Multiple work assignments with non-reporting assignment

Question

Hi All,

Do we have a way to create two work assignments for below requirement.

There should be two or many assignments where one assignment is primary (task leader) and others are secondary. Only reporting should be done by the primary assignment. Others are supportive and do not report time to the work. It is like booking of few other resources to support main assignee.

Crew functionality does not matching with this since these grouping are dynamic and short term.

In IFS, if you create assignments all has to complete the work to automatically transfer the work task status to “Work Done”.

Is there a way to work with a primary assignment and a dummy assignments?

TIA.

Bhanuka Abeygoonawardana · Accepted Answer

Hi ​@kasunhp,Kindly refer to the following explanation with possible options.Business RequirementYou would like to assign multiple people to a single work task where:One person acts as the primary assignee (task leader)Only the primary assignee reports time and completes the workOther people act as supporting resources and do not report timeSupporting resources should not prevent the work task from reaching Work DoneStandard IFS Cloud BehaviorIn IFS Cloud, all work assignments are treated equally:Every assignment can report timeA work task is set to Work Done only when all assignments are completedThere is no standard concept of a “primary” or “support only” assignmentThis means that the requested behavior is not supported out of the box. However, the following options can be used to achieve a similar outcome.Option 1: Single Assignment (Task Leader Only)DescriptionOnly one work assignment is created for the task leader. Supporting resources are considered during planning (for example in estimated hours or planning notes), but are not created as work assignments.What this means for youOnly one person reports the time.The work task completion is straightforward and controlled by the task leader.No risk of tasks being blocked by additional assignments.BenefitsClean and simple processFully standard IFS Cloud behaviorNo workarounds or customizationLowest operational riskLimitationSupporting resources are not explicitly visible as assignees on the task.Best suited whenThe priority is correct task completion and time reporting.Supporting resources do not need to be formally assigned.Option 2: Primary Assignment with Supporting AssignmentsDescriptionA work assignment is created for the task leader and additional assignments are created for supporting resources.All supporting assignments are immediately set to Cancelled, while the primary assignment is executed normally.What this means for youOnly the primary assignment reports time.Supporting resources are visible on the work task.Cancelled assignments do not block the task from being completed.BenefitsSupporting resources are clearly visible.No time reporting required from supporting resources.Uses standard assignment statuses (no customization).ConsiderationsRequires process discipline or automation to cancel supporting assignments.Cancelled assignments remain visible for audit and history purposes.Best suited whenVisibility of supporting resources is importantCustomization is not desirableOption 3: Primary and Secondary Assignments via CustomizationDescriptionA customized solution is introduced to explicitly mark one assignment as “Primary” and others as “Secondary”, with system logic enforcing:Time reporting only for the primary assignmentWork task completion controlled only by the primary assignmentBenefitsClosest match to the desired business conceptClear distinction between task leader and supporting resourcesConsiderationsRequires customizationHigher maintenance and upgrade impactNot standard IFS Cloud functionalityBest suited whenThe requirement is mandatory and cannot be met by standard processes

kasunhp · Answer

Hi ​@Bhanuka AbeygoonawardanaI was also thinking about the option 2.I’m thinking using Service Notes or Task Description to share information to secondary assignments.Additional Note: It’s so impressive you formulated answers.😊

Option 1: Single Assignment (Task Leader Only)

Option 2: Primary Assignment with Supporting Assignments

Option 3: Primary and Secondary Assignments via Customization

Option 1: Single Assignment (Task Leader Only)

Option 2: Primary Assignment with Supporting Assignments

Option 3: Primary and Secondary Assignments via Customization

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