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How to have resources self assign tasks assigned to a team assignment pool resource.

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I have a customer who wanted to be able to assign project plan tasks to a team resource, then have the actual users self assign those tasks from My Tasks in PWA.  What she was asking for is called team assignment pooling.

You can use teams to pool assignments under a single resource where they can be later reassigned to other resources. For example, you could create a team resource named "Development" to which you assign software development tasks. By assigning this resource to the Development team and selecting the Team Assignment Pool check box, you enable other users on the Development team to see any tasks assigned to the Development resource and to accept the assignments in PWA. You could also select Team Assignment Pool for a team lead and have all assignments go through that person for distribution to team members.

Here's how you go about setting this up...

Setup the lookup table and custom field.
1. As an administrator, go to PWA > Server Settings > Enterprise Custom Fields. 
2. Create a custom lookup table called Team Name and populate it with the team names that you want to use.  In this example, I used “Team 1 DEV”.  You might use DEV Team 1, DEV Team 2, etc.  Try to avoid using managers' names in the team names because they will change every so often.
3. Edit the Team Name custom field to use the new Team Name lookup table.  You will be asked if you want to make the association permanent; you do.

Configure users.
4. As an administrator, go to PWA > Server Settings > Manager Users.
5. Edit user account.
6. In Team Details section, check the Team Assignment Pool box and select "Team 1 DEV". 
7. Repeat for any other users on Team 1 DEV.  Additionally, you can make these edits from Resource Center by multi-selecting and choosing to Edit Resource or clicking Open in the Editing group of the Resources ribbon.

Create team assignment pool resource.
8. While in Manage Users, create a Work resource called "Team 1 DEV Resource" and set its Team Details field to Team 1 DEV in the same manner.

Create project plan
9. Create project plan in Project Pro.
10. Build Team from Enterprise and add Team 1 DEV and the resource who are part of Team 1 DEV.
11. Assign appropriate tasks to Team 1 DEV Resource user.
12. Save and publish.

User Actions
13. Log into PWA as a regular user.
14. Go to Tasks.
15. From the Tasks ribbon, click Insert Team Tasks.
16. Select the checkbox for the task you will assign yourself to.
17. Click Assign to Me from the Tasks group on the Tasks ribbon.
18. Click Tasks in Quick Launch.
19. The new task is self assigned to the user.

Reference:

https://office.microsoft.com/en-us/project-server-help/add-a-user-account-in-project-server-2010-HA101827971.aspx,
Team Details section.

Comments

  • Anonymous
    January 01, 2003
    Hi Jimbo! Thanks for commenting.

    I had to dust off my notes so I could answer your questions below. Basically, a team task can be self assigned once by one resource to himself. If more than one resource needs to be assigned, the Project Manager should have done it originally but can always change the assignments later. I imagine the product group included this feature because they wanted a way for Project Managers to be able to say "here are several jobs that need to be done, so you all go figure out who's going to do which task amongst yourselves."

    Here are the answers to your specific questions:
    1. When a team member self-assigns a task in this way, are they 'added' to the task or do they replace the Team resource? brwhite: The "live person" resource replaces the team resource place-holder.
    2. Can additional team members self-assign to tasks that have already been 'claimed'? brwhite: No. Once a team task is self assigned, the other team members no longer see it when they select Insert Team Task in My Tasks.
    3. What happens to the value of the Work field if multiple team members self-assign to a task (assuming a Fixed Work task type)? brwhite: Self assignment can only happen once, so this situation doesn't happen.
    4. Is this an effective method to allow any number of resources to share the work for a given task without the Work column increasing? brwhite: Again, self assignment can only happen once, so this situation doesn't happen.

    I hope this helps!
  • Anonymous
    August 04, 2014
    Great post, Brooks. I have some of questions:
    1. When a team member self-assigns a task in this way, are they 'added' to the task or do they replace the Team resource?
    2. Can additional team members self-assign to tasks that have already been 'claimed'?
    3. What happens to the value of the Work field if multiple team members self-assign to a task (assuming a Fixed Work task type)?
    4. Is this an effective method to allow any number of resources to share the work for a given task without the Work column increasing?

    thanks!
  • Anonymous
    August 19, 2014
    Thanks, Brook.

    This is the issue we're facing:
    A Fixed Work task of 10 hours is assigned to two Resources. By default the 10 hours is split evenly between them (5 hours each). If Resource A submits 2 hours and Resource B submits 6, rather than the Work staying 'Fixed' at 10 hours, with Resource B taking an hour away from Resource A, the Work column gets bumped to 11 hours. This is bad news for billable projects because it becomes too easy to go over pre-approved budget if the PM misses the change.

    Is there any way around this behavior such that 'Fixed Work' will remain Fixed and Task Usage is automatically adjusted in a split-work scenario?

    Thanks!