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Fill a Workforce Request

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Objective

To fill a workforce request for Workforce Planning.

Background

Workforce requests are an efficient way to let your team know that you need a workforce resource for a particular project. Create a workforce request when you need a resource but aren't sure who to assign or if you do not have permissions to create assignments yourself.

Once a request is created, a resource can be assigned to fill that request. 

Things to Consider

  • Required User Permissions:
  • Additional Information
    • Requests appear on the Request List, Assignment Boards and Assignment Gantt tools.
      • The Requests List only shows outstanding workforce requests.
      • On the Assignment Boards, requests are located within the project and have the add assignee icon-fill-request-wfp.png icon.
      • On the Assignment Gantt, requests are located within the project under the 'Requests' heading.
    • By default, the Assignment Boards will show all outstanding requests, regardless of the date selected. To only show requests for the day you are viewing update the defaults when viewing the Assignment Boards. See View the Assignments Boards.

Steps

You can fill requests from three (3) places in Workforce Planning:

Fill a Workforce Assignment from the Requests List

  1. Navigate to the Company level Workforce Planning tool.
  2. Click Requests and select Requests List.
  3. Locate the request that you want to fill and click the Add Assignee icon-fill-request-wfp.png icon inline with the request.
  4. Select the assignee from the 'Resource' drop-down menu.
  5. Click Save.
  6. Choose an option to save the assignment:
    • Click Save.
    • Select the caret icon-caret-wfp.png icon and select Save and Alert to save the assignment and send an assignment alert to the assignee. See What is an assignment alert in Workforce Planning?
      • Optional: Update the 'Subject'.
      • Optional: Update the 'Alert Content'
      • Select when to send the alert:
        • Send Now. Select this to send the alert immediately, then click Send.
          Note: This will send the alert immediately based on the default or project assignment alert settings.
        • Programme. Move the toggle to the ON position to programme the alert to be sent in the future.
          Note: You can edit or send the programmed alert at a later time. See Manage Programmed Assignment Alerts.
          1. Select the Date and Time to send the alert.
          2. Click Save.
        • Save Draft. Select this to save the alert as a draft. Then click Save.
          Note: You can edit or send the draft at a later time. See Manage Draft Assignment Alerts.

Fill a Workforce Assignment from the Assignment Boards

  1. Navigate to the Company level Workforce Planning tool.
  2. Click Assignments and select Boards.
  3. Locate the request that you want to fill in the open requests section of the Project.
    Notes: You may need to Expand the requests section to see the request.
  4. Click the Add Assignee icon-fill-request-wfp.png icon and select the assignee from the 'Select Resource' drop-down menu.
    OR
    From the 'Resource Bench', use a drag-and-drop operation to move the assignee's name to the request. See What is the 'resource bench' in Workforce Planning?
  5. Choose an option to save the assignment:
    • Click Save.
    • Select the caret icon-caret-wfp.png icon and select Save and Alert to save the assignment and send an assignment alert to the assignee. See What is an assignment alert in Workforce Planning?
      • Optional: Update the 'Subject'.
      • Optional: Update the 'Alert Content'
      • Select when to send the alert:
        • Send Now. Select this to send the alert immediately, then click Send.
          Note: This will send the alert immediately based on the default or project assignment alert settings.
        • Programme. Move the toggle to the ON position to programme the alert to be sent in the future.
          Note: You can edit or send the programmed alert at a later time. See Manage Programmed Assignment Alerts.
          1. Select the Date and Time to send the alert.
          2. Click Save.
        • Save Draft. Select this to save the alert as a draft. Then click Save.
          Note: You can edit or send the draft at a later time. See Manage Draft Assignment Alerts.

Fill a Workforce Assignment from the Assignment Gantt

  1. Navigate to the Company level Workforce Planning tool.
  2. Click Assignments and Gantt.
  3. Click the bar for the request that you want to fill.
  4. Click Fill Request.
  5. Select the assignee from the 'Resource' drop-down menu.
  6. Choose an option to save the assignment:
    • Click Save.
    • Select the caret icon-caret-wfp.png icon and select Save and Alert to save the assignment and send an assignment alert to the assignee. See What is an assignment alert in Workforce Planning?
      • Optional: Update the 'Subject'.
      • Optional: Update the 'Alert Content'
      • Select when to send the alert:
        • Send Now. Select this to send the alert immediately, then click Send.
          Note: This will send the alert immediately based on the default or project assignment alert settings.
        • Programme. Move the toggle to the ON position to programme the alert to be sent in the future.
          Note: You can edit or send the programmed alert at a later time. See Manage Programmed Assignment Alerts.
          1. Select the Date and Time to send the alert.
          2. Click Save.
        • Save Draft. Select this to save the alert as a draft. Then click Save.
          Note: You can edit or send the draft at a later time. See Manage Draft Assignment Alerts.