When you are done with assigning the activity or are in the middle of it, you can schedule the activity's hours, estimated or left, among the assignees. Scheduling activity hours is part of the overall resource loading.
The Schedule Hours control is found on the activity Assignee editor menu, both in the Activity Center grid (column Assignees) and in the activity details.
Accessing Schedule Hours control
To access the control in Activity Center:
- Make sure the Assignees column is visible. See Activity Center Toolbar.
- Click the cell in the Assignees column corresponding to the activity you want to schedule hours of.
- Select Schedule hours.
Schedule Hours overview
The control consists of the following main elements (see picture below):
|Assignees||The column contains the list of current assignees.||The column is editable. Choosing another user from the list will reassign the position.|
|Start date||The field specifies the activity's start date.||Non-editable.|
|End date||The field specifies the activity's end date.||Non-editable.|
|Total estimated hours||The field specifies the activity's estimated hours as a total of estimated hours distributed among the assignees.||The value is the sum of the assignees' estimated hours. See below.|
|Total hours left||The field specifies the activity's hours left as a total of hours left, distributed among the assignees.||The value is the sum of the assignees' hours left. See below.|
|Recalculate hours shared among assignees||The toggle is used to choose between distributing hours between assignees when an assignee is added or removed and not doing so.||
Turning off the option is required if you want to use the manual mode in the resource loading report. See Resource Loading: Manual vs Automatic.
|Job role||The column specifies the assignee's job role.||Non-editable.|
|Work status||The current status of the assignee. Two values are available: "In Progress" and "I'm Done".||
Toggles between two values: "In Progress" and "I'm Done".
|Estimated hours||The column specifies the assignee's estimated hours.||Editable field. The sum of assignee estimated hours is the total estimated hours. See above.|
|Hours left||The column specifies the assignee's hours left.||
Editable field. The sum of assignee hours left is the total hours left. See above.
|Actual hours||The column specifies the assignee's actual hours for the activity as registered in Time Logs.||Non-editable field.|
|Available hours||The column specifies how many hours an assignee still has unallocated for other activities, vacations, etc. for the specified date range.||
|Save||Use Save to commit the changes.|
|Cancel||Use Cancel to abort changes.||
You can use the Schedule Hours control to add new assignees to the activity team.
To add an assignee:
- Use the toggle Recalculate hours shared among assignees to have it on or off. Note: With the toggle on, adding a user will result in automatic redistributing hours among the assignees.
- Click + Add assignee.
- Select a user on the list.
- As the user is added to the assignees, adjust hours as appropriate.
To invite a user:
- Click the + Invite User button.
- Fill in the fields for the user to be invited.
- If you want to fill in additional fields on the user invitation form, click Additional options.
- When done, click Invite a user.
Reassigning activity using the control
You can replace a current assignee with another one, thus reassigning the activity to another person. In doing so, all current estimated hours and hours left are reassigned to the other person unchanged while a job role, work status, actual and available hours are updated for the new assignee.