Allocate Employees

Explanation

Use this activity to allocate an employee to a particular project, sub project or an activity.

Also perform this activity to connect an employee allocation to an activity resource assignment. The employee should be connected to a project activity since a resource can only be assigned on the activity level. In other words, only employees who have been allocated on the activity level can be connected to a resource group.

Prerequisites

• A project, sub project or activity should exist.
• A resource group should exist with the same company as the project.

System Effects

• Employees are allocated to a project, sub project or activity.
• An allocated employee is reported as reserved for the allocation period, hence the employee's availability to perform other jobs or tasks is reduced.
• The resource requirement is met. Allocated hours and unallocated hours on the Resource Summary tab will reflect the number of hours satisfied by the allocated employees.

Window

Project Navigator/Resource/Employee Allocation
Activity/Resource/Employee Allocation
Project Employee Allocations

Related Window Descriptions

Project Navigator/Resource/Employee Allocation
Activity/Resource/Employee Allocation
Project Employee Allocations

Procedure

Use the following procedure to allocate employees to a particular project, sub project or an activity:

1. Open the Project Navigator window.
2. Select the Resource tab window and click on the Employee Allocation tab.
3. Select from the project navigator the level where the employee will be allocated, i.e. from the project (root node), subproject or activity level.
4. Create a new record.  
5. If the employee is to be connected to a subproject and/or a specific activity, enter or select the appropriate sub project/activity from the list of values. (Note: In the Activity window, the allocation is done only on the activity level).
6. Enter an Employee ID or select one from the List of Values. Optionally, you can add a description of the allocated person in the Description column.
7. Enter the number of hours to be allocated in the Hours Allocated column. Alternatively use the % Allocated column if the employee has a time schedule set up in Human Resources.
8. You can enter the allocation period in the Date From and Date To columns. If any of these are left empty the early start date and/or the early finish date of the connected activity or relevant activities will be used as the allocation dates instead.
9. If the employee is allocated to an activity you have the option of connecting the employee to a desired resource group. You can select desired resource group from the list of values in the Resource Group field.
10. If you want to fix the allocation during the specified Date From and Date To dates, you have the option of doing so by checking the Fixed Allocation check box.
11. Save the record.

Use the following procedure to connect employees to a resource group:

1. Open the Activity window and query for the required activity. Alternatively, open the Project Navigator window, query for the required project and select an activity in the project navigator.
2. Select the Resource tab and then click the Employee Allocation tab.  
3. Create a new record and select the resource to connect in the Resource Group field. You can also connect a resource group to an existing record. Use the List of Values to select from the existing resource assignments for the activity.
4. Save the changes.  
5. Select the Resource Summary tab. Note that by connecting an employee allocation to a resource group assignment, the Allocated and Unallocated fields are updated for the resource assignment.

You can also perform this activity in the Project Employee Allocations window.