Replacing a placeholder with a resource
Resource management is only available with the RepliconPSM, RepliconPPM, Professional Services Automation, and Project Portfolio Management products.
If you previously allocated a placeholder, you can easily replace the placeholder with a real resource when ready. When you replace the placeholder on a project, the resource:
- Becomes part of the project team
- Takes over all of the placeholder’s allocations for the project
- Replaces the placeholder on any assigned tasks
- Retains the placeholder’s billing rates
The placeholder is removed from the project team.
Replacing a placeholder
To replace a placeholder:
- Go to Projects > Resources and click on the Placeholder Resources tab.
Alternatively, you can access placeholders in the Team section of individual projects.
- Find the project with the placeholder you want to replace.
- Under the project, click on the placeholder’s name.
- Search for a replacement resource in the Swap Users dialog.
You can filter by skill to help you find a replacement. Note each resource's percent of available time that displays under their name -- refer to the section below for details on how this value is calculated.
The list only includes resources that are not part of the project team.
- Once you’ve found a suitable match, select the resource.
- Click the Replace Placeholder button.
The placeholder will be replaced with the resource across the project.
If the resource was not 100% available for the allocation prior to replacement, they may now be over-allocated. You can adjust allocations as needed to ensure proper allocation levels.
How are matching hours calculated?
You can see each resource’s availability below their name. The percentage is based on how many of the allocated hours are matched by the resource’s free hours.
For example, a placeholder is allocated for 4 hours per day from May 1st to May 5th.
Diane is allocated to another project for 4 hours per day for those same dates. Since Diane works 8 hours a day, she has enough hours remaining to fully cover the placeholder’s allocation. Therefore, it shows that “100% of available hours match” for Diane.
Perry is already allocated as follows:
|
|
May 1st |
May 2nd |
May 3rd |
May 4th |
May 5th |
Total |
|
Perry’s allocation |
8 hours |
8 hours |
6 hours |
- |
- |
22 |
As a result, Perry can only cover 10 of the 20 hours in the placeholder’s allocation, for a match of 50%.
|
|
May 1st |
May 2nd |
May 3rd |
May 4th |
May 5th |
Total |
|
Hours to be covered |
4 hours |
4 hours |
4 hours |
4 hours |
4 hours |
20 |
|
What Perry can cover |
0 hours |
0 hours |
2 hours |
4 hours |
4 hours |
10 |
Note that time off is not considered when calculating matching hours. If the resource has time off booked, those hours are considered to be available.
Related links
Allocating a placeholder
Setting up placeholder roles
Allocating a resource to a task
Allocating a resource to a project
Allocating resources to your project
