Use Resource Scheduling to assign resources to projects. By scheduling resources in advance, you can identify potential timing conflicts or imbalances in workloads before they occur. You can assign resources to projects or projects to resources. Once scheduled, you will be able to:
View which projects have resources assigned
See how much time has been assigned to a project versus its budget
See how much time a resource has been assigned to projects versus the time they have available to work
To launch Resource Scheduling, select Projects | Resource Scheduling or click the Schedule button on the Budget tab in Project.
The screen will display the user’s schedule by default.
The screen has two views: Project View and Resource View
Project View – In this view, resources are assigned to projects.
Resource View – In this view, projects are assigned to resources.
Use the Find icon on the main toolbar to select the Project or Resource to schedule.
Projects are noted by the check mark in the Project? column.
To only see projects in the look-up, filter the Project? Column using a “1” to indicate a project and have only projects returned. Use a “0” (zero) to indicate a resource and view only resources.
To select the project or resource for which you want to assign hours, double click on the project or resource, or click on the project or resource and click OK on the bottom right of the look-up screen.
The screen displays 13 weeks to be scheduled, with each week beginning on a Sunday. You can change the 13 weeks to schedule by changing the date in the Three months beginning on field.
The Resource Scheduling screen is divided into three parts:
Header – This gives information about the project such as budgeted hours, start date, etc. or the resource, such as working hours, manager, etc.
Scheduling Grid – This is where projects are assigned to resources or resources are assigned to projects, depending on which view you are in.
Availability Grid – This section gives information on hours left to budget for each project or hours left to schedule, depending on which view you are in.
Past weeks cannot be edited.
Line items may be deleted from the scheduling grid by selecting the line to delete and clicking Remove . A warning message will display explaining that all time schedules for that resource on the project will be deleted.
A resource may be changed on the scheduling grid by selecting a new resource. A warning message will be displayed explaining that all open scheduled records for that resource on the project will be changed to the new resource.
Once a Resource/Project in a grid row is saved, it will be remain on the grid until the project reaches its end date and no longer appears on the 13 weeks displayed or is removed from the grid.
When you schedule by Project, the Availability grid and Scheduling grid will scroll in parallel to keep the week columns vertically aligned.
A Project must have a date entered in Plan Start in the Project screen in order to be assigned to a Resource.
The Three months beginning on date determines which projects can be scheduled and are able to be selected using Find on the main toolbar.
Warning messages display when:
A project has more time assigned than budgeted.
A resource has more time assigned in total than available.
A resource has more time assigned in a given week than available.
Warnings are indicated by this 
icon. Click on the warning(s) hyperlink next to the icon. Each warning will be displayed. Click on a warning to be taken to the record that triggered the warning. If corrected, the warning will disappear. You may decide not to address a warning. In that case, the warning message will remain. The warning dialogue box can be moved anywhere on the screen and will remain on the screen until closed or you may close it at any time.
To prevent a terminated employee from showing in the Project Resource Scheduling lookup (the list that opens when you use the Find button in Resource Scheduling) or in the Availability grid, clear the Active check box in the terminated employee’s Person record (Administration | People).
Assign a resource to a project
Select the project for which you want to assign resources.
To select the project or resource to schedule, click Find 
and select the desired record.
The screen header will display information about the project. This information includes:
Project ID and Description - Unique project ID and project description entered on the Main tab of Project.
Budget/Working Hours – Total hours (Expense Qty) budgeted on the Budget tab of Project.
Scheduled Hours – Total hours assigned to the project since the project began.
Difference/Available – Total hours left to assign to the project (the difference between Budget/Working Hours and Scheduled Hours)
Plan Start – Date project is scheduled to start per the date in the Plan Start field in Project.
Plan End - Date project is scheduled to end per the date in the Plan End field in Project.
Manager – Project Manager on the project per the Project Manager Name field in Project.
Clicking on this 
icon will take you to the Project Manager’s Person record.
Go To – Clicking on this button will take you to Project and display the information about the project.
Three months beginning on - this field determines the first date to show in the scheduling grid. The scheduling grid dates start on Sunday. Any date input into the field will default to the date of the Sunday for that week (i.e. entering 9/7/22 will default to 9/4/22).
In the detail grid, enter the resource name to assign to the project or click in the Resource column of the first empty detail row and select Lookup 
to display all available resources to select from.
Select the week to enter time. Resources will be listed in the Availability grid. This grid shows the time available to schedule for each week in the 13 week period shown. Each week’s available time is determined by hours entered for each resource in the History grid in the Resource screen. The default is 40 hours. As a resource’s hours change, based on busy season or other cycles, you can enter a new history record with the new Effective Date and the new Hours Per Week.
Note: As time is entered into the grid, the time available to schedule per the availability grid will change. As time is entered into the grid, scheduled Hours and Difference/Available in the header will be updated.
If time entered for a resource goes over the amount of time available for the resource, the available time in the Availability grid will be negative and a warning will appear.
If overall time entered for a resource exceeds Budget/Working Hours for the 13 week period shown, a warning message will appear.
If overall time entered for a project exceeds Budget/Working Hours for the project, a warning message will appear.
After all resources are assigned, click Save and New, or click Save and then click New, to save the current entries and start adding the next.
Assign a project to a resource
Select the resource for which you want to assign to projects.
To select the project or resource to schedule, click Find and select the desired record.
The header will display information about the resource. This information includes:
Person ID and Name - This is the resource identification number and resource name from Person screen.
Budget/Working Hours – Hours resource works per week as entered in the Hours per Week field in the History section of the Resource screen, multiplied by the 13 weeks selected based on the Three months beginning on field. Uses the detail line in the History section grid that matches the Effective Date for this entry.
Scheduled Hours – Total hours resource is assigned to projects.
Difference/Available – Total hours left to schedule for resource (the difference between Budget/Working Hours and Scheduled Hours).
Plan Start – Blank
Plan End - Blank
Manager – Resource’s Team Leader as of the Three months beginning on date. Clicking this icon will take you to the Team Leader’s Person record.
Go To – Clicking on this button will take you to the resource’s Person screen and display the information about the person.
Three months beginning on - this field determines the first date to show in the scheduling grid. The scheduling grid dates start on Sunday. Any date input into the field will default to the date of the Sunday for that week (i.e. entering 9/7/22 will default to 9/4/22). If overall time entered for a person exceeds Budget/Working Hours for the 13 week period shown, a warning message will appear. Resources with employment dates prior to or on the Three months beginning on date, will appear in the Find list. Resources with termination dates prior to the Three months beginning on date, will not appear.
In the detail grid, select the project to assign to the resource by clicking Lookup.
Select the week to enter time. Projects will be listed in the Availability grid. This grid shows the time available to schedule for each week in the 13 week period shown.
As time is entered into the grid, the Remaining Hours for the project will change in the Availability grid.
As time is entered into the grid, Scheduled Hours and Difference/Available in the Header will be updated.
If time entered for a project goes over the amount of time available for the resource, the Remaining Hours in the Availability grid will be negative and a warning will appear.
If overall time entered for a resource exceeds Budget/Working Hours for the 13 week period shown, a warning message will appear.
If overall time entered for a project exceeds Budget/Working Hours for the project, a warning message will appear.
Once all projects are assigned, click Save and New, or click Save and then click New, to save the current entries and start adding the next.