In this article, we will help you to understand how to manage team member requests in a project.
|
Skip Ahead to: |
Overview
The Team Member Request screen helps project managers request the users required for their project from the resource managers or other project managers. Whenever a project manager requires users in their project, they can simply go to the Team Member Request screen in their project and raise a request for the user. They can specify the user’s persona, skills, location, duration, a number of required users, Allocate by RM, Percent allocate (whether the user is required for 100% of the time or 50% of the time), and other details to assist the resource manager in allocating the appropriate user for their project.
You can also specify if the user should be allocated by the resource manager at the admin level or can be allocated by the project manager at the project level by switching on/off the Alloc By RM toggle.
If the project manager is aware of the team members who would be the best fit for the project requirements, he can allocate them on a Team Member Allocation page. If not, the resource manager can allocate team members to the project based on availability, the scope of the request, requests from other projects, etc. The status of each request will be updated in the Allocation and Status fields after allocation.
Navigation
In the left navigation panel, expand the Recent Projects menu and select the required project. Hover over the project name at the top, expand the Plan module, and select Team Member Request.
How to Raise a Team Member Request
Prerequisites:
-
- Ensure that the required Personas are defined in the Personas menu.
- Ensure that the required Skills are defined in the Master List menu.
- Click the ADD button.
- Enter the relevant attributes pertaining to the creation of the Team Member Request(s) :
-
- Persona: Select the type of persona using the drop-down
- Skills: Select the skills and optional skills for the persona. To learn more about how the skill values are defined, click here.
- Location: The location of the persona.
- #Reqd.: The required number of team members for a persona (maximum 3-digit values are allowed)
- Start Date: The start date from which you want the resource allocation.
- End Date: The end date till which you want the resource allocation.
- % Time Req.: Enter the percentage of time required for the specified duration. For example, the project manager can request a team member persona for 100% of the time if s/he is not involved in any project for the requested duration, or the project manager can request a lead persona for 40% of the time if s/he is also leading other teams for the requested duration.
- Allocate by RM: Enable the toggle to allocate by the resource manager if you are unsure who to allocate to, and enter the keynotes indicating what types of variations can also be associated.
-
- Click the SAVE button to submit the request.
Note: The Team Member Request page changes will be reflected in the Team Member Allocation pages.
Once a Team Member Request is submitted, it can be viewed on the Team Member Allocation page.
The following fields are updated upon the project manager or the resource manager approves the request:
-
- #Alloc.: The number of allocations is displayed
- Request Status: The status of the requested persona can be seen, and the status fields before and after allocation are as follows.
-
- Open: By default, the request status at the time of the team member’s request is set as open. This means allocated hours are 0, then it is still an Open request.
- Partially Open: When Allocated hours are less than the -10 % of Requested hours, the status is Partially Open. For example, if the requested hours are 600 but the allocated hours are 450.
- Closed: When allocated hours are greater than or equal to the -10 % of Requested hours, then the status is Closed. For example, suppose the requested hours are 600 but the allocated hours are 570.
-
To edit or delete the Team Member Request:
-
- Edit: Click the EDIT button, make changes, and click the SAVE button.
- Delete: Click the delete icon to delete the required row.
To filter the fields such as ID, Persona, etc., click on the more options icon in the column header and select the fields from the list.
Important Points
- Each request will have a unique set of combinations in terms of skills, persona, location, duration, and percent of time required. Consider two team member requests that have the same persona, location, duration, and % time required but their skills are different. Then the two separate requests will be raised.
- Team member requests with an Open status can be deleted, but requests with a Partially Open or Closed status cannot.