Title: Resource Requests
This quick topic shows how to submit, fulfill, accept, and modify a resource request.
What’s covered in this document:
Table of Statuses and Workflow process
|Status||Who owns the Request?||Action taken||Next Action||Resulting Status|
|Resource Requestor (RR)||The RR has created a request specifying resource needs and saved.||RR clicks Request at the bottom of the request.||Results in REQUESTED status.|
|Requested||Resource Planner (RP)|
The RP now has two options:
A) Add Resources.
A) RP clicks Add Resources.
B) RP clicks Decline.
A) Results in FULFILLING status.
B) Results in UNFULFILLED status. RR may edit the request, resulting in INUSE status, restarting the request process.
|Fulfilling||Resource Planner||RP adds resources to the request.||After adding resources specified, RP clicks Fulfill.||Results in FULFILLED status.|
The RR does not have the edit pencil icon, and must click the magnifying glass icon to view the request. RR has two options:
A) RR clicks Accept.
B) RR clicks Decline.
A) Results in ACCEPTED status. The request disappears from the default active queue, and may be seen by selecting the ACCEPTED status in the Search tab criteria.
B) Results in UNFULFILLED status.
|Unfulfilled||Resource Requestor||The RR clicks the edit pencil icon, and has the option to "Request" new hours/FTE (or even a different RP) or "Redefine" the request to change other attributes.|
A) RR clicks Save.
B) RR clicks Request.
A) Results in INUSE status.
B) Results in FULFILLING status.
|Accepted||Resource Requestor and Resource Planner||When viewing the request in the "Accepted" queue, both the RR and the RP can bring it back into use.|
A) RR clicks the edit pencil icon and chooses to override the resulting warning.
B) RP clicks the person icon and clicks Rework within the request, then saves.
A) Results in ACCEPTED status if RR chooses to Save, or REWORK status if RR chooses Rework.
B) Results in REWORK status.
|Rework||Resource Planner||RP has chosen to rework the Accepted request by clicking on the Person icon in the queue, and adds resources.|
A) RP clicks Fulfill.
B) RP clicks Decline.
A) Results in FULFILLED status.
B) Results in UNFULFILLED status.
Creating a Resource Request (Resource Requestor)
To create a new Resource Request, navigate to Forecast > Resource Requests > +Resource Request.
On the new Resource Request screen, choose the appropriate project, task (if applicable), and plan set for which you would like a resource provided. You must give your request a title, and you can enter an optional description to provide more information to the Resource Planner. You have the option of requesting a resource in Hours or FTE, and by PERIODS or SINGLE DATE RANGE. Note that if you select the SINGLE DATE RANGE option, the REQUEST BY PERIODS dropdown menu becomes grayed out and the REQUEST BY SINGLE DATE RANGE option becomes available.
You can specify further qualification requirements by expanding the LABOR CATEGORIES, LOCATIONS, RESOURCES, and SKILLS sections at the bottom. In the example below, the Resource Requester is looking for a Designer with beginner MySQL skills.
Click Save to save the resource request.
On the next screen, populate the hours and name of the Resource Planner who should be fulfilling the request, then click Request.
Lastly, there is the option to send email notifications or add comments regarding this request. Note that text in the Request Comments field may be accessed via the Audit Trail link in the request queue or on the edit request screen.
Click Request to complete the resource request.
Fulfilling a Resource Request (Resource Planner)
Resource Planners can see the Resource Requests in REQUESTED status on the home screen. Click the Primary link and select the Person icon to plan the resource.
To fulfill the request based on the details provided, click Add Resources. Otherwise, click Decline to put the request back in the queue for the Resource Requestor.
Selecting the Add Resources button brings up the following screen, where additional filters can be used to determine who meets the criteria for the request. The requirements defined by the Resource Requester will be preselected. Note that only active users with the UnaSource User role can be planned. When the filters are set up, select the List tab.
Selecting the List tab provides a list of resources that meet the criteria and their availability. Select the person who should be planned and click Save.
On the following screen, the Resource Planner can enter the hours for the person and click Fulfill to fulfill the request. The request can also be saved for a later time by clicking Save.
Enter any notifications or additional comments as needed, and click Fulfill to finish fulfilling the resource request.
Accepting a Resource (Resource Requestor)
View the Resource Requests that are in FULFILLED status and select the magnifying glass icon to review plan details.
If the details match requirements, click Accept to accept the resource. Alternatively, click Decline to send the request back to the Resource Planner.
Enter any notifications or additional comments as needed, and click Accept to finish.
Modifying a Request
Hours or Person (Resource Requestor)
Find the Resource Request that needs to be modified, select the edit pencil icon, and accept the warning to edit the accepted request.
At the bottom of the screen, click Redefine to modify the hours for the planned individual, then click Rework to send it back to the Resource Planner.
Enter any notifications or additional comments as needed, and click Rework to finish modifying the resource request.
Hours or Person (Resource Planner)
Find the Resource Request that needs to be modified and select the Person icon.
Update the hours (or the individual person) as needed and select Fulfill.
Enter any notifications or additional comments as needed, and click Fulfill.
By Periods or Budget In (Resource Requestor)
Note: Once a request is in ACCEPTED status, the Request By (Periodic or POP Date Range option) cannot be changed. The Resource Planner will need to decline the Request and send it back to the Resource Requestor (this will effectively delete the plan).
Find the Request to be modified (INUSE status) and click the edit pencil icon.
Click Redefine to modify.
Select the Change Request By link to open up the options to modify the Request By attributes.
Then select Details to be able to populate the hours requested.
Update the hours and click Request.
Enter any notifications or additional comments as needed, and click Request.
By Periods or Budget In (Resource Planner)
Find the Request (REQUESTED status) and proceed with the fulfilling per the regular process.
The Audit Trail will contain the full history of all actions taken on the Request.