Managing Scheduled Hours in Resourcing

Overview

You can manage scheduled hours from the following Resourcing areas:

• Resource Center—A central location where you can easily manage resource supply and demand across projects and quickly update allocated hours and assignments as project needs change.
• A project's Resourcing tab—A resourcing area within the project workspace that allows you to narrow your focus to one specific project, with the project members and the resource plan in one place.

From either of these areas, you can manage allocated hours at the project level, then drill down to the task level to manage scheduled hours for your resources. For information on the different types of hours in Kantata OX, see Hour Types in Kantata OX.

To add, edit, or delete scheduled hours in the Resource Center, you must have access to schedule hours through Project Permissions or the Resource Management Access Group set. Within a project's Resourcing tab, you only need Project Permissions to schedule hours.

Managing Scheduled Hours

With the proper permissions and access, you can create or modify scheduled hours assignments individually on the timeline.

How to Add Scheduled Hours

1. Navigate to a Resourcing area in Kantata:
   • Projects > select a project > Resourcing
   • Resourcing > Resource Center > Team Members
   • Resourcing > Resource Center > Projects
2. From the respective Resourcing page, expand the project and resource rows to reveal the task rows.
   
   Note: Depending on where you are in Kantata, the order of these rows may vary. For example, the resource row is the top-level row in the Team Members tab.
   
3. Locate the task that you want to add scheduled hours to, then click and drag from the day you want the scheduled hours to start to the day you want the scheduled hours to end. The Add Scheduled Hours modal opens.
   Note: In order to add scheduled hours, you must have Project Permissions or Access Groups permissions to schedule hours.
   
4. Enter the number of scheduled hours per day that you want to add to the task for the resource and—if necessary—adjust the Start Date or End Date.
   
5. Click Save. The scheduled hours bar appears on the timeline.

How to Edit Scheduled Hours

1. Navigate to a Resourcing area in Kantata:
   • Projects > select a project > Resourcing
   • Resourcing > Resource Center > Team Members
   • Resourcing > Resource Center > Projects
2. From the respective Resourcing page, expand the project and resource rows to reveal the task rows.
   
   Note: Depending on where you are in Kantata, the order of these rows may vary. For example, the resource row is the top-level row in the Team Members tab.
   
3. Locate the task that you want to edit scheduled hours for, then click on a scheduled hours bar. The Edit Scheduled Hours modal opens.
   Note: In order to edit scheduled hours, you must have Project Permissions or Access Groups permissions to schedule hours.
   
4. Update the Start Date, End Date, or Hours/Day fields, and then click Save. The updated information appears on the timeline.

How to Adjust Scheduled Hours Dates

1. Navigate to a Resourcing area in Kantata:
   • Projects > select a project > Resourcing
   • Resourcing > Resource Center > Team Members
   • Resourcing > Resource Center > Projects
2. From the respective Resourcing page, expand the project and resource rows to reveal the task rows.
   
   Note: Depending on where you are in Kantata, the order of these rows may vary. For example, the resource row is the top-level row in the Team Members tab.
   

3. Locate the task with scheduled hours you want to adjust, hover over the scheduled hours bar, and perform one of the following actions:

   • Shift hours—Click and hold the center of the bar and drag it to the desired date range.
     
   • Adjust start date—Click and drag the left edge of the bar to extend or shorten the period of scheduled hours and change the start date.
     
   • Adjust end date—Click and drag the right edge of the bar to extend or shorten the period of scheduled hours and change the end date.
     

   The changes you make will reflect on the timeline.

   Note: In order to edit scheduled hours, you must have Project Permissions or Access Groups permissions to schedule hours.

How to Delete Scheduled Hours

1. Navigate to a Resourcing area in Kantata:
   • Projects > select a project > Resourcing
   • Resourcing > Resource Center > Team Members
   • Resourcing > Resource Center > Projects
2. From the respective Resourcing page, expand the project and resource rows to reveal the task rows.
   
   Note: Depending on where you are in Kantata, the order of these rows may vary. For example, the resource row is the top-level row in the Team Members tab.
   
3. Locate the task with the scheduled hours you need to delete, then click the scheduled hours bar next to the task in the timeline.
   
4. In the Edit Scheduled Hours modal, select Delete. Scheduled hours are removed from the task.
   Note: In order to delete scheduled hours, you must have Project Permissions or Access Groups permissions to schedule hours.
   

Managing Scheduled Hours in Bulk

Using the More (“   ”) menu on the task row, you can distribute, reassign, or clear scheduled hours for a resource on a task if you have the proper permission. Depending on your selections, you can clear or modify all scheduled hours or just hours that fall within a specific timeframe.

How to Distribute Scheduled Hours

You can quickly create scheduled hours based on the task's current information and determine how to distribute the hours.

1. Navigate to a Resourcing area in Kantata:
   • Projects > select a project > Resourcing
   • Resourcing > Resource Center > Team Members
   • Resourcing > Resource Center > Projects
2. From the respective Resourcing page, expand the project and resource rows to reveal the task rows.
   
   Note: Depending on where you are in Kantata, the order of these rows may vary. For example, the resource row is the top-level row in the Team Members tab.
   
3. Locate the task that you want to distribute scheduled hours for, then click the More (“   ”) icon and click Distribute Hours.
   
   
   Note: In order to distribute scheduled hours, you must have Project Permissions or Access Groups permissions to schedule hours.
4. In the Distribute Scheduled Hours modal, review the task’s Start and Due dates, existing scheduled hours, and any resource estimated hours, then—if needed—update the number of scheduled hours to create in the Distribute field.
   Note: The number of hours in the Distribute field prepopulates based on the task’s current assignments for resource estimated hours and scheduled hours.
   

5. Select a Distribution Method to indicate how the hours should be distributed:

   • Frontload—Schedules hours moving forward from the starting date you enter.
   • Distribute Evenly—Schedules hours evenly between the two dates you enter.
   • Backload—Schedules hours moving backward from the ending date you enter.
   • Consume Set Amount—Schedules a set amount of hours each day between the two dates you enter.
   
6. In the Workweek section, select additional days that you would like to schedule hours on or deselect days that you would not like to schedule hours on.
   Note: The dates that are selected by default are determined by the team member’s custom workweek or the account default workweek.
   
7. When finished, select Distribute Hours. The scheduled hours distribute as indicated.

How to Reassign Scheduled Hours

1. Navigate to a Resourcing area in Kantata:
   • Projects > select a project > Resourcing
   • Resourcing > Resource Center > Team Members
   • Resourcing > Resource Center > Projects
2. From the respective Resourcing page, expand the project and resource rows to reveal the task rows.
   
   Note: Depending on where you are in Kantata, the order of these rows may vary. For example, the resource row is the top-level row in the Team Members tab.
   
3. Locate the task that you want to reassign scheduled hours for, then click the More (“   ”) icon and select Reassign Hours.
   
   
   Note: In order to reassign scheduled hours, you must have Project Permissions or Access Groups permissions to schedule hours.
4. In the Reassign Scheduled Hours modal, choose if the hours you want to reassign occur After, Before, or Between specific dates, then enter the date or date range.
   
5. Choose whether the hours will be reassigned to a Named or Unnamed resource, then select the specific role or user from the drop-down menu.
   
   
   Note: Specific named and/or unnamed resources only appear in the drop-down menu based on your Project Permissions or Access Group permissions. For example—depending on which Resourcing area you are reassigning hours from—without Project Permissions to invite people to projects or Access Groups permissions to edit named resources, you will only see people that are already participating in the project. The order that named resources appear may also be affected by Resource Recommendations.
6. If the selected resource is not already participating in the project, determine whether you would like to copy custom field values, skills, and Organizations information from the previous assignee and transfer these attributes to the new assignee. If not, deselect the Copy Resource Attributes checkbox.
   
7. When finished, click Reassign. The hours within the specified timeframe are moved from the previous assignee to the new assignee.

How to Clear Scheduled Hours

1. Navigate to a Resourcing area in Kantata:
   • Projects > select a project > Resourcing
   • Resourcing > Resource Center > Team Members
   • Resourcing > Resource Center > Projects
2. From the respective Resourcing page, expand the project and resource rows to reveal the task rows.
   
   Note: Depending on where you are in Kantata, the order of these rows may vary. For example, the resource row is the top-level row in the Team Members tab.
   
3. Locate the task that you want to clear scheduled hours for, then click the More (“   ”) icon and select Clear Hours.
   
   Note: In order to clear scheduled hours, you must have Project Permissions or Access Groups permissions to schedule hours.
4. In the Clear Scheduled Hours modal that appears, select the timeframe that you want to clear scheduled hours for:
   • Anytime—Selected by default, this option clears all of a resource's scheduled hours.
   • Before—This option clears only the resource’s scheduled hours that occur on or before the selected date.
   • After—This option clears only the resource’s scheduled hours that occur on or after the selected date.
   • Between—This option clears only the resource’s scheduled hours that occur between the two selected dates. Any scheduled hours on the selected dates are also cleared.
5. If you selected an option that requires a date, select a date—or date range—to indicate which scheduled hours you want to clear.
   
6. Select Clear Hours. The resource’s scheduled hours on the task that fall within the indicated timeframe are cleared.