Allocate Resource

Explanation

Use this activity to allocate resources required to execute a work task.

This activity is typically used when:

1. Allocating a maintenance resource to execute a work task.
2. Allocating one or several maintenance resources to execute a work order work task.

Prerequisites

In addition to the general prerequisites, listed in Maintenance Resource Setup, a Resource Demand needs to be specified on the work task as well as a Duration.

If visit chain is to be created, then the work task should be set as Allow Multiple Visits selected.

To filter resource with competency and certificates, Access Role with attributes for Pers_Competency_Profile and Pers_License_Profile and with flag ‘Limited access’ should be created for the person in IFS/HR Access Setup/Access Roles

System Effects

As a result of this activity, work assignments will be created for the resources and the work task will be considered allocated.

A number of work assignments can be created for each work task depending on how the resource demands are stated. If there is demand for multiple resources the result of this activity will be that a work assignment is created for each resource that is allocated. Each work assignment will be set with an Allocated To, Allocated Start and an Allocated Finish time. The work assignments will be created in Assigned status.

Related Window Descriptions

Allocate Resource
Resource Allocation Search
Legend

Procedures

Read about:

• Allocate Resource
• Allocate Resource with Adjust to Schedule
• Allocate Resource for a Task with Allow Multiple Visits
• Change Search Criteria
• Add Competency/Certificate Requirement
• Change Window Settings

Allocate Resource

Follow this procedure to allocate a resource to a work task:

1. Open the Allocate Resource dialog box in any of the following ways:
   1. Right-click a record in Active Work Orders or Work Tasks and click Allocate Resource.
   2. Right-click the header in Prepare Work Order or Work Task and click Allocate Resource.
   3. Right-click one or multiple records in Prepare Work Order/Work Tasks and click Allocate Resource.
2. The resource demands on the work task are displayed in the upper chart. Resources that match the search criteria and constraints put on the work task and the resource demand are displayed in the lower chart. Drag a resource demand in the upper chart to a desired time and resource in the lower chart.
3. Adjust the allocation if needed:
   1. To adjust the duration, drag the edges of the allocation (Resize).
   2. To adjust the time of the allocation, drag the allocation to another time slot.
   3. To change allocated resource, drag the allocation to another resource.
4. Click Save.

Allocate Resource with Adjust to Schedule

Follow this procedure to allocate a resource to a work task by considering resource's working schedule.:

1. Open the Allocate Resource dialog box in any of the following ways:
   1. Right-click a record in Active Work Orders or Work Tasks and click Allocate Resource.
   2. Right-click the header in Prepare Work Order or Work Task and click Allocate Resource.
   3. Right-click one or multiple records in Prepare Work Order/Work Tasks and click Allocate Resource.
2. The resource demands on the work task are displayed in the upper chart. Resources that match the search criteria and constraints put on the work task and the resource demand are displayed in the lower chart.
3. Select the Adjust to Schedule check box.
4. Drag a resource demand in the upper chart to a desired time and resource in the lower chart.
5. Allocation date period is adjusted by considering the work schedule or calendar of the resource.
6. Adjust the allocation if needed:
   1. To adjust the duration, drag the edges of the allocation (Resize).
   2. To adjust the time of the allocation, drag the allocation to another time slot.
   3. To change allocated resource, drag the allocation to another resource.
7. Click Save.

Allocate Resource for a Task with Allow Multiple Visit

Follow this procedure to allocate a resource to a work task with Allow Multiple Visit check box is selected:

1. Open the Allocate Resource dialog box in any of the following ways:
   1. Right-click a record in Active Work Orders or Work Tasks and click Allocate Resource.
   2. Right-click the header in Prepare Work Order or Work Task and click Allocate Resource.
   3. Right-click one or multiple records in Prepare Work Order/Work Tasks and click Allocate Resource.
2. The resource demands on the work task are displayed in the upper chart. Resources that match the search criteria and constraints put on the work task and the resource demand are displayed in the lower chart. Drag a resource demand in the upper chart to a desired time and resource in the lower chart.
3. Date period of the allocation is adjusted according to the working schedule or calendar of the resource.
4. Adjust the allocation if needed:
   1. To adjust the duration, drag the edges of the allocation (Resize).
   2. To adjust the time of the allocation, drag the allocation to another time slot.
   3. To change allocated resource, drag the allocation to another resource.
5. Click Save.

Change Search Criteria

Follow this procedure to change the search criteria and find more allocable resources:

1. Click Search in the Allocate Resource dialog box.
2. On the General tab, adjust the search criteria as wanted. (Select a field and click List to display a List of Values). Choose between:
   • Resource Group. Select Include Sub Groups to include resource groups below the selected resource group in the resource structure as defined in Resource Navigator.
   • Resource
   • Maintenance Organization
   • Team
   • Select Filter by Availability to hide resources that are unavailable during the planned time of the work task.
3. Click Search. The search results will be updated.

Add Competency/Certificate Requirement

Follow this procedure to add a new competency or certificate requirement for the resources to display in the chart. (For more information in these types of requirements refer to Define Additional Qualifications.)

1. Click Search in the Allocate Resource dialog box.
2. On the Competency or Certificates tab, click the plus sign (+).
3. Specify the new record.
4. Click Save.
5. Click Search. The search results will be updated.

Change Window Settings

Follow this procedure to change the search and display settings for Allocate Resource.

1. Click Search in the Allocate Resource dialog box.
2. Navigate to the Settings tab.
3. In the Show days Before field enter the number of days to display before the search interval. Use the dropdown to select a valid value.
4. In the Show days After field enter the number of days to display before the search interval. Use the dropdown to select a valid value.
5. In the Snap Time field enter the rounding in number of minutes that should be used when the user drags and drops the allocation in the Gantt or changes the duration of the allocation. Use the dropdown to select a valid value.
6. In the Population Fallback Period select the number of days to search for, when no other end date constraint or planning end date has been entered on the work order. Use the radio buttons to select the number of days to use.
7. Press Search to refresh Allocate Resource. The settings will be stored in the user profile.
8. Click Search. The search results will be updated.