Manage resource assignments from Project Workspace

  • Release version: Yokohama
  • Updated January 30, 2025
  • 2 minutes to read
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    Summary of Manage resource assignments from Project Workspace

    ServiceNow's Project Workspace enables efficient management of resource assignments to optimize project execution. You can allocate resources to projects or specific tasks, specifying roles, skills, and durations. Resource assignments trigger backend resource plans detailing how resources are allocated throughout the project lifecycle. These assignments require approval from resource managers to ensure alignment with overall resource strategies, considering availability and priorities. Assignments remain flexible and editable throughout the project.

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    Key Features

    • Create attribute-based resource assignments for projects or tasks.
    • Edit assignments inline, adjusting dates, resources, efforts, and allocations at any project level.
    • Use a color-coded heatmap modal to visualize resource availability and allocations effectively.
    • View primary resource attributes such as Group, Role, and Skill to aid in task reassignment decisions.
    • Switch between Hours, Full-Time Equivalent (FTE), or Person Days effort types to view allocations in preferred metrics.
    • Synchronize resource assignment dates with project task timelines to maintain alignment.
    • Manage resource assignments’ lifecycle including creation, updating, and deletion, with deletion removing all related allocations.

    Key Outcomes

    • Improved project planning and execution by accurately scheduling resource engagement and task completion timelines.
    • Enhanced resource utilization through attribute-based assignments and real-time visibility of availability.
    • Streamlined approval processes that ensure resource allocation aligns with organizational priorities and availability.
    • Dynamic and continuous management of resource assignments that adapt to project changes.

    Practical Notes for ServiceNow Customers

    Resource effort calculations depend on the com.snc.resourcemanagement.excludestatusfromcapacity property, which administrators can configure to control which assignments are included in capacity calculations. Regularly review and adjust resource assignments within Project Workspace to maintain alignment with project timelines and resource availability, leveraging heatmaps and attribute visibility for informed decision-making.

    Optimize project execution by assigning resources to tasks within the Project Workspace. You can create resource assignments for any project or project task, specifying the tasks to be performed and the resources to be allocated. Use the Resource Management application to allocate and manage your resources in the Project Workspace.

    Resource assignments

    Resource assignment is a process of allocating a resource or group of resources to a project task. When a resource assignment is initiated, a resource plan is auto-generated in the back-end of the project management system. This resource plan details the information of how resources would be allocated throughout the project. Resource assignments are approved by the resource manager to make sure that the allocation aligns with the overall resource strategy, considering factors such as availability, skills, and project priorities. Resource assignments remain dynamic and can be edited throughout the project life cycle. Resources can be assigned based on defined attributes such as skills, expertise, or other criteria relevant to the project or task.
    Note:

    Resource efforts calculations are driven by the com.snc.resource_management.exclude_status_from_capacity property. Admin can configure this property to calculate efforts for certain defined resource assignments only. For more information, see Resource Management properties.

    Edit the child resource assignments directly using the inline editing from the resource assignment pane.

    Using Resource Management, you can create, plan, track, and monitor resource assignments at a project or task level in the Project Workspace. With Resource Management in Project Workspace, you can:
    • Create an attribute-based resource assignment.
    • Change the resource assignment dates, resources, efforts, and proposed allocations at any level of the project.
    • View resource allocations using new heatmap modal. The allocations are color-coded to display the availability of the resources.
    • View the primary attributes such as Group, Role, and Skill of each resource in the resource assignment pane. They are useful when you work on reassigning a task to a different user with the same primary attributes.
    • Switch between Hours, FTE, or Person Days effort types to view resource allocations.
    Important:
    Resource efforts calculations are driven by the com.snc.resource_management.exclude_status_from_capacity property. Admin can configure this property to calculate efforts for certain defined resource assignments only. For more information, see Resource Management properties.

    Key features

    With resource assignments, you can:
    • Determine the resource engagement timing and allocate resources for specified durations, contributing to the creation of a timeline for task completion.
    • Align task execution with the project plan, ensuring tasks are carried out in accordance with specified timelines and resource requirements.
    • Initiate an approval process that is conducted by a resource manager and make sure it aligns with project targets and resource availability.

    Key benefits

    Using Resource Management, you can create, plan, track, and monitor resource assignments at a project or task level in the Project Workspace. With Resource Management in Project Workspace, you can:
    • Create an attribute-based resource assignment.
    • Change the resource assignment dates, resources, efforts, and proposed allocations at any level of the project.
    • View resource allocations using new heatmap modal. The allocations are color-coded to display the availability of the resources.
    • View the primary attributes such as Group, Role, and Skill of each resource in the resource assignment pane. They are useful when you work on reassigning a task to a different user with the same primary attributes.
    • Switch between Hours, FTE, or Person Days effort types to view resource allocations.