a card to assign to a resource by double-clicking on it or click the pencil button on the card.
- Locate the Responsible field and select as many resources as needed.
If this resource is in a resource pool that requires approval, the request will be automatically routed to the resource pool manager. Otherwise, the resource will be added to the project.
Gotchas & Pitfalls
Finding Users to Add as Resources
Most resource lookup pages default to showing users marked as Employees only. If you don't see the resource you are looking for, try changing the filter settings for Employee, Non-Employee, Both and searching again. There is also the Include users whose capacity is not managed filter that will filter out users who are not marked to have their capacity managed. Check this filter if you are looking for such a user.
Scheduling Resources on A One-Day Task Which Is Also an Organizational Day Off
If a resource is already scheduled by their manager for time off on a holiday, then adding the holiday at the system level in the "Days Off" Admin tool impacts their availability. While the "Scheduled Hours" are not impacted by adding the holidays, the "Available Hours" are still reduced and effectively double-counted. This holds true until there are five holidays in one week (like a week off at Christmas), at which point both "Scheduled Hours" and "Available Hours" for that week go to zero.
When managing a project by plan, schedule entries will always be entered based upon task assignments. The assumption is that the project manager will know what their organization's days off are. If the project manager still wants to create a one-day task on an organizational day off and assign one or more users, schedule entries will be created. In this scenario, the capacity for the users assigned to the one-day task would be decreased by both the organizational day off and the task schedule.
Resource Estimates Aren’t Being Updated from Plans When "Manage By Plan" Selected
Manage By Plan can update resource estimates based on your plans. Normally, resources are updated once a night for checked-in plans. If you want to force the resource estimates to be updated, go to Manage > Resources and select Actions > Update Schedules.
Need additional help or have issues
For support, requests may be submitted anytime using the appropriate Enterprise Service Management form. Requests generate a Ticket which will be worked in order received and urgency by IT Employees with the knowledge and permissions to assist with the request.
For immediate assistance please review the Contact Us page for the appropriate support group.