Staffing Project and Activity Teams

This chapter provides an overview of team staffing in Project Costing and discusses how to:

Create project and activity teams.
View and modify team members.

Understanding Team Staffing in Project Costing

Project managers can staff a project and its related activities from the Project Definitions - Team page. The Project Definitions - Team page maintains a central view of all project assignments and scheduling. You can assign team members to multiple schedules in a variety of project roles.

Project teams can be further defined into separate activity teams. Employees must belong to the project team before you can assign them to an activity team that is related to the project. You can assign a project team member to multiple activity teams or none at all.

Note. You can create, delete, and change task assignments in Microsoft Project 2002 and import the data to Project Costing.

You can select only employees for membership to project and activity teams in Project Costing. Employee data can be loaded into the Financials database from the Human Resources Management System (HRMS) database. You can also load job and job code data from the HRMS database to staff a team by job code. This is accomplished by using an application messaging process that employs these enterprise integration points (EIP):

PERSON_BASIC_SYNC and PERSON_BASIC_FULLSYNC to load employee data.
JOBCODE_SYNC and JOBCODE_FULLSYNC to load job code data.
WORKFORCE_SYNC and WORKFORCE_FULLSYNC to load job data.

You can also enter employees directly into the Financials database by using the Personal Data (Edit) page in the Personal Data (Edit) component (EX_PERSONAL_DATA2).

Creating Project and Activity Teams

To create project and activity teams, use the Project Team component (PROJECT_TEAM1).

This section discusses how to:

Add and remove project team members.
Establish project team member details and schedules.
Assign project team members to activity teams.

Pages Used to Create Project and Activity Teams

Page Name	Object Name	Navigation	Usage
Project Definitions - Team	PROJECT_TEAM_01	Project Costing, Project Definitions, Team, Team	View a list of all project team members and their project roles and schedules, add and remove project team members by using job codes, and add and remove individual project team members. This page operates in deferred processing mode.
Project Team Standard Rate Sheet	PC_TEAM_RATES	Click the Team Rates link on the Project Definitions - Team page.	View the cost and bill rates for project team members.
Project Definitions - Team Detail	PROJECT_TEAM_02	Project Costing, Project Definitions, Team, Team Detail	View and modify project team member project roles and schedules, view the activity teams to which project team members belong, add project team members to activity teams, and remove project team members from activity teams.
Activity Team Assignment	PC_TEAM_ACT_SELECT	Click Add Member to Activity Team on the Project Definitions - Team Detail page.	Assign employees to activities and create activity schedules.

Adding and Removing Project Team Members

Access the Project Definitions - Team page.

Start Date and End Date

Displays the beginning and ending dates of the project at the top of the page.

Project Team Members

This grid lists all project team members.

EmplID (employee identifier)	Click the link to access the team member's detail row on the Project Definitions - Team Detail page.
Name	Displays the team member's name.
Project Role	Displays team member's project role for the start and end dates that appear on the row. If the employee is assigned multiple roles, this field displays the project role of the first scheduled assignment. Click the EmplID link to view the complete list of project roles for the employee on the Project Definitions - Team Detail page.
Project Manager	Displays a check mark if the team member is designated as the project manager for the start and end dates that appear on the row. Use the Project Definitions - Team Detail page to designate a project team member as the project manager.
Email Notify	Displays a check mark if the team member is notified of changes to the project's status. You select this option for each team member on the Project Definitions - Team Detail page.
Start Date	Displays the date that the employee begins the assignment. If the employee is assigned multiple schedules, this field displays the start date of the first scheduled assignment. Click the EmplID link to view the complete list of scheduled dates for the employee on the Project Definitions - Team Detail page.
End Date	Displays the date that the employee finishes the assignment. If the employee is assigned to multiple schedules, this field displays the end date of the first scheduled assignment.
	Indicates that the team member has multiple schedules within the overall project schedule. Click the EmplID link to view the complete list of scheduled dates for the employee on the Project Definitions - Team Detail page.

Add Members Using Job Codes

Use this group box to add all members of a specific job code to a project team. To add members by using job codes:

In the Job Code field in the Add Members Using Job Codes group box, enter the job code that is associated with employees that you want to assign to the project.
In the Default Project Role field, select a project role to assign to the members of the job code.
Click Add Team Members to add every member of this job code to the Project Definitions - Team Detail page, where you can save the changes or delete specific members of the job code from the project. You can also override the default project role, start date, and end date.

You cannot add a person multiple times to the same project team and, therefore, the system ignores members of the job code that already exist on the project team.

Remove Members Using Job Codes

Use this group box to remove all members of a specific job code from a project team. To remove members by using job codes:

In the Job Code field in the Remove Members Using Job Codes group box, enter the job code that is associated with the team members that you want to remove from the team.
Click Remove Team Members.

The system removes only those members who were added by using the Add Members Using Job Code functionality on this page. Members of the team with the same job code who were added separately are not removed from the team.

The system does not remove team members who are assigned as the owner for an activity on this project.

View Project Team Rates

Click the Team Rates link to access the Project Team Standard Rate Sheet page to view cost and bill rates, team roles, job codes, and project availability dates for project team members. Project team members appear on this page if you defined a project team role for the member.

See Viewing Team Rates.

Add Individual Employees to Project and Activity Teams

To directly add individual employees to a project and activity team:

Add a new row in the Project Team Members grid in the Project Definitions - Team page.

The Project Definitions - Team Detail page opens.
In the Project Definitions - Team Detail page, enter the employee, project role, and the start and end dates that the team member will work on the project in the specified role.
Click Add Member to Activity Team.

The Activity Team Assignment page opens for the selected team member.
In the Copy From grid in the Activity Team Assignment page, enter the team member's activity project role and date range that the team member will spend in that capacity.

Default values for the team member's activity role, start date, and end date are based on the member's project role and project availability dates. You can override the default values.
In the Recipient Activities grid, select activities to which you are assigning the employee, project role, and schedule from the previous step.
Click Copy.
Review the resource assignment criteria on the Project Definitions - Team Detail page and click Save.

To save the activity team assignment, you must save the data on the Project Definitions - Team Detail page. However, any updates that you make to this page are not reflected on the activity team unless you use the Add Member to Activity Team process beginning with step 1.

Remove Individual Employees from Project Teams

Perform either of these actions to remove an individual employee from a project team:

Delete the corresponding row in the Project Team Members grid in the Project Definitions - Team page.
Delete the corresponding row in the Team Member scroll area in the Project Definitions - Team Detail page.

Establishing Project Team Member Details and Schedules

Access the Project Definitions - Team Detail page.

Project team members can have multiple schedules with project roles that differ from the role that is defined for them on the Project Definitions - Team page.

Start Date and End Date	Displays the start and end dates of the project at the top of the page.
Employee ID	Enter the team member's employee ID.
Name	Displays the team member's name.
Email ID	Enter the team member's email address. This field is used to notify the team member of changes to the project's status.
Email Notify for Status Change	Select to notify the team member of changes to the project's status. The default value is Yes (selected). You must also enter the team member's email address in the Email ID field.
Description	Describe or justify the addition of this team member. This field displays the employee's job code if you added the team member by using the Add Members Using Job Code group box on the Project Definitions - Team page.
Add Member to Activity Team	Click to access the Activity Team Assignment page to add the project team member to activity teams and create activity schedules.

Availability Dates

Use the Availability dates grid to schedule a team member for different project roles with consecutive or nonconsecutive date ranges throughout the life of the project.

Project Role	Specify the team member's roles on the project. You can use project roles to control a member's access to project data, and as a basis for charging costs.
Project Manager	Select to designate the team member as the project manager for the period of time in the schedule row. You can designate any project team member as the project manager, regardless of the team member’s project role. A project can have different project managers for different time periods, but the time periods cannot overlap
Start Date and End Date	Enter the start and end dates that the team member is expected to work on the project in the specified role. Default values are based on the project start and end dates. You must enter a date range that falls within the project start and end dates. You can enter nonconsecutive date ranges. You cannot enter a date range that overlaps another schedule for the employee on this project.

Activity Team

The Activity Team grid displays a list of activities to which the resource is assigned.

Start Date and End Date

Displays the start and end dates for the specified activity. These dates may not correspond to the start and end dates of the team member's assignment to the activity.

Assigning Project Team Members to Activity Teams

Access the Activity Team Assignment page.

Note. You can access this page only when you assign a project team member to an activity team by clicking Add Member to Activity Team on the Project Definitions - Team Detail page. After you make the assignment, the page no longer appears.

To assign project team members and their roles and schedules to activity teams:

In the Copy From grid, select the schedule row that contains the project role and date range that you want to assign to activities.

Enter or modify the team member's roles, start dates, and end dates, as required.
In the Recipient Activities grid, select the activities to which you are assigning the team member in the selected project role and date range in the Copy From grid.
Click Copy.

The Project Definitions - Team Detail page appears; review the activities for this team member.
Click Save to add the team member's schedule and project role to the Project Team Members grid in the Project Definitions - Team page.

Viewing and Modifying Activity Teams

To view and modify activity teams, use the Project Activity Team component (PROJ_ACT_TEAM).

This section discusses how to:

Add and remove activity team members.
Copy activity team members from other activity teams.
Copy project team members to a single activity team.
Copy project team members to multiple activity teams.
View reported time by activity and employee.

Pages Used to View and Modify Activity Teams

Page Name	Object Name	Navigation	Usage
Activity Definitions - Team page	PROJ_ACT_TEAM_01	Project Costing, Activity Definitions, Team, Team	View, add, and delete members of an activity team.
Assign Team from Project	PROJ_TEAM_COPY	Click Copy from Project on the Activity Definitions - Team page.	Copy selected project team members and their schedules to a single activity team.
Assign Team from Project	PROJ_TEAM_COPY	Click Copy from Activity on the Activity Definitions - Team page.	Copy selected activity team members and their schedules to a single activity team.
Assign Team from Project	PROJ_TEAM_COPY	Project Costing, Activity Definitions, Assign Team from Project, Assign Team from Project	Copy selected project team members and their schedules to multiple activity teams.
Select activities for resources/requirements	PC_TEAM_ACT_SELECT	Click Next in the Assign Team from Project page. The Next button is available only on the Assign Team from Project page that you access by using the navigation path Project Costing, Activity Definitions, Assign Team from Project.	Select the activity teams to which you want to copy the project team members that you selected on the Assign Team from Project page.
Time by Activity	PC_LABOR_ACT_TIME	Click the Reported Time Chart link on the Activity Definitions - Team page.	Review labor by activity. The system retrieves transactions from the Project Transactions Summary table (PC_SUMMARY_TBL) for transactional rows with an analysis type in the LABOR analysis group.
Time by Employee	PC_LABOR_EMP_TIME	Click inside a charted area on the Time by Activity page for a specific employee.	Review project labor by employee. The system retrieves transactions from the Project Transactions Summary table for transactional rows with an analysis type in the LABOR analysis group.
Activity Team Standard Rate Sheet	PC_ACT_TEAM_RATES	Click the Activity Team Rates link on the Activity Definitions - Team page.	View the cost and bill rates for activity team members by employee, job code, or role.

Adding and Removing Activity Team Members

Access the Activity Definitions - Team page.

To directly add an individual employee to an activity team, add a new row in the Activity Team Members grid and enter the team member's employee ID and project role. You can add employees to the activity team only if they exist on the project team.

To remove an individual employee from an activity team, delete the corresponding row in the Activity Team Members grid. The employee is removed from the activity team, but remains on the project team.

Copy from Project	Click to access the Assign Team from Project page to add project team members to the activity team. See Copying Project Team Members to a Single Activity Team.
Copy from Activity	Click to access the Assign Team from Project page to add activity team members from another activity team that is associated with the same project. See Copying Activity Team Members from Other Activity Teams.
Create Work Order	Click to access the Create Work Order page to create a work order in Maintenance Management for this project activity. The system copies the project business unit, project, activity, activity schedule, and resources to the Create Work Order page. The Create Work Order button appears for active projects if all of these conditions exist: You use Maintenance Management. The project is an actively managed project. For actively managed projects, the Work Order Managed option is cleared on the Project Definitions - General Information page. The project processing status is active. See Creating Work Orders and Work Order-Managed Projects in Project Costing.
Reported Time Chart	Click to access the Time by Activity page, which displays a graph of the reported time for activity team members.

View Activity Team Rates

Click the Team Rates link to access the Activity Team Standard Rate Sheet page to view the charge rates for activity team members and unassigned positions of the activity team.

See Viewing Team Rates.

Copying Project Team Members to a Single Activity Team

Access the Assign Team from Project page from the Copy from Project button on the Activity Definitions - Team page.

To copy project team members to a single activity team, click Copy from Project on the Activity Definitions - Team page where you want to add team members.

Select Team Members to Copy	Select individual project team members that you want to copy to the activity team, or click Select All for the system to select all project team members to copy.
Schedule	Select each project team member's schedule to apply to the activity team.
Copy	Click to access the Activity Definitions - Team page with the selected project team members added to the Activity Team Members grid. Save the page to complete the copy process.

Copying Activity Team Members from Other Activity Teams

Access the Assign Team from Project page from the Copy from Activity button on the Activity Definitions - Team page.

To copy team members from one activity team to another, click Copy from Activity on the Activity Definitions - Team page where you want to add team members.

Select Activity	Select the activity from which you want to copy team members.
Fetch	Click to retrieve the list of activity team members from the selected activity.
Select Team Members to Copy	Select individual employees to copy, or click Select All for the system to select all activity team members to copy.
Copy	Click to copy the selected team members to the original activity. The Activity Definitions - Team page appears with the selected team members added to the Activity Team Members grid.

Copying Project Team Members to Multiple Activity Teams

Access the Assign Team from Project page from the menu navigation Project Costing, Activity Definitions, Assign Team from Project.

Use the menu navigation to access the Assign Team from Project page for the project. Select the project team members and schedules, and click Next to access the Select activities for resources/requirements page to complete the process of adding project team members to multiple activity teams.

Select Activities for Resources/Requirements

Access the Select activities for resources/requirements page.

Use this page to complete the process of adding project team members to multiple activity teams.

Recipient Activities	Select the activities to which you want to copy the selected team members and schedules.
Copy	Click to complete the copy process to each of the selected activity teams. A status message appears on the page, indicating that the new team members are added to the selected activities.

Viewing Reported Time by Activity and Employee

Access the Time by Activity page.

You can select a different project activity, unit of measure, and type of chart, as desired, and click Draw Chart.

Click inside a charted area on the Time by Activity page for a specific employee to view a chart showing the amount of time that the employee reported on all activities for the project.