Understanding How to Assign Resources to Tasks

After you have retrieved the tasks that require resources, as well as the available resources, you can perform the actual assignment on the Work With Resource Assignments form.

To assign a resource to a task, select both the task and the resource, and then click the Assign Resource button. When the resource is assigned, the resource appears in the Individual Resources column for the task to which the resource is assigned.

You can also delete a resource assignment on the Work With Resource Assignments form by selecting the resource assignment and clicking the Remove Resources button. On this form, however, you cannot change any assignment details. To change assignment details, you must access either the Resource Assignment Detail form or the Assignment Detail Review form. If you delete a work order or a labor detail step with existing resource assignments, these assignments are also deleted.

When you assign resources at the work order level, you can set processing options to insert resource assignments automatically in the Assigned To field on the work order header. You can assign only individual resources, not equipment. If you assign more than one resource to a work order, the Individual Resources field will contain the address book number for each assigned resource separated by a comma. In addition, you can set a processing option in each of these programs to create individual resource assignments:

• Work Order Revisions (P17714).

• Preventive Maintenance Backlog (P12071).

• Update PM Schedule Status (R12807).

When this processing option is enabled, the system validates the address book number that was entered in the Individual Resources field against the Resource Master table. In addition to assigning resources using the Resource Assignment program, you can also insert, update, or delete resource assignments in the Work Order Revisions program. You can select a resource by scrolling to the Resource Search region and searching the Resource Number field to access the Resource Master Search & Select program.

When you create a work order by running the Update PM Schedule Status program, the system can create a resource assignment if the Assigned To field on the model work order contains a value and if the processing option is set to create resource assignments. On the PM schedule that you created, the Employee field is updated with the Assigned To address book number. In the Preventive Maintenance Backlog program, you can change the employee, thus updating the Assigned To field in the associated work order.

When resources are assigned to tasks, the system automatically checks the resource's capacity when calculating the assignment start and end dates. The Resource Availability is defined in this way:

• Capacity

  Available resource capacity by day.

• Load

  Amount of work assigned to a resource.

• Availability

  Available working hours for the resource.

All assignments for a selected task are displayed on the Resource Assignment Detail form. You can call this form directly from the Work With Resource Assignments form if you click the Assignment Details button. On the Assignment Detail form, you can add, update, and delete assignments.

You can review the resource assignments that you made in summary format or detail format. To review in summary format, click the Summary Review link. The Assignment Summary Review form is primarily a review form; for example, a supervisor could review all assignments for his or her team.

To review in detail format, click the Detail Review link. The Assignment Detail Review form enables you to use filter criteria to select resource assignments for review. It also enables you to make changes to assignment information within the grid, such as task description, assignment start and end dates, and assignment percent. Click the Assignment Detail button to make revisions.