How to Staff a Service Team › Replace Resources on a Service Team

Replace Resources on a Service Team

You can replace the staff members who are assigned to a service team. Use the availability score to find a replacement with similar skills. You can replace a resource with a different resource and can replace a role with a resource.

Note: The replacement process can result in over-allocated resources.

Follow these steps:

1. If possible, advise the original staff member to complete and post their time entries before the replacement occurs.
2. Open a service, and click Team.
3. Next to the name of the resource to replace, click the Resource Finder icon.
4. Examine the following fields:

   Availability

   Identifies the assignment period and the number of hours for the resource allocation. The replacement operation transfers the dates and the hours shown to a new replacement.

   Availability Match

   Displays a score that factors in the duration of the assignment (work period) and the availability of each potential matching resource. The higher the score, the closer the match.

   When no skill specifications are added to your search criteria, the Total Match column duplicates the Availability Match score. The Skill Match column can be blank. If you enter search criteria for skills and availability, the Total Match column displays an average of the two scores.

   The following message appears at the top of the page:

   Match scores can be inaccurate if availability dates do not fall into the following range: ddmmyy - ddmmyy

   If a discrepancy exists between the date range in the message and the dates in the Availability field, the Availability Match score can be inaccurate. For example, the dates in the Availability field could be 10/1/2017 to 2/7/2018. The date range in the message could be 10/7/2019 to 10/7/2020. A comparison cannot be found for any resource. This situation lowers the overall availability match scores.

5. Select the check box next to the new resource and click Replace.
6. To confirm, click Yes.
7. The role of the original staff member is transferred to the new staff member, unless you are replacing a role with a different role. The new resource receives the following properties from the resource that was replaced:
   1. Availability Start (if the date has not passed and if the new resource is not booked on that date)
   2. Availability Finish
   3. Remaining Allocation
   4. Remaining ETC
   5. Percent (%) Allocation

   Note: The actuals, pending actuals, and baseline of the original staff member are not transferred to the new staff member.