Resource Managers, Tag Managers and Resource Administrators all have permission to view and approve project resource requests.
Click on the Resourcing tab in the navigation menu at the top of the screen. This area provides a full list of all current and historic resource requests. A Resource Administrator will see all requests for the site. Resource and Tag Manager's will only see those requests relevant to them (unless they are also a System Administrator, then they too will see all requests).
Click on the project name to see some high-level project information i.e. aims, project team. To review a request, click Edit.
Top Tips
- Allocated resources and user tag information can be displayed on the Resource Request summary table (above). To enable this, System Administrators can simply tick the ‘Show in Summary’ option within the configuration area for each field.
- Pending Allocations - A ‘yes’ in the column means the resource(s) have been selected as the preferred resource but the final ‘Allocate’ step has not yet been completed.
Viewing a Resource Request
The full resource request will be displayed on screen and will be identical to the form completed at the project level. To look for available resources, click Actions > Search Resources.
Search for Resource
The requested resource requirements will be displayed on the left-hand side of the screen, along with all individuals who match the criteria specified. Note: Any users with a figure in brackets next to their name i.e. (0.50, 0.75) will not be a full-time employee. This is controlled via the FTE field in their user profile.
From this screen it is also possible to search for other available users by amending the filter options. Click on ‘Users’ to search for a specific individual. If needed, you can use the tag or calendar icon to amend/update an individual's unavailability and skill set tags.
Each available resource will have a colour per period (day/week/month) which links to their overall remaining availability:
- Green: 0-89% allocated
- Amber: 90 - 99% allocated
- Red: 100% allocated
- Black: over-allocated for that period.
Note: Striped lines and a ‘P’ icon in a cell indicate that there are pending allocations for that period. This means the individual has been selected as a preferred resource, but the final ‘Allocate’ step has not yet been completed.
Click on the triangle next to the individual's image/initial, to see where else they have been allocated or have pending allocations.
Top Tips
- Use the ‘Users’ filter option to search for and update an individual's user tags and calendar unavailability.
How to Allocate Resources
To allocate a resource, select the checkbox for the day, week, or month they are required to work. If you need to allocate a different number of hours than the pre-populated value, simply click into the cell and overwrite the figure.
As allocations are made, the banner at the top of the heatmap updates to show the allocation status for each period. A green banner indicates the period is fully allocated, while an amber banner indicates it is only partially allocated. Note: If you want to allocate the same resource across all periods in the request, use the ‘Select All’ checkbox next to their name (highlighted in blue below) to apply the allocation in a single click.
Once all resources have been selected, click ‘OK’.
The allocated resource(s) will now be shown as pending under the ‘Allocated Resources’ section in the request. To complete the process and generate a notification to both the allocated individual(s) and original requestor, click Actions > Allocate.
Note: If a request is only partially allocated Verto will give a warning message.
Before allocating resource to a request, the reviewer will also have the option to click on ‘Actions’ and either:
- Reject the request - The request will remain visible but nothing can be done with it. A notification will be sent to the requestor.
- Set to Draft – The request will be sent back to the requestor for them to make updates/changes. A notification is sent to the requestor.
- Set to Pending status – The request will be put on hold. A notification is sent to the requestor.
- Delete – The request will be deleted from the system.
Advice
- A standard user who is a Resource or Tag Manager will only see the resource requests relevant to their role. However, if a System Administrator is given the Resource or Tag Manager role, they will by default see all records. This is because their System Administrator role supersedes the lesser resource roles.
- A users FTE can be recorded against their user profile. This will then be reflected in their availability. Note: The FTE is based on hours rather than a percentage.