Pilot Project Manager Scripts Updated 220822

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
Internal Use - Confidential

(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

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)

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)

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)

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)

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

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)

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

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)
10

Figure 60
Click Save & New if you have more skillsets to load, or if not then click Save. (Figure 61)
11

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)
12

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)
13

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.
14

Figure 2
15

Figure 3
16

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
17

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
18

Figure 7
Click the Assigned to this project as seen in Figure 8.
19

Figure 8
Click inside the Select Resource box
Click the dropdown
Click on the resource you need to assign to the task
20

Figure 9
Note: You will normally get the below screen with (Figure 10)
Click Apply Changes
21

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).
22

Figure 11
Should you need to add another resource to the same task, follow the steps in Figures 12-18.
Click Add another Resource”
23

Figure 12
Ensure the Assigned to this project is still checked as seen in Figure 14.
24

Figure 13
Click the dropdown
25

Figure 14
26

Figure 15
27

Figure 16
Click Apply Changes (Figure 18)
28

Figure 17
Click Save (Figure 19)
Figure 18
29

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
30

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)
31

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)
32

Figure 23
Note the status now shows assigned. Click Apply Changes. (Figure 24)
33

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
34

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.
35

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)
36

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:
37

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.
38

39

40

Click the pencil to edit status
41

Provide the RR# to the RM via email or IM (required until back end processes improve)
Resource Request Staffing (RESOURCE MANAGER)
Figure 1
42

Figure 2
43

Figure 3
44

Figure 4
Figure 5
45

Figure 6
46

Figure 7
47

Figure 8
Click the dropdown
48

Figure 9
Click Apply Changes
49

Figure 10
50

Figure 11
51

Figure 12
52

Figure 13
Click the dropdown
53

Figure 14
54

Figure 15
55

Figure 16
56

Figure 17
Figure 18
57

2A Updating Assignment names (Project Manager)
Figure 19
Figure 20
58

Figure 21
59

Figure 22
60

Figure 23
61

Figure 24

(Project Manager)
Figure 25
62

Figure 26
Figure 27
63

Figure 28
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)
64

Figure 44
Next, select Resource Requests (Figure 45)
Figure 45
Next, click NEW (Figure 46)
65

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)
66

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)
67

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
68

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)
69

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
70

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)
71

Figure 60
Click Save & New if you have more skillsets to load, or if not then click Save. (Figure 61)
72

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)
73

Figure 63
Send RR# to the RM.
Done
74

Figure 1
75

Figure 2
76

Figure 3
77

Figure 4
Figure 5
78

Figure 6
79

Figure 7
80

Figure 8
Click the dropdown
81

Figure 9
Click Apply Changes
82

Figure 10
83

Figure 11
84

Figure 12
85

Figure 13
Click the dropdown
86

Figure 14
87

Figure 15
88

Figure 16
89

Figure 17
Figure 18
90

2A Updating Assignment names (Project Manager)
Figure 19
Figure 20
91

Figure 21
92

Figure 22
93

Figure 23
94

Figure 24

(Project Manager)
Figure 25
95

Figure 26
Figure 27
96

Figure 28
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
97

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)
98

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
99

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.
100

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
101

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)
102

Figure 42
Once opened, you can see the status there (Figure 43)
103

Figure 43
TR Time Entry (Technical Resource)
104

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Staffing Assignment Pilot scripts

SharePoint site for the Staffing Pilot

Internal Use - Confidential

Internal Use - Confidential

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

3 Create New Resource Request (PROJECT MANAGER)

Next, select Resource Requests (Figure 45)

Internal Use - Confidential

Next, click NEW (Figure 46)

Internal Use - Confidential

Enter the Start and End Date For this Request

Internal Use - Confidential

Internal Use - Confidential

Internal Use - Confidential

Enter noted related to this request. (Figure 55)

Click Save. (Figure 56)

Internal Use - Confidential

Internal Use - Confidential

Internal Use - Confidential

Internal Use - Confidential

Internal Use - Confidential

Send RR# to the RM.

Resource Request Staffing (RESOURCE MANAGER)

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

Internal Use - Confidential

Internal Use - Confidential

Internal Use - Confidential

Internal Use - Confidential

Internal Use - Confidential

Select the task you want to assign a resource against.

Click Assign Resources

Internal Use - Confidential

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

Internal Use - Confidential

Click inside the Select Resource box

Click the dropdown

Click on the resource you need to assign to the task

Internal Use - Confidential

Click Apply Changes

Internal Use - Confidential

Internal Use - Confidential

Click Add another Resource”

Internal Use - Confidential

Internal Use - Confidential

Click inside the Select Resource box

Click the dropdown

Click on the resource you need to assign to the task

Internal Use - Confidential

Internal Use - Confidential

Internal Use - Confidential

Click Apply Changes (Figure 18)

Internal Use - Confidential

Click Save (Figure 19)

Internal Use - Confidential

From the Project screen click (Figure 19)

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

Internal Use - Confidential

Internal Use - Confidential

Internal Use - Confidential

Internal Use - Confidential

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

Internal Use - Confidential

See Figure 28. Scroll down to Insert Schedule Exception.