Staffing Overview: Dates

The Dates view of the Staffing Overview provides an overview of the roles and the resources assigned to them in a project. This is especially important if you are a project lead. You can view both the demand and staffing of a role at a glance and make modifications as required. This helps you to adapt your project to staffing changes. You can check which tasks the resources are assigned to and you can view the start and finish dates of the role, staffing, task assignment, or candidate. You carry out the activities by left-clicking on the context menu icon next to the role or resource.

Note Note

You can also display resource information in graphical format. For more information, see Resource Management Graphics.

End of the note.

Prerequisites

If you want to display the confirmed effort of roles in the Staffing Overview, you have made a corresponding entry for area 0011 Staffing and Resource Management, setting 0002 Confirmed Role Effort in Staffing Overview of Projects in Customizing for SAP Portfolio and Project Management under Start of the navigation path Project Management Next navigation step Basic Settings Override Default Global Settings End of the navigation path .

You can determine which export function you want to use for resource planning data (Staffing Overview and Resource Overview screens).

The default export function allows you to export the data in CSV (Comma Separated Values) format.
If you want to use an enhanced and harmonized export function, you must make a corresponding entry for area 0013 Additional Features, setting 0006 Export of Resource Planning Data in Customizing for SAP Portfolio and Project Management under Project Management Basic Settings Override Default Global Settings .
This function replaces the default export function and provides the following export options in the toolbar:
- Export only visible rows
- Export all rows
Once you have chosen one of these options, the system generates the Microsoft Excel file. You can open the file directly or save it to your file directory. The display format, options, and limitations correspond to the Microsoft Excel standard functions (for example, outline of rows).

The system transfers the data into a hierarchical format to represent the project structure. If applicable, the system converts symbols into text information.

Features

To access the Dates view of the Staffing Overview, go to the Resources view of your project, open the Staffing Overview subview and select the Dates radio button.

The system displays the following objects in the Dates view of the Staffing Overview:

Roles, indicated by their names
- Staffing, indicated by the name of the resource
  - Assignments of tasks to the staffing, indicated by the names of the tasks
- Candidate, indicated by the name of the resource
- Assignments of tasks to the role, indicated by the names of the tasks

The following sections describe the information that you can find about these objects in the Staffing Overview.

Planned Demand and Assigned Effort

Object	Total Demand	Calculated Demand	Booked	Remaining Demand	Assigned Effort	Unit
Role	Total demand of the role or total of all periods if the role is distributed.	Total work of task assignments	Total assigned effort from all hard bookings	Total demand minus total of all hard bookings (value in the Booked column)	Total assigned effort from all hard bookings	Time unit for demand and assigned effort
Staffing	None	Total demand of role	None	None	Total assigned effort from all resources assigned to this role
Task assignment	None	Total work of task	None	Remaining work of task (total work minus total work of all task assignments for the task)	Total work of task assignment
Candidate	None	None	None	None	None

The Distributed column indicates whether or not you can distribute the demand or effort of a role or staffing over several periods during resource planning. If distribution is not active for a role, you can edit the total demand of the role and the assigned effort of its resources in the Dates view. The Distributed column is not relevant for task assignments or candidates.

Confirmed Effort

If time recording for roles is activated in your project type and one or more confirmations have been entered for a role, the total effort confirmed for the role is displayed in the Confirmed Effort column with the corresponding time unit in the Unit column next to it. These two columns are not relevant for staff assignments, candidates, or tasks assignments.

Dates

Object	Fixed Start	Fixed Finish	Calculated Start	Calculated Finish
Role	Start date of the role	Finish date of the role	Start date of the project	Finish date of the project
Staffing	Start date of the staffing	Finish date of the staffing	Start date of the role	Finish date of the role
Task	Start date of the task assignment	Finish date of the task assignment	Start date of the possible time frame	Finish date of the possible time frame
Candidate	None	None	None	None

Status

Object	Green Icon	Red Icon	Green/Yellow Icon	Yellow Icon
Role	Fully staffed (Demand = Booked)	Not staffed (Booked = 0)	Overstaffed (Demand < Booked)	Partially staffed (Booked < 0; Booked < Demand)
Staffing	Fully assigned (Remaining Availability = 0)	Not assigned (Assigned Effort = 0)	Overbooked (Assigned Effort > Availability)	Partially assigned (Remaining Availability < 0)
Task assignment	The task is fully staffed (Remaining Demand = 0)	The task is not staffed or the total work is zero (Assigned Work = 0)	The task is overstaffed (Work of Task < Assigned Work)	The task is partially staffed (Remaining Work < 0)

There is no status information for candidates.

Activities

You can carry out the following activities from the Staffing Overview:

Create new roles. For more information, see Creating a Role.
Include existing roles. For more information, see Creating a Role.
Change the sequence of roles. For more information, see Sorting Roles.
Delete selected roles.
Export the table to a spreadsheet.
Search for resources. For more information, see Resource Search.
Use the context menu for the following activities for each object:
- Role
  - Display the detail data for the role by choosing Details in the context menu of the role name. The Details screen for the role. For more information, see General Definition of a Role.
  - Staff or assign candidates to the role by choosing Assign Candidate or Staff in the context menu of the role name. This leads you to the Staffing tab page. For more information, see Staffing of Roles with Resources.
  - Copy or delete roles by choosing Copy or Delete in the context menu of the role name.
  - Assign tasks to the role by choosing Assign Task in the context menu of the role name. This leads you to the Tasks tab page. For more information, see Task Assignment.
  - Determine the demand of a distributed role automatically from the assigned tasks by choosing Update Role According to Tasks in the context menu of the role name. The system then recalculates the demand from the role- to-task assignments.
- Staffing
  - Display the detail data for the role by choosing Details in the context menu of the resource name. The Staffing tab page appears.
  - Create a hard booking for the resource by choosing Create Hard Booking in the context menu of the resource name. This activity is only available for a soft-booked staffing. If you choose this context menu entry, the system creates a hard booking for this resource and the color of the status symbol changes from yellow to green.
  - Assign tasks to the resource by choosing Assign Task in the context menu of the resource name. The Tasks tab page appears.
  - Remove the assignment of a resource to a role by choosing Delete Staffing in the context menu of the resource name.
- Task assignment
  - Display the detail data for the task by choosing Details in the context menu of the task name. The Tasks tab page appears.
  - Assign a task to a resource by choosing Assign to Resource in the context menu of the task name.
  - Remove the assignment of a task to a resource by choosing Delete Task Assignment in the context menu of the task name.