How to Work with Resource Requisitions › Unbook a Requisition

Unbook a Requisition

Administrators, project managers, and resource managers work together to unbook resource requisitions.

• As a project manager, sometimes you reduce the scope of a project or a resource is unavailable for a particular period. You can unbook hard-booked resources to use their unbooked time on another project. You can unbook a resource completely or partially from projects. Unbooking a resource removes any hard allocation for the resource in the future. The start date of unbooking is set to the next day by default. You can move the start date to an earlier date.
• As a resource manager, work with the project manager to confirm resource booking and unbooking. Remind project managers that they cannot unbook a role or a soft-booked staffing requirement.
• As an administrator, you configure the application to support your users. Managers can unbook only if you enable the Allow Mixed Booking setting. Mixed bookings support differences between planned and hard allocations. Unbooking a resource resets the hard allocation to match the planned allocation. For example, a manager sets a hard allocation to 10 weeks, and then changes the planned allocation to 8 weeks. The Unbook Resources operation removes two weeks of hard allocation.

Follow these steps:

1. As an Administrator:
   1. Open the Administration menu and under Project Management select Settings.
   2. Select the Allow Mixed Booking check box and click Save.
2. As a Project Manager:
   1. Open Home and from Portfolio Management, click Projects.
   2. Open a project and click the Team tab.
   3. Select the check box for one or more mixed or hard-booked resources.
   4. Click the Actions menu and select Create Requisitions.
   5. Select Unbook Resources as a Requisition Type.
   6. Select a booking manager for each resource. The default booking manager automatically appears.
   7. Click Create to create requisitions with a New status or click Create and Open to create an Open requisition.

      The requisition is created and displays on the team staff page of the project. If a requisition contains a request to unbook a specific resource, you see a checkmark in the Unbook column.

   8. Save the changes.
3. As a Resource Manager:
   1. Open Home, and from Resource Management, click Resource Requisitions.

      If a requisition contains a request to unbook a specific resource, you see a check mark in the Unbook column.

   2. Select the check box for one or more resources with a check mark in the Unbook column and click Book.

      The application removes all hard allocations that are no longer in the plan from today forward. On the Resource Requisitions page, the hard-booked allocation amount changes in the Average Rate column. If a resource is unbooked fully, the value displays as 0.00 percent.

   3. Click the link for that requisition.

      The Requisition Properties page displays the following text:

      This requisition is for unbooking purposes only.
      

   4. A requisition to unbook and replace a resource selects both the Unbook and Replace check boxes on the Requisition Properties page. The Resources menu also appears.
      • Click Resources to set appropriate filtering criteria.
      • Add a new resource to match the availability of the replaced resource.
      • If you have the required access rights, the Replace button appears. Click Replace to replace the unbooked resource with the new resource.
      • If you do not have the required access rights, the project manager can review the proposed replacement and then book that resource.

Resource Requisition Rules

The product applies the following rules when you unbook resource requisitions:

• The planned allocation curve represents the default or total allocation amount that the service manager requests for. The hard allocation curve represents the allocation amount that the resource manager commits. The booking status for a resource changes according to the allocation amounts in the planned and hard allocation curves.
• When you unbook resources, the application reduces the amount of committed or hard allocation that exceeds the planned allocation. The resulting unbook requisition subtracts from the hard allocation curve.
• When you select the Replace Resources requisition type, the Unbook feature on the requisition is automatically checked. The application generates a requisition with two new properties (unbook = true and replace = true).
• The unbook amount defaults to the hard allocation of the team member minus the total allocation. If the total allocation equals or exceeds the hard allocation, the unbook amount is zero.
• The unbook amount defaults to unbookings from today forward. You can adjust the date and the requisition amount to only partially unbook.
• For a straight unbook (replace option is off) the application does not display a Resource tab. Instead of a propose option, you can unbook or decline. When you unbook, the team member allocation is decremented without project manager approval. When you decline, the team member allocation is not decremented. In both cases, notification is sent to the project manager and the requisition status is set to booked.

  Note: If you have booking rights, you can zero out the team member's hard allocation without submitting a requisition.

• For a replacement unbook, the Resource tab appears. The requested amount is equal to the total allocation of the team members that you are unbooking. The team member being unbooked does not appear in the resource list. The unbooking is an attribute of the requisition. You can fill the requisition exactly as you would fill any standard requisition with options for proposed, preferred, accept, and reject. In addition to the booking, the application also performs the unbooking.