How to Find, Book, and Allocate Resources › Replace Resources on Investments

Replace Resources on Investments

You can replace a resource on a project. Use this procedure to generate a list of resources who share the same role and are available during the time of the investment. The following rules apply:

• Replacing a resource does not transfer the actuals, pending actuals, and baseline of the original to the new staff member. Only the remaining ETC is transferred to the new staff member.
• The original staff member must complete any outstanding time entries so that the actual data is posted before the replacement occurs.
• The project role of the original staff member is transferred to the new staff member (unless you are replacing a role with a different role).
• If a project is locked, you cannot replace existing team members resulting in deleting a team member and transferring assignments. The Replace button appears disabled in this case. Additionally, you can be allowed to replace a resource role only (without replacing task assignment) based on the role replacement settings. For more information about this setting, contact your administrator.

Follow these steps:

1. With the resource open, click Allocations.
2. Click the Resource Finder icon next to the investment to replace the resource.
3. Enter filter values to narrow the resource list, or click Show All to view all resources.
4. Examine the following fields:

   Availability

   Identifies the project period and the number of hours the resource you are replacing was allocated to the project. Both the dates and the hours allocated are transferred to the new replacement.

   Availability Match

   Displays a weighted average that factors in the work period and the availability of each resource. If you do not add any skill specifications to your search criteria, the Total Match column duplicates the Availability Match number. The Skill Match column remains blank. Searching by skills and availability criteria, displays an average of the two in the Total Match column.

5. The following message can appear at the top of the page:

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

   The message indicates a discrepancy between the date range in the message and the dates in the Availability field. That is, the Availability Match score can be inaccurate. For example, the dates in the Availability field are 9/1/15 - 2/7/16 and the date range in the message is 9/7/15 - 9/7/15. A one-to-one comparison for any resource does not exist and this condition lowers the overall availability match scores.

6. Select one or more resources to replace the previous resource, and click Replace.
7. Confirm the selection by clicking Yes.

   The allocations page appears. As a result of replacing the resource, the investment no longer appears in the list of investments for the resource.

8. If the available hours for a resource are less than the total number of hours, the remaining availability (not the booking) confirmation page appears. If you add resources to the project or investment, the remaining availability confirmation page indicates overbooking of the resource. If you book at 100 percent (default) availability of the resource, the 100 percent Resource Allocation column lists the number of hours utilized. The Remaining Availability column indicates the actual number of work hours available for the resource to work on the project.

   Select one of the following values:

   • Overallocate to over-allocate the resource.
   • Remaining Only to book the resource for the amount listed in the Remaining Availability column.