Creating Assignments from Project Tasks
You must have added at least a role and a resource to a project task to create a project task assignment (PTA) from which you can create an assignment.
When creating assignments, there are mandatory grouping criteria of Resource Role and Resource for the contents of each assignment. You cannot remove these grouping criteria, but your administrator can add other criteria, such as milestone and external resource.
Using the mandatory grouping criteria, PTAs are grouped into one resource request for each role and resource combination. This means that you cannot create separate assignments for the same role and resource combination on the same PTA.
To create assignments from a project task assignment:
- On a project record, click Actions | Task-Based Resourcing | Create Assignments from Project Tasks. The Create Assignments from Project Tasks window opens.
The roles and resources in the project that you can generate assignments for are displayed. All possible assignments are selected by default.
- [Optional] Deselect any assignment that you do not want to create.
- [Optional] Edit the field values, as needed.
- [Optional] Click Grouping Criteria to define the fields that you want the assignments to be grouped by. All of the available fields are selected by default, but you can deselect fields that you don't need, and then click Update Preview. If you remove fields from the grouping criteria list, the corresponding columns and rows are removed from the table.
- Click Create.
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Your administrator can use a field set to add additional standard or user-defined fields to the list of generation attributes. These fields must be on the Project Task or Project Task Assignment objects.
Example: If the user-defined On-Site field is populated on your source PTAs, you can split task-based assignments by using this field. This creates assignments that group the PTAs with the same role and the same On-Site field setting.
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The following example shows how changing project task details updates the schedules of the project tasks in an assignment when your administrator uses the Task Management custom setting Project Task Scheduling field. For more information, see Changes to Assignment Schedules When Project Tasks Are Changed.
In this example, the current day is Wednesday.
Project Tasks | Resource Role | Estimated PTA Hours | Mon | Tue | Wed | Thu | Fri |
---|---|---|---|---|---|---|---|
Task 1 | Project manager | 12 | Day 1 | Day 2 | Day 3 | ||
Task 2 | Project Manager | 10 | Day 1 | Day 2 | Day 3 | Day 4 | Day 5 |
Task 3 | Project Manager | 3 | Day 1 |
This creates the following schedule for the assignment.
Project Tasks | Mon | Tue | Wed | Thu | Fri |
---|---|---|---|---|---|
Task 1 | 4 | 4 | 4 | ||
Task 2 | 2 | 2 | 2 | 2 | 2 |
Task 3 | 3 | ||||
Scheduled assignment hours per day | 6 | 6 | 6 | 2 | 5 |
For each project task, the estimated hours are split equally over its duration.
If you now change Task 1 to be one day longer and Task 2 to be one day shorter, the following details apply.
Project Tasks | Resource Role | Estimated PTA Hours | Mon | Tue | Wed | Thu | Fri |
---|---|---|---|---|---|---|---|
Task 1 | Project manager | 12 | Day 1 | Day 2 | Day 3 | Day 4 | |
Task 2 | Project Manager | 10 | Day 1 | Day 2 | Day 3 | Day 4 | |
Task 3 | Project Manager | 3 | Day 1 |
This creates the following schedule for the assignment.
Project Tasks | Mon | Tue | Wed | Thu | Fri |
---|---|---|---|---|---|
Task 1 | 4 | 4 | 3 | 3 | |
Task 2 | 2 | 2 | 2.5 | 2.5 | |
Task 3 | 2 | ||||
Scheduled assignment hours per day | 6 | 6 | 5.5 | 5.5 | 2 |
The existing schedules for Monday and Tuesday are unchanged. All of the remaining assignment hours from Wednesday to Friday are spread equally across the project tasks, so that the original total estimated assignment hours are maintained.
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To generate assignments from project tasks:
- On the Project Tasks related list of a project record, click Generate Assignments. The Generate Assignments from Project Task Assignments page opens.
You can also open the Generate Assignments from Project Task Assignments page using Gantt or Project Task Gantt.
- Select some attributes to base the generated assignments on. You can only select Milestone together with Role, Resource, or External Resource. Custom attributes may be available to select if configured by your administrator.
- [Optional] In the Longest Gap Allowed (Days) field, enter the duration of the longest gap, including weekends, permitted between consecutive project task assignments before a single assignment is divided into two. To ignore weekends when calculating gap duration, select Ignore Saturdays or Ignore Sundays.
- Click Preview Assignments.
- Preview the assignments, including scheduled hours, cost rate, bill rate, duration, and the proposed resource to be assigned.
- Update any assignment fields that you can edit. Your administrator can set the use-task-based-schedule-creation-strategy setting to control this behavior.
- Use Update Preview and Reset Preview as described in Buttons.
- Deselect any previewed assignments that you want to discard.
- Click Generate to save the records to your organization
A deployment of the Salesforce/Certinia applications with a defined set of licensed users. Your organization (org) includes all of your data and applications, and is separate from all other orgs.. The new task-generated assignments are displayed on the Unfilled Resource Requests page, along with summary information.
- [Optional] Delete any assignments that you no longer want.