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Navigating to Resource Requests

Using Resource Requests

Resource Requests are requests made from agents to allocate available company Resources for specific tasks. The availability of Resources depends on the Resource entries generated from Resource Plans. Requests may be directly approved, or created in a 'Pending' Life Cycle State, requiring Approval from authorised personnel.
As Resource Requests are specific to One-Time Services added on Activities, Resources are booked to complete the specific Service, i.e. the installation of hardware. 
The request for the Resources can be done through the Activities Data Entry page or through the Resource Request Data Entry page.

• Navigate to Resource Requests and explore existing entries via the Summary page. 
• Click on the link (Name or Number) of the entry of your interest to enter the Data Entry page and see more detail. 
• Use the Actions Menu to create a NEW Resource Request or modify (EDIT) an existing one. 
• Use BACK to return to the Summary page and CANCEL to revert any unwanted changes made to the Resource Request. 
• Click on ACTIONS to discover other possibilities available for Resource Requests.
• Click on the Audit Log button to view a log of changes performed on the displayed Resource Requests.

Check the Validations & Restrictions Table for a list of available Actions when working with Resource Requests including each Action's related restrictions, validations and a description of its system process.  View the Attributes Table below for a comprehensive description of the Resource Requests fields.  

Validations & Restrictions

Attributes

An * indicates a field is mandatory.

Selecting an Available Resource Plan Entry

The process for requesting a Resource through the Resource Requests page or through the Activity page is the same.

 

1. Provide the following information and click to SEARCH within the available Resource Plan Entries.
   1. Requested Unit
      If 'Assigned to Unit' is already defined for the Activity, then automatically the Unit is set in the Requested
   2. From Date and To Date (optionally providing the desired hour slots)
      1. From Date: If the Start Date of the Job or Activity is defined and is greater than the current date, then From date is set to Start Date, otherwise is set to the current date.

      2. To Date:  Automatically set to the Estimated Completion Date of the Activity. If not available or Estimated Completion Date of the Job/Activity is greater that the current date then it is set equal to: From date +  7 days

   3. Request Resources, in the Action Details section, is set based on the Number of Resources defined in the Resource Requests Data Entry page.
2. Taking the following into account, the System searches for available Resource Entries that meet the required criteria:
   1. Requested Unit 
   2. Service
   3. From Date
   4. To Date
3. Available Resources will be displayed in the SEARCH RESULTS section.
   1. Planned Resources: The number of Resources defined when creating the plan.

   2. Available Resources: The number of Resources that have not yet been booked.

      If the Planned Resources < Available Resources, it means that Overbooking Percentage has been set to be greater than 0 % and (most likely) no Resources have yet been allocated.

      If the Planned Resources > Available Resources, it means that some Resources have already been allocated and thus removed from the available Resources.

4. Check the select box to the left of the entry you would like to book and click on SELECT.

   Resources from two different entries (two different days) cannot be booked.
   As many slots as necessary can be booked from the same entry (day), but that will be greater or equal to the Minimum Duration, and less than or equal to the Maximum Duration set on the Service when creating a Resource Plan.

Additional Actions for Resource Requests

Accepting Resource Requests

One or multiple Resource Requests can be accepted. On accepting a Resource Request its Life Cycle State is automatically set to 'Accepted' and the Resource Plan entry is reserved against that request, affecting immediately the Resource's availability. 

1. Navigate to MANAGE Resource REQUESTS.
2. Search for a single Resource Request with its Life Cycle State set to 'Pending'.
3. Click on the Number of the request you want to access to go to the Data Entry page.
4. From the Actions Menu click on ACTIONS > ACCEPT.

Rejecting Resource Requests

One or multiple Resource Requests can be rejected. On rejecting a Resource Request its Life Cycle State is automatically set to 'Rejected' and the Resource availability is not affected.

1. Navigate to MANAGE Resource REQUESTS.
2. Search for a single Resource Request with its Life Cycle State set to 'Pending'.
3. Click on the Number of the request you want to access to go to the Data Entry page.
4. From the Actions Menu click on ACTIONS > REJECT.

Cancelling Resource Requests

One or multiple Resource Requests can be cancelled. On cancelling a Resource Request its Life Cycle State is automatically set to 'Cancelled' and the Resource availability is not affected.

1. Navigate to MANAGE Resource REQUESTS.
2. Search for a single Resource Request with its Life Cycle State set to 'Pending', 'Accepted' or 'Rejected'.
3. Click on the Number of the request you want to access to go to the Data Entry page.
4. From the Actions Menu click on ACTIONS > CANCEL.