Review Resource Assignments in a Project or Program

The Assignment List page at the project level displays all of the resources assigned to the project. This page is also available at the program level for resources assigned to the projects within the program.

You can view resource assignments and their data in two different layouts: Grid or Spreadsheet.

Grid

Use the standard Grid layout for a view of total values for your resource assignments and their data. The data is displayed in customizable columns and grouping criteria depending on your needs. Because the Grid layout doesn't include a breakdown of the data over time, you can use this view to report high-level data to stakeholders. Some cells can be updated by selecting the cell and entering a new value or selecting a value from the drop-down options available. Multiple cells can be updated with the same value by selecting the highlighted corner of the cell and clicking-and-dragging the cell up or down to fill-up or fill-down the rows in that column with the selected cell value. You can also use Shift + Click to highlight multiple cells or use Ctrl + Click to select multiple cells, and then use the right-click Fill Down menu option.

Spreadsheet

Use the Spreadsheet layout to view resource assignments and their data in a customizable table format with a breakdown of values along the timescale configured for the page. Add vertical columns to view general information, dates and durations, and rolled up unit and cost fields for each resource. The same unit and cost fields can be displayed in horizontal spreadsheet rows so that their values can be analyzed along a timescale. Time-phased values for each row roll up to a corresponding Total column.

The first column of the table shows each resource assignment's name. Resources can be grouped by their activity assignments, associated roles, projects, codes, and more. These same fields can also be shown as columns. If a resource is grouped by a role or has an associated role listed in a column, it means that the role is staffed by the resource. If a resource is grouped by a role with a grouping band value of None, or if the associated role column is blank, it means that the resource is directly assigned to the project and has no associated role. If a resource name field is blank, it means that an unstaffed role is assigned to the project. You may need to add a column for role name or ID or group by roles to see which roles are staffed or unstaffed.

Some cells can be updated by selecting the cell and entering a new value or selecting a value from the drop-down options available. Multiple cells can be updated with the same value by selecting the highlighted corner of the cell and clicking-and-dragging the cell up or down to fill-up or fill-down the rows in that column with the selected cell value. You can also use Shift + Click to highlight multiple cells or use Ctrl + Click to select multiple cells, and then use the right-click Fill Down menu option.

If you're using the Spreadsheet layout to review an assignment list for a specific project, you can export and download a copy of the entire spread of resource and role data. Select Download Entire Spread in the lower toolbar to download. You will receive a notification when the file is ready to be downloaded.

You can save your page layouts as named views. Create as many named views as necessary for different displays of your data.

To review resource assignments in a project or program:

Navigate to the project or program resource assignments page
1. In the object selector, select a project or program.
2. In the sidebar, hover over  Resources or  Schedule, and select Assignment List.
On the Layout  menu, select Grid or Spreadsheet.
Select  Settings in the toolbar to configure view options such as columns, filters, grouping, timescale, spreadsheet rows, and currency.
Use columns to view resource details and rolled up values.
(Spreadsheet layout only) Use spreadsheet rows to view time-phased unit and cost values. To start the spreadsheet timescale at a specific date, in the Go to field, select a date.
Use the Search field to search for keywords in the table.
Update the value in a cell by selecting the cell and entering a new value or selecting a value from the options available. Not all cells can be edited from the assignments page.
Update multiple cells in a column with an existing cell value in one of the following ways:
- Select the cell and then click-and-drag the corner of the cell box up or down to fill-up or fill-down those rows with the selected value.
- Select a cell and then Shift + Click a cell in the same column to highlight multiple cells. Right click a highlighted cell and select Fill Down. The cells are updated with the value from the first cell you selected.
- Select a cell and then Ctrl + Click multiple cells in the same column. Right click a highlighted cell and select Fill Down. The cells are updated with the value from the first cell you selected.

Tips

When you apply a filter to a view, the filter icon changes to indicate that the data on the page has a filter applied.
You can adjust column settings directly from the table using the  Open Column Menu of any column header. See Configure the Table from the List Page.
You can quickly delete activity resource assignments directly from this page. Select one or more resource rows, select the  Context menu, and then select Delete. To delete large groups of related assignments, group by Resource ID, Role ID, or Activity ID, select the  Context menu in a grouping band, and then select Delete.
If all labor or nonlabor assignments have been deleted from an activity, you will be prompted to retain or delete all unit and cost values of that assignment type. Select Yes to reset all activity labor or nonlabor unit and cost values to 0. Select No to retain the activity labor or nonlabor unit and cost values. After all material resources have been removed, all activity material costs will be reset to 0.
When an activity is set to Completed, you cannot use fill-down or fill-up with some date values from an In Progress or Not Started activity. If you do attempt to use fill-down or fill-up with data from a Not Started or In Progress activity, a warning icon is displayed, and the cell value is not changed. To remove the warning icon select the cell.
Activity data can sometimes be lost when cutting or copying and pasting assignments between more than one project in a program; however, existing timesheet records will always be associated with the pasted activity. This means that the user can see spread data for approved timesheet records. Any new timesheet data associated with approved records that is pasted into a new project will display in the destination project.
When performing fill-down or fill-up in the Rate Source column, the resource or role rate must match what is assigned to the activity.
To quickly view the details of the activity associated with the resource, select  Activity Details. The Activity Details panel displays important information such as Project name, WBS name, Start date with indicators for Actual Start date, Finish date with indicators for Actual Finish date, Status, Constraint indicators, and Percent Complete. See Configure Activity Date Indicators to enable indicators.
You can provide a hyperlink that directs team members to an internal or external site with more information than the grid can provide. See Create a Hyperlink in a Grid.

Last Published Tuesday, May 21, 2024