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Plan Resources page

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Use the Resource Planning spreadsheet on the Plan Resources page to specify, review, or modify project-level and WBS-level allocation data for individual resources and roles across a project lifecycle. For each resource or role assignment, you can record total allocated units, which are calculated live and distributed across the project timescale, or you can record individual timescale allocated values, which are summed to provide an allocation units total. For resource assignments, you can base your allocation decisions on the resources' current availability, which is recalculated live as you edit allocated values.

Tip: You can view Resource Planning data for any project you have access to, but you can only add, modify, and delete resource or role assignments if you have the required project-level security privileges. Because the security privileges can be applied down to the WBS level, it is possible for you to have the capability to assign resources and roles to some, but not all, WBS elements within a project.

For more information about the Resource Planning spreadsheet, click any of the following topics:

Choose projects to view

On the Plan Resources page, you can choose to work with a single project or all projects associated with a single portfolio, project code, resource, resource team, resource code, role, or role team.

To choose projects to work with, in the Filter by field, click Assign icon.

Note: When you filter by portfolio, project code value, resource, resource team, resource code value, role, or role team, a Primavera Administration Application setting determines the maximum number of projects that are available in the spreadsheet. If you filter by a group that includes more projects than the maximum defined, you will not see all projects in the group. If you require a higher maximum, contact your P6 administrator.

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What information is displayed?

For the projects you select, the spreadsheet displays all WBS elements, and any resources or roles currently allocated at the project or WBS level. A Primavera Administration Application setting determines the maximum number of WBS elements that display. Additionally, information displayed in the spreadsheet is dependent on display options set when you customize the view.

Tips: To expand the spreadsheet display to use the entire window, click Full Screen. To close this view, click Return. To widen the display area for allocated and available spreadsheet cell values, drag the vertical split bar to the left. To change column width, position the mouse in the title bar at the column edge and drag to widen or narrow. To access the Analysis tab to display resource usage and costs in chart format, click Resource Analysis; the Resource Analysis link is not displayed when viewing the spreadsheet in Full Screen mode.
 
Note: Online help becomes unavailable when the view is maximized. To use online help, return the view to the normal display.
Individual resource and role assignments can additionally be identified as Committed and Life of Project. Committed refers to resource or role assignments that are stable and unlikely to change. When calculating resource availability, Primavera considers only resource assignments that are marked as committed. Life of Project resource or role assignments match the full duration of the project.
Tip: Designating a resource or role assignment as Life of Project sets the assignment start and finish dates to match these project dates, if there is a scheduled finish date.
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Customize the view

Click Customize at the top of the Plan Resources page to specify display options for information in the spreadsheet. To select information to display in the spreadsheet, click the General tab in the Customize Spreadsheet window. You can set the time period start date for the spreadsheet and specify the units format and timescale increments you want to display. For example, you can choose to display Units as days across a Year/Month timescale, or display Financial Period timescale intervals that correspond to the financial periods defined in the Project Management module (see Using the Financial Period timescale below for more information). You can also specify the number of decimal places for unit values.

Note: The Units column heading reflects your current choice for the Time Units Display customize option, that is Hours, Days, Weeks, or Months.

The spreadsheet customize options enable you to hide the Availability row, which improves performance. To facilitate easier viewing, you can also hide WBS rows if empty. When filtering the spreadsheet by resource, resource team, resource code, role, or role team, you can choose to show or hide resource assignments or role assignments that are not specific to the selected resource or role. To show other assignments not specific to the selected resource or role, mark the Show other assignments when filtered by resources or roles checkbox. Clearing this checkbox hides any resource or role assignments that are not specific to the selected resource or role. If you disable the Show other assignments when filtered by resources or roles option, the total units column and timescale interval columns in the Resource Planning spreadsheet show the summary totals only for the displayed allocated elements.

Note: The option to hide WBS rows filters out all WBS elements that do not have existing assignments. Any WBS element that has resources assigned is displayed.

When filtering the spreadsheet by role or role team, you can choose to show only unassigned role requests (role assignments that are not assigned to any resources). When filtering the spreadsheet by role or role team, you can select either the Show other assignments when filtered by resources or roles or show only unassigned role requests option depending on your information needs.

If you want to summarize projects that are modified, you can choose an option to automatically summarize projects. To automatically summarize projects when you leave the Resource Planning spreadsheet, mark the checkbox beside the Automatically summarize on leaving the spreadsheet option. For the projects to be summarized, make sure you have High level resource planning option enabled on the Settings page of the Projects Details section. For more information about summarizing projects, refer to Automatically summarize projects when resource planning assignments change.

Note: Summarization is a performance intensive process. Contact your administrator before turning this option on.

Additionally, you can select the columns you want to display in the Resource Planning spreadsheet and specify the order in which they appear. To select columns that you want to display, click the Columns tab in the Customize Spreadsheet window. In the Available Columns' list, select the column(s), then clickright icon to add them to the Selected Columns list. To change the order in which the selected columns appear in the Resource Planning spreadsheet, select a column, then click up arrow or arrow up to move the column up or down in the list. Click Save to save the settings. Click Cancel to cancel the action and go back to the Plan Resources page. For more information about customizing display of the spreadsheet data, refer to Customize the display format of the Resource Planning Spreadsheet data.

Using the Financial Period timescale

If the Financial Period timescale option is available, choose it to display the range of financial periods defined in the Project Management module.

You can edit a resource's or role's allocated planning values in Financial Period timescale intervals just as you would any other timescale interval. However, you can only edit data in Financial Period intervals that exist in the Financial Periods dictionary in the Project Management module. For example, if you enter a spreadsheet start date that is before the start date of the first defined financial period, the spreadsheet displays the first available financial period that begins after the start date you entered.

Notes:

 

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Allocate resources and roles

For any project you have access to, if you have the required security privilege, you can

Assign resources
If a project or WBS row is collapsed, you must click to expand it before you can assign resources. Then, click in the Project or WBS row. To select a resource from the resource pool, click Assign Resource at the top left of the Resource Planning spreadsheet.

You can also search for resources who meet specific requirements. For example, you can search for resources that are assigned a specific role or resource code. To search for resources, click Assign by Search at the top left of the Resource Planning spreadsheet.

When you assign a resource using the Assign By Search functionality, the search criteria you specify is saved; a 'Yes' link appears in the Search Criteria column beside the assignment, indicating that search criteria was used to make the assignment. Click the 'Yes' link to view the search criteria that was used, revise the search criteria, or create a new search. This saved search criteria can be useful at a later time if you ever need to modify the resource assignment and want to reuse the same criteria. For more information on search criteria, please see the View or define search criteria for an assignment section.

Tips: The list of resources you can select from the resource pool and the list of resources returned as search results include only the resources you have access to, based on resource security, and current project resources. Also, you cannot assign nonlabor or material resources. When searching, you have an option to filter nonlabor resources from the results.


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Assign roles
You can assign a role to a project or WBS element and then staff the role with a specific resource at a later time. Assigning roles is useful during the early planning stages of a project when resource availability is not well known and you want to assign a temporary placeholder for a future resource assignment. You can assign a role to multiple projects or WBS elements.

If a project or WBS row is collapsed, you must click to expand it before you can assign roles. To assign a role, click in the Project or WBS row, then click Assign role at the top left of the Resource Planning spreadsheet.

Once a role is assigned, you can then define search criteria for the assignment to assist with future staffing of the role. Defining search criteria enables you to more accurately identify the type of resource required to staff the role.

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View or define search criteria for an assignment
For any assignment, you can view saved search criteria, or define new search criteria to assist with staffing a role or modifying an existing resource assignment. Search criteria helps more accurately identify the type of resource required for the assignment. For example, you can create search criteria to identify all resources that are assigned a specific proficiency level (e.g., Expert) or resource code. All defined search criteria is saved, so when you are ready to staff a role or modify a resource assignment, you can quickly view all resources best matched to fill the assignment.

A 'Yes' or 'No' link appears in the Search Criteria field to indicate whether or not saved search criteria exists for the assignment. Click this link to view or define search criteria, or to conduct a search based on the criteria.

Tip: To remove search criteria associated with an assignment, you must delete the assignment.
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Modify a resource assignment or staff a role
To modify a resource assignment or staff a role, click in the resource cell. If you are modifying a resource assignment, when you select a resource, you have the option to recalculate the spreadsheet allocation using the calendar of the newly selected resource.

To assist with selecting the resource best matched for the assignment, you can conduct a search based on existing search criteria defined for the assignment. A 'Yes' link appears in the Search Criteria field to indicate that search criteria exists for the assignment; click this link to conduct a search for resources based on the defined search criteria, or to modify the search criteria. A 'No' link appears in the Search Criteria field when no search criteria is defined for the assignment; click this link to define search criteria.

Tips: The list of resources you can select from the resource pool and the list of resources returned as search results include only the resources you have access to, based on resource security, and current project resources. Also, you cannot assign nonlabor or material resources. When searching, you have an option to filter nonlabor resources from the results.
 
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Modify a role assignment
To modify an existing role assignment, click in the role cell.

When you modify a role, you may also want to modify or define search criteria for the assignment to assist with future staffing of the role. Defining search criteria enables you to more accurately identify the type of resource required to staff the role.

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Edit assignment Start and Finish dates
To edit dates, double-click in the date cell. Until you edit them, the Start and Finish dates are set to the Planned Start of a project if you filter by a single project, or the earliest Planned Start and latest scheduled Finish if you filter by a portfolio, project code value, or resource.

Each time you edit the Start or Finish dates, the corresponding timescale values are recalculated and updated in the spreadsheet.

Note: Dates display according to the format specified in Global Preferences, for example Month/Day/Year.
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Identify Life of Project (LOP) assignments
The timeline of a Life of Project assignment corresponds to the project start (Planned Start) and finish (Schedule Finish) dates. When you mark this checkbox for an assignment, if the project has a scheduled finish, the total allocated units are redistributed across the timescale based on these new dates and the assignment start and finish dates are disabled for editing. Spreadsheet cells that fall outside the life-of-project date range are also disabled. If the project does not have a scheduled finish, the assignment dates and spread of allocated units remain as they are.

Tip: Depending on the life-of-project date range and your current display settings, some spreadsheet interval values may not be visible until you customize the spreadsheet to include them in the view.

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Match assignments to current project dates
When a project is rescheduled, existing Life-of-Project assignment dates may no longer be accurate. Additionally, when you change a project's forecast dates, all high-level resource planning assignment dates are no longer accurate. To ensure that all assignments are based on the current project timeline, click Synchronize Resource Dates, then choose the appropriate option when prompted.

Note: This feature is available only when the Plan Resources page is filtered by a single project.

If you rescheduled a project and want to match LOP assignments to current project dates, choose Life of Project assignments to Project dates. When you choose this option, if the project has a scheduled finish, all LOP assignment dates are revised to match the project Planned Start and Schedule Finish dates and are disabled for editing. For each LOP resource assignment, the total allocated units are redistributed across the timescale based on these new dates. Spreadsheet cells that fall outside the life-of-project date range are disabled. For any resource that has no available worktime during the new project timeline, total allocated units are set to zero.

If you changed a project's forecast dates and want to match all high-level planning assignments to the new forecast dates, choose All resource planning assignments to Forecast dates. When you choose this option, the project start date is moved to the forecast start date and all resource planning assignments are moved accordingly. For example, if the forecast start date is one month later than the original project start date, all resource planning assignments are pushed out one month. When moving the dates of a resource planning assignment, if the new date falls on a non-work day, the assignment is moved to the first available work day that falls after the non-work day. For example, for a resource working on a standard five-day calendar, if moving an assignment one month causes the assignment to start on a Saturday (non-work day), the assignment start date is moved to Monday (the next available work day).

 
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Identify committed resource and role assignments
By default, any resource or role you add is identified as a committed assignment. To change the status, clear the checkbox in the Committed column. Typically you would remove the committed designation when there is a possibility that the resource or role could later be removed from the project.

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Record the units you want to allocate to a resource or role for an individual WBS.
For resources, use the values in the Available row as a guide to efficient workforce decisions.

Notes: When calculating spreadsheet Allocated values for resource assignments, to determine total working hours for the time period, P6 Web Access uses the resource's calendar and the hours/day setting defined in the Global Preferences; for role assignments, P6 Web Access uses the project calendar. P6 Web Access also uses the Global Preferences hours/time period settings to convert time units for display based on the Time Units Display option you choose.

Each time you edit the allocated total units for a resource or role, the corresponding timescale allocated values are recalculated and updated in the spreadsheet; for a resource, the timescale available values are also recalculated.

When you edit a spreadsheet interval allocated value, total allocated units for the resource or role are recalculated; a resource's availability is also recalculated. Additionally, if the spreadsheet interval you edit is prior to the current assignment start date or later than the current assignment finish date, the corresponding assignment date is adjusted to reflect the change.

Tip: A negative Available number indicates overallocation and appears in red.

Availability is calculated as Resource Limit – Committed Allocated Units, where

Notes:
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Export the spreadsheet data to an Excel (*.xls) file.
To export spreadsheet information to an Excel spreadsheet file, click Export Spreadsheet. When you export spreadsheet data, all spreadsheet rows within the entire visible timescale are exported.

Copy or move a resource or role assignment row from one WBS or project to another

Select the resource or role assignment row that you want to move or copy. To copy a resource or role assignment row from one WBS or project to another, click Copy resource at the top of the spreadsheet or right-click and choose Copy. To move a resource or role assignment row from one WBS or project to another, click Cut resource at the top of the spreadsheet or right-click and choose Cut. Select the WBS or project where you want to paste the selected resource or role row. Click Paste resource at the top of the spreadsheet or right-click and choose Paste.

You can also copy and paste a resource or role assignment row in the same WBS or project; however, when you copy and paste a resource assignment row in the same WBS or project, it copies all other information except the resource field. You can assign another resource to the row. For more information about copying or moving a role or resource assignment row, refer to Copy or move a resource or role row from one WBS or project to another.

Note: You cannot copy or move a locked resource or role assignment row.

Autofill a value into adjacent cells
You can quickly copy a value in a cell into adjacent cells in the same resource assignment row in timescale fields (right pane of the spreadsheet) by dragging the fill handle (the white box found on the lower-right corner of the selected cell). To fill the same value into adjacent cells, click on the cell that contains the value and select the fill handle until + the sign appears, then drag it across cells you want to fill.

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Delete a resource or role assignment
To delete a resource or role assignment, click in the resource or role row, then click delete at the top of the spreadsheet. You can also right-click and choose Delete.

Assign Projects or WBS to a resource or role
You can assign projects or WBS elements to a resource when the spreadsheet is filtered by resource, resource team, or resource code; you can assign projects or WBS elements to a role when the spreadsheet is filtered by role or role team. To assign a project, select the resource or role in the resource or role row, then click Assign project image at the top middle of the spreadsheet or right-click and select Assign Project. In the Assign Project window, select the project, then click Assign. To assign a WBS, click Assign WBS instead. Select the WBS from the Assign WBS window, then click Assign. If the selected project does not contain any WBS, a message appears prompting you to select another project. You can assign multiple projects and WBS elements to a role or resource.

Notes: You cannot assign projects or WBS to a resource or role assignment row. Additionally, when the spreadsheet is filtered by resource team, role team, or resource code, you must expand the resource or role row before you can assign a project or WBS.

Specify the percentage of a resource's available units you want to allocate for an individual WBS or project.

For each resource assignment, you can specify the percentage of available units you want to allocate toward a project or WBS. To allocate a percentage of the available units, double-click in the % Allocation field or press F2 and specify the percentage. As you make changes to the % Allocation field, the total units and corresponding timescale allocated units are recalculated and displayed in the spreadsheet.

For example, assume a resource works for 8 hours/day (specified in the resource's calendar). If you want to allocate 50% of the resource's time for project A from Mar 12, 2006 (Start) to Mar 16, 2006 (End), you may specify 50% in the % Allocation field. Based on this, total units would be calculated as 20 hours (4 hours/day*5 days). The timescale allocated units would be recalculated and displayed depending on display options set when you customize the view.

Note: When calculating total units and timescale allocated units based on the percentage that you specify, P6 Web Access uses the resource's calendar and max UPT (units per time).

Split a resource or role assignment's units between another resource

You can split a resource's or role's units that are allocated toward a project or WBS between another resource. For example, you may initially assign all work on a task or project to one resource, then decide you want to assign another resource to the task or project and split the units 50:50. To split a resource's units that are allocated toward a project between another resource, click in the resource assignment row, then click split imageat the top middle of the spreadsheet or right-click and select Split. In the Select a resource window, select the resource between which you want to split the units. In the percentage field, specify what percentage of the units you want to allocate to the selected resource. If necessary, select the Start Date and Finish Date. Click Assign.

You can also split the units across a time range without assigning any percentage. For example, two resources might work for a task jointly: the first resource is allocated from Jan 15, 2006 (Start) to April 15, 2006 (End), the second resource is allocated from March 15, 2006 (Start) to April 15, 2006. P6 Web Access splits the units between the two resources across the specified time range; the total units and timescale allocated units for both resources are recalculated and updated in the spreadsheet.

Note: You can split the same assignment multiple times.

Use status codes to categorize resource or role assignments

You can classify every resource or role assignment using a set of status codes. Status codes are useful when you want to categorize resource or role assignments based on certain criteria. P6 Web Access comes with a set of default status codes. Your administrator can integrate a different set of status codes depending on your organization's business needs. To display status columns in the spreadsheet, click the Columns tab in the Customize Spreadsheet window. In the Available Columns' list, select Status, then clickright iconto add them to the Selected Columns' list. Click in the Status column so that status icon button appears, then click status icon to select the status from the Select Status window. Select a status from the Select Status window. Click OK. For more detailed information about status codes, refer to Use status codes to categorize resource or role assignments.

 
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more about allocation calculations