Using the Project Team Schedule

The Project Team Schedule enables you to see when resources assigned to the current project are scheduled to work by showing their assignments and resource requests and the number of hours they are scheduled to work. To give you a full picture of a resource's commitments, you can include other projects the resource is scheduled to work on that overlap the current project's start and end dates.

The Project Team Schedule is available on a project record page, provided it has been added by an administrator. The administrator can add it to the Resources tab or can configure it to be displayed on a different tab on the project record. You can view records on the projects you have permission to view.

The Project Team Schedule contains the following views:

• Scheduler: Shows assignments and resource requests over time:
  • A single row for each resource assigned to the current project, showing all their held assignments and held resource requests.
  • A single row showing all unheld resource requests for the current project. Unheld resource requests are not shown for any other projects that resources on the current project are also working on.
  • Assignments and resource requests that resources have on projects that overlap with the current project's start and end dates. These assignments and resource requests are only displayed if Show Other Work is selected.

  The Scheduler gives a good overview of what a resource is due to work on at a particular time. You can quickly reschedule the assignments and resource requests by dragging them forward or backward to change their start and end dates. For more information, see Changing the Dates of Assignments and Resource Requests.

• Grid: Shows assignments and resource requests for each resource over time:
  • Shows the number of scheduled hours a resource is due to work on the corresponding assignment or resource request.
  • Indicates if a resource is over-allocated.

  The Grid enables you to update the scheduled hours displayed to make sure resources carry out the right amount of work at the right time. For more information, see Updating the Hours a Resource is Scheduled to Work and Determining Resource Allocation.

Color-Coding Used

The following color-coding is used on the rectangles that represent assignments and resource requests on the Scheduler:

• Orange: Unheld resource request.
• Blue border filled with white: Held resource request.
• Blue border filled with blue: Assignment.
• Gray: Assignments or resource requests on other projects that overlap the start and end dates of the current project.

In Days view on the Scheduler, cells shaded gray indicate non-working days, using the project's associated work calendar. If a project does not have an associated work calendar, there are no cells shaded gray.

In the Grid:

• Cells shaded gray indicate a resource's non-working time and holidays, using the resource's associated work calendar.
• indicates that the corresponding resource is over-allocated.

Switching Views

To switch from one view to another, take the appropriate action:

• Select Scheduler from the button menu.
• Select Grid from the button menu.

Viewing the Project Team Schedule

To view the Project Team Schedule:

1. On a project record, navigate to the Resources tab or the tab configured by your administrator. The Scheduler view of the Project Team Schedule opens. All assignments and held resource requests assigned to resources for the current project are displayed. A row is also displayed containing scheduled unheld resource requests on the current project. See Color-Coding Used for an explanation of the colors displayed.
2. [Optional] Select Show Other Work to include a resource's assignments and resource requests on other projects that overlap the current project's start and end dates.
3. [Optional] Hover over an assignment or resource request to view the following default fields:
   • Start Date
   • End Date
   • Estimated Hours (resource requests only)
   • Scheduled Hours (assignments only)
   • Project
4. [Optional] Select Grid from the button menu to view and update the number of hours a resource is scheduled to work.

Note:

An administrator can customize the fields displayed when you hover over an assignment or a resource request. For more information, see Project Team Schedule Lightning Component Properties.

Viewing Resource Details

To view a resource's details:

1. Do one of the following:
   • Select a resource and click .
   • Double-click a resource.
2. View the resource's details as described in Contact Card Lightning Component Overview.

Updating the Hours a Resource is Scheduled to Work

Note:

To update values on the Grid, your administrator must have assigned you the PSA - Edit Project Team Schedule permission set.

To update the number of hours a resource is scheduled to work:

1. Select Grid from the button menu and check the zoom level is set to Days.
2. Navigate to the relevant date.
3. Double-click the value you want to change.
4. Type the new value and press Enter. Above the grid, Unsaved Changes is displayed to indicate you need to save when you have finished your updates.
5. [Optional] Repeat Steps 3 and 4 to update other values in the grid.
6. Click Save.

The total number of daily hours for a resource is displayed in the row containing the resource's name. The total number of hours on the schedule for the associated assignment or resource request is displayed in the Total Hrs column. This value reflects the total scheduled hours for the associated assignment or resource request across the entire schedule.

Tips:

To extend the start or end date of a resource’s schedule, update the hours outside the scheduled date range.

To expand or collapse a row in the Grid, press Enter.

To move forward through the cells in the Grid using your keyboard, press Tab. To move backward, press Shift + Tab. If you are using Apple Safari, ensure that you have "Press Tab to highlight each item on a webpage" enabled in your browser settings.

If you update a value and then change your mind before clicking Save:

• If you have not moved away from the cell, press Escape to restore the original value.
• If you have moved away from the cell or changed more than one value, click to return to the last saved state.

Changing the Dates of Assignments and Resource Requests

Note:

To update assignments and resource requests on the Scheduler, your administrator must have assigned you the PSA - Edit Project Team Schedule permission set.

To update the dates of assignments or resource requests:

1. Select Scheduler from the button menu.
2. Drag the resource request or assignment to a new start date. Although schedules are preserved where possible, the end date might be recalculated to take account of non-working days.
3. Click Save.
4. [Optional] Hover over the assignment or resource request to view the updated start and end dates.

Tip:

If you drag an assignment or resource request and then change your mind, click to return to the last saved state.

Determining Resource Allocation

PSA uses a resource's associated work calendar to determine whether the resource is scheduled to work the right number of hours.

In the Grid view:

• If a resource is over-allocated on a particular day, is displayed in the cell next to the hourly value.
• If the total daily value for a resource exceeds the resource's work calendar hours for that day, is displayed in the cell containing the summary value, which is in the row containing the resource's name. Holidays are taken into account.
• If a resource has zero hours on their work calendar for a particular day, the relevant cell is shaded in gray to indicate a non-working day or a holiday.

Provided you have the required permissions, you can quickly update a value by double-clicking on it or alternatively you can switch to the Scheduler view and use drag and drop to change the start date of an assignment or resource request. For more information, see Changing the Dates of Assignments and Resource Requests.