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New User Experience: Resource Allocations and Staffing

Last update March 8, 2019

As a resource manager (Derrick), use Staffing to manage your team allocations and address staffing requirements for investments.

 


About Resources and Investments in the New User Experience

A resource manager is automatically granted resource edit and booking rights to perform staffing activities on the direct reports or team.

To replace roles and fill incoming role requests from the project coordinator (Barb), verify you have hard or soft booking rights on those roles in the system and view or edit rights on the investment.

Use the Resources to Investments view (also known as the Resources view) to see a list of resources. For each resource, you can also see the investments to which they are allocated. You have booking rights to these resources or they report to you.

You can answer the following questions from the view:

  • What is my team working on?
  • Where are the bottlenecks?
  • How can I balance the workload?

Use the Requests view to review a list of investment staffing requests from the project coordinator. Help staff investments and better balance the team workload based on incoming requests.

Note: To work with resources in the New User Experience, define base and resource calendars in Classic Clarity PPM. The current resource availability that is used for planning purposes is based on the calendars. How you allocate a resource is based on their availability. See Configure Calendars, Shifts, and Work Days.

Video: Setting Up Resource Management Views

To use the new resource management views, existing customers must work with their administrators to verify that their data is available for editing in the New User Experience

In the following video, you learn how to complete the following tasks in Classic Clarity PPM:

  • Populate the resource management views with data
  • Allow users access to the Staffing (Resources) feature
  • Remove mixed booking allocations

Tip! To play the video in full screen, click the YouTube logo in the right of Settings at the bottom of the video.


Manage Allocations by Resources

A primary responsibility of the resource manager is to balance the team capacity with incoming staffing requests.

The Resource to Investments view allows you to do the following tasks:

  1. See active investment allocations for resources that report to you.
  2. Set or edit default allocation % for resources. This new field is available on Resources to Investment View, Investment to Resources View and the Role Request view. 
  3. View FTE (full-time equivalent) as a total based on all the allocations for each team member in the time periods grid. Forecast amounts and totals are also displayed for each team member next to the FTE values. The type and range of time periods on the view is displayed based on your selection in the telescope calendar.

For example, Derrick sets the telescope calendar to display four monthly fiscal time period columns for 2016 (January through April) in the resource management views. Mike Jones is an active resource that reports to Derrick. Mike is associated to three active investments as requested or booked for the periods. He is booked for two of the investments and requested to work for the remaining one. In this case, the total FTE is calculated over the three investments for Mike for each time period column in the grid.

To configure the default view to see allocation amounts in hours instead of FTE, use the menu on the view. Also, you can configure if you want to display more time periods in the columns on the view. See Change the Planning Horizon for details.

Click Maximize to see the entire list of resources and hide the requests view, when on the Resources Investment view. Click Restore to restore the view.

Balance Resource Workload

Use the Resources to Investments view to manage resource allocations and balance out the workload.

For example, Derrick wants to balance out the workload for Beth Roberts with Tony Trevino as Beth is over allocated. The following image shows how Derrick uses the tab to only see Beth and Tony:

The image shows how Derrick uses the Pinned tab to just see Beth and Tony

To load-balance some of the work from Beth to Tony, Derrick adds Tony to the ACME Phone Package 7.0 investment, as shown in the following image:

To load balance some of the work from Beth to Tony, Derrick adds Tony to the ACME Phone Package 7.0 investment as shown in the image

To re-balance some of the work from Beth to Tony, Derrick uses the copy-and-paste capabilities to update the values. The red over-allocation color now goes away for Beth as shown in the following image:

To re balance some of the work from Beth to Tony, Derrick uses the copy-and-paste capabilities to quickly update the values. The red over-allocation color now goes away for Beth as shown in the image

Note: On the pinned tab, you can filter resources based on Investment Manager, Investment OBS, Investment Type, Investment and Investment Active Status only.

View Team Member Allocation Summary

Review a team member row to get a quick allocation summary. Expand the row to see a list of investments where the team member is currently allocated within the time periods. The total allocation from the child investments is summed up at the parent resource level. Over allocation for a resource is red and under allocation is green.

Add Allocations to a team member workload

Add allocations to a team member workload if they have remaining capacity. The following conditions apply:

  • The team member is not already allocated to the investment.
  • You have hard booking rights for the resource and you have view or edit rights to the investment
    or you have soft booking rights for the resource and you have edit rights to the investment.

Expand the resource for which you want to add an allocation and click the plus (+) icon next to it. Search for an existing investment by name or ID and add to the resource workload. Only investments for which you have view or edit rights appear in the lookup.

Remove allocations from a team member workload

Remove an investment for which you have either view or edit rights from a team member allocation to reduce the load. The following conditions apply:

  • You have hard booking rights for the resource and you have either view or edit rights for the investment
    or you have soft booking rights for the resource and you have edit rights for the investment and the booking status is set to soft.
  • No actuals are posted against the investment.
  • The investment is not locked using an internal or external scheduler such as Autoschedule, Microsoft Project, or Open Workbench.

Expand the resource for which you want to remove an allocation and click the cross (X) icon next to it.

Edit the allocation for a team member

With investment rights and resource booking rights, you can edit the allocation value to either increase or decrease the amount of time they spend on an allocation. For example, a resource is currently assigned to work full time on an investment (that is, 1 FTE). You want the resource to spend only half their time on this investment so they can spend the remaining time on another investment. In this case, you can edit the allocation values for the two investments so the resource is allocated for only 0.5 FTE on each.

You can set the Allocation % field as 50 in both the investments. The FTE row displays 0.50 as the value for the resource, for both the investments.

Note: If you manually change the value of FTE, inline for a particular time grid, the new value is displayed only for the particular time grid. All the other rows display the allocation value, based on the Allocation % set for the investment. 


Example:

Mike Jones is a resource that is mapped to an investment "Upgrade App". Derrick is the Resource Manager for Mike and sets the allocation % as 50 for the investment, from the Investment, Detail Pane, Allocation %. If the unit of measure is FTE for Derrick's view, the Resources-to-Investments view displays 0.50 as the value for Mike's allocation under Upgrade App investment. Lets say, the working capacity of Mike is 184 hours in a month as a full time employee. Then based on the default allocation of 50%, if the unit of measurement is set to Hours, then Mike's allocation is displayed as 184 hours/2= 92 hours that is, half of the monthly hour allocation. The hours column displays the hourly distribution for an investment, based on the allocation % set. If the Forecast column is selected, the FORECAST column displays the forecast information (number of hours x forecast rate value for the investment or resource). The number of hours is calculated based on the allocation % set for the resource/role in the investment.

The following conditions apply for editing existing allocations:

  • You have hard booking rights for the resource and you have either view or edit rights for the investment. To extend the allocation beyond the current investment start or finish dates, you need edit rights for the investment.
  • Or you have soft booking rights for the resource and you have edit rights for the investment and the booking status is currently set to soft. After the resource manager accepts an allocation (that is, changes the resource booking status from soft to hard), you can no longer edit the allocation.
  • The investment is not locked using an internal or external scheduler such as Autoschedule, Microsoft Project, or Open Workbench.

Example: Swap out the allocation from one team member to another

To do an in place replacement of an existing resource with a new one, use the copy, paste, and delete options on the view.

Follow these steps:

  1. Add the investment allocation to the target team member workload.
  2. Copy the allocation amount from the original team member and paste to the target team member workload.
  3. Remove the investment allocations from the original team member workload.

Edit Resource General Properties

You can view or edit the general properties for resources for which you have either view or edit rights.

Follow these steps:

On the Resources to Investments view, click a team member name to view the following details. If you have edit rights on the resource, you can edit some of the details. Some fields such as Resource ID, Resource Manager, and Active are read-only.

  • Primary Role
    Defines the primary role for the team member used for finding specific role-based resources.  
  • Employment Type
    Categorizes the type of employment.
  • Input Type Code
    Categorizes the team member (billable or non-billable) so you can determine how to calculate the resource cost.
  • Forecast Rate
    Defines the hourly rate (forecast rate * allocated hours for the displayed time period) to calculate allocation forecast costs based on system currency. When adding an investment, the allocation forecast rate is populated with the resource forecast rate. You can override this rate at the investment level to apply a different rate for the specific allocation.  If an existing allocation does not have a value, the value from the resource general properties is used.

    Note: Forecast Rate is visible only to users who have Resource Forecast Rate - Edit or Resource Forecast Rate - View right.

Edit Resource Investment Allocation Properties

You can view or edit team allocation properties for investments for which you either have view or edit rights. For example, override the existing forecast hourly rate for a specific investment allocation. Or, confirm a resource request by updating the booking status from Soft to Hard. You must have hard booking rights for the resource to change the booking status. See New User Experience: Compare with Classic CA PPM for details about the actions you can perform in the Resources view based on access rights.

Follow these steps:

  1. On the Resources to Investments view, expand a team member name.
  2. Click an allocation name for the team member to display or update the following details. Some fields such as Investment and Investment Manager are read-only.
    • Allocation Dates
      Defines the start and finish dates for the resource allocation for the investment. You can extend the allocation dates beyond the scheduled investment dates provided you have edit rights to the investment. If you only have view rights to the investment, then you can update the allocation dates only within the boundaries of the scheduled investment dates.
    • Investment Role
      Defines the role for the allocation. The role is associated with the work for the investment allocation and can be different from the resource primary role.
    • Forecast Rate
      Defines the hourly forecast rate for the specific allocation. Editing this field updates the forecast rate only for the specific allocation, not any other allocations. This value overrides the hourly forecast rate in the resource general properties.
    • Booking Status.
      Defines the current booking status for the allocation. You must have hard booking rights for the resource to edit the allocation booking status.
  3. Click Conversations to view, add, or respond to comments on the investment allocation.

Filter the Resources to Investments View

As a default, all active resources for which you have booking rights appear in the view. Filter the view by resources, investments, or managers to view aggregated under or over allocations in the telescope calendar for this view. On the grid, the allocation data reflects the aggregated team totals with over and under allocation indicators for the new set of filtered resources. We recommend that you filter the view on your initial login. The changes are auto-saved and persist across all login sessions until you change them again. 

Tip: You can search for a resource, by directly typing the resource name or id in the filter pane  You can type in a partial name or partial ID value to locate the desired lookup value.

. The following filtering options are available on the Resources to Investments view:

  • Resource Manager
    This field allows you to filter on one or more active resource managers. The filter result displays all the active resources for the selected resource manager. The resources are displayed as per your access rights.

  • Resource OBS
    This field allows you to filter on resources that are based on the OBS allocated to the resources. All resources that are allocated to the selected OBS appear in the view. The filter list displays the first 25 values, as per your input and shows the next 25 values, as you scroll down. You can drill down the OBS based on a unit alone, a unit and its ancestors or a unit and its descendants.

  • Primary Role
    This field allows you to filter one or more  primary roles to see all resources associated with the roles in the staffing grid. The Primary Role filtering option is connected to the Telescope Calendar. If you open the calendar, you can see the aggregated allocation of only the filtered resources for the selected time period.
  • Employment Type
    This field allows you to filter on one or more employment type to view resources of the selected type.
  • Resource
    This field allows you to filter one or more resources for which you have either soft or hard booking rights. By default, all active and inactive investments for the selected resource appears in the view if you expand the resource row.
  • Resource Active Status
    This field allows you to filter resources as per the activity status. All resources with the selected activity status (for example, Inactive) appear in the view. 
  • Investment Manager
    This field allows you to filter one or multiple values for active investment managers. All resources that are allocated to investments for the selected investment manager(s) appear in the view. This filter is also available on the Pinned tab.

  • Investment OBS
    This field allows you to filter on investment OBS. The filter results displays all active resources allocated to the investments whose OBS matches the selected value in the filter field. The filter list displays the first 25 values, as per your input and shows the next 25 values, as you scroll down. You can drill down the OBS based on a unit alone, a unit and its ancestors or a unit and its descendants.
  • Investment Type
    This field allows you to filter resources based on the type of investment (application, idea, asset, product, project, other work). results displays all active resources which are allocated to that investments whose investment type matches with the selected filter value.
  • Investment
    This field allows you to filter one or more active investment(s). All resources that are allocated to the selected investment appear in the view. This filter is also available on the Pinned tab.
  • Investment Active Status
    This field allows you to filter on investment activity status for investments that are allocated to resources. All investments with the selected activity status (for example, Inactive) appear in the view. By default, only active investments for allocated resources appear in the view. To view inactive investments for allocated resources, use this filter option. This filter is also available on the Pinned tab.

    Note: You can use the Clear All option to clear your selections on the filter. Clear All is displayed in the Resources-to-Investments, Investments-to-Resources and Requests filter field when you select one or multiple values.

    In the following example, you can see multi select feature of filters.

    This gif displays the multi select filters on the Resources-to-Investments view.

Pin Resources for Focused Workload Balancing

On the Resources to Investments views, you can pin resources to balance the work between two or more resources at a time. You can continue to filter and search for other resources without affecting the pinned resources. The pinned resources remain and you can come back to them even after navigating away to other resource pages.

To pin a resource, click the push-pin icon next to a resource name on the All tab. Click the Pinned tab to view your pinned resources. To remove a resource from the Pinned tab, click the push-pin icon again. You can pin up to a maximum of 200 parent records in the Resources to Investments and the Investments to Resources view.

Tip: When you are in the Pinned view, the Resource and Resource Manager filter options are not available. Your filters are auto-saved and persisted across all login sessions until you change them again. The results and the telescope in the Pinned tab are independent of the results and telescope in the All tab in the Resources to Investments view.  Filtering within the Pinned tab allows you to view aggregated under and over allocations within the telescope calendar specific to the results on the tab within the view.

Example:

Derrick is on the Pinned tab and sees four pinned resources and their investment allocations as follows:

  • Mike Jones and Beth Roberts are allocated to 'Big Room Planning' investment
  • Hank Fisher is allocated to 'IT Services Management' investment
  • Sarah Smith is not allocated to either investment

Derrick wants to filter for two specific investments that the four pinned resources are allocated to. Derrick wants to compare the allocations between the people and the investments on the Pinned tab. Derrick changes the filter criteria as follows:

Derrick selects the Investment filter option and filters for the 'Big Room Planning' investment

The results now show: Mike Jones, Beth Roberts

Change the Planning Horizon

To focus on a problem area, use the telescope calendar to select a different set of time periods. The allocation data on the Resources to Investments view changes to match the newly selected time periods in the calendar. You can now balance the workload for the problem area. For example, remove an allocation from an over allocated resource and reassign to a matching resource who is under-allocated.

Follow these steps:

  1. Click the telescope calendar (grid) icon at the top to open the calendar and select a different set of time periods.
  2. Click the date that appears before the grid icon to select a different start period for the telescope calendar.
    By default, the start period for the telescope calendar is set to Current Time Period.

See Personalize Resource Management for details on configuring the telescope calendar.

Manage Allocations by Investments

Switch the Resources to Investments view to see allocation data that is grouped by investments (also known as the Investments to Resources or the Investments view). On this view, expand a parent investment to see the child resources and roles that are allocated to the investment. Some of the allocation is soft-booked and is waiting for commitment. The total allocation from the child resources and roles is summed up at the parent investment level. Red coloring in the cells depict over allocation per resource or role that is allocated to the investment.

Tip: To see investments on the Investment to Resources view, you must either have view or edit rights to the investments.

The role replacement is a one-for-one replacement. Therefore, if the role is over 100 percent allocated, the target resource consumes the entire amount, assuming that the target resource is available for the entire allocation. For example, say that you have a role with a daily availability rate of 8 hours. You also have a resource with a daily availability rate of 7.5 hours and they are not booked on any other investments. The resource is available 100 percent of their defined daily availability rate. When you perform the role replacement action, the entire role allocation is consumed by the resource and the role is removed from the investment in the Requests view.

There is no change in the role replacement behavior when the target resource is only partially available. When a target resource has less than 100 percent of their defined daily availability rate, the role remains on the investment with the remaining requested allocation amount.

Example:

Derrick is looking at the Resource to Investments view and updating allocations specific to Mike. Derrick discovers that Mike is over allocated for Investment ABC. To free up work for Mike, Derrick must reallocate some of the work for Mike in Investment XYZ. Derrick can then fully allocate Mike to Investment ABC. Derrick switches to the Investment to Resources view and expands Investment XYZ. Derrick sees that Betty is able to take on the extra work from Mike on Investment XYZ. Derrick reallocates the extra work from Mike to Betty.

From the Investments to Resources view, you can manage your allocations as follows:

  • Edit existing resource or role allocation data on the fiscal time periods grid.
  • Edit resource properties in the Details window. Click the resource name to view the details
  • Remove allocations for a team member by expanding the parent investment and clicking the X next to the resource name.
  • Edit an existing role allocation requested manager in the Details window. Click the role name to view the details
  • Replace a role request with a named resource in the Details window. After you select a named resource, click Replace Allocation.
  • Add role requests to investments. Expand the investment and search for the requested role.
  • View, edit, or add conversations at the child row level. Click the resource or role name to open the Details window and click Conversations.

Click Maximize to see the entire list of investments and hide the requests view, when on the Investment to Resources view. Click Restore to restore the view.

Fulfill Staffing Requests

Another primary responsibility of a resource manager is to ensure that the right people with the rights skills are staffed on investments.

You can perform the following types of role replacements:

  • Replace a role request with a resource that has the same primary role as the requested role. The target resource assumes the primary role that is requested. The allocation equals the requested allocation and the resource is assigned to all the tasks that the role was assigned. All the associated conversations on the role request are linked to the new resource allocation. The investment forecast rate on the target allocation is set to the primary forecast rate of the resource.
  • Replace a role request with a resource that has a different primary role than the requested role. The target resource assumes the role that is requested. The resource is assigned to all the tasks that the role was assigned. All the associated conversations on the role request are linked to the new resource allocation. The investment forecast rate on the target allocation is set to the primary forecast rate of the resource.

Replace a Role with a Named Resource

Use the Requests view to fulfill or negotiate role staffing requests that your project coordinator submits. The view also includes roles that are added to projects created from templates that include roles. The roles in the project templates are created in Classic Clarity PPM.

The Requests view displays a hierarchical list of incoming allocation requests grouped by the type of role for which you have soft or hard booking rights. When you expand a role name, you see a list of investment allocations requested for that role. You might see multiple instances of the same investment grouped within a role name as roles can be allocated to an investment multiple times.

The following image shows the Requests view. Investments that are soft-booked show a blue shading versus investments that are hard booked show no shading.

The image shows the role requests view

To replace a role, verify that the following conditions apply:

  • You have investment view rights combined with hard booking rights on the roles. Or, you have investment edit rights combined with soft or hard booking rights on the roles.
  • You have soft or hard booking rights on the named resources that you can select from to replace the roles.
  • The selected named resource is not already assigned to the investment.

You cannot change the allocation amounts (FTE or Hours) for roles on the Requests view. Use the Investments to Resources view to edit role allocation amounts.

Note!  The role replacement is a one-for-one replacement. Therefore, if the role is over 100 percent allocated, the target resource consumes the entire amount, assuming that the target resource is available for the entire allocation. For example, say that you have a role with a daily availability rate of 8 hours. You also have a resource with a daily availability rate of 7.5 hours and they are not booked on any other investments. The resource is available 100 percent of their defined daily availability rate. When you perform the role replacement action, the entire role allocation is consumed by the resource and the role is removed from the investment in the Requests view.

There is no change in the role replacement behavior when the target resource is only partially available. When a target resource has less than 100 percent of their defined daily availability rate, the role remains on the investment with the remaining requested allocation amount.

Follow these steps:

  1. On the Requests view, expand the role for which investment allocations are requested.
  2. Click an investment name for the allocation row to display the allocation details.
  3. Edit any details as required such as the forecast rate or the requested role. You must have edit rights for the investment. The following fields require an explanation:
    • Allocation Dates
      Defines the allocation start and finish dates for the investment. You can extend the allocation dates beyond the scheduled investment dates provided you have edit rights to the investment. If you only have view rights to the investment and you have hard booking rights on the role, then you can update the allocation dates only within the boundaries of the scheduled investment dates.
    • Allocation %
      Defines the default allocation for the role/resource allocated to an investment. You can change the allocation for a particular time period grid by editing it inline or setting a value manually from the Detail pane of the role allocated to the investment. 
    • Forecast Rate
      Defines the hourly forecast rate for the investment allocation. Editing this field only updates the forecast rate on the specific allocation, not on any other allocations. This amount is used as a requested rate and is not carried over with the role replacement.
    • Role Request
      Defines a free-form field that you can update to describe the request(s). You can differentiate multiple instances of the same role requested on a single investment. For example, add DBA three times to one investment. You can update each one to be Sr. DBA, DBA, Jr., or DBA - Intern.
    • Resource Manager
      Defines the requested resource manager name. To reassign this staffing request, search for and select a different resource manager.
    • Allocate To
      Defines the named resource that is allocated to the investment to replace the requested role. You can select from a list of suggested resources for who you have soft or hard booking rights. If a primary role is defined for a resource, then you can also see the primary role next to the resource name.
  4. Click the drop-down list next to the requested role and select a named resource to replace the role. You can enter the role name to find resources with a matching primary role.
  5. Click Replace Allocation to confirm the selected resource as the role replacement.

Accept an Allocation Request for a Named Resource

Use the Investments to Resources view to review and confirm staffing requests for named resources that your project coordinator submits. For example, Barb requests a specific resource (Mike Jones) for the eCommerce Portal project. Barb enters the allocations for Mike on the project. Derrick logs in and sees that Mike Jones is soft booked on the eCommerce Portal project. Derrick opens the allocation properties for Mike and changes the booking status to Hard. The values on the resource management views are updated accordingly.

Tip! You can also accept an allocation request from the Resources to Investments view. On the view, expand a resource name to show the requested allocations. Click an investment allocation name to show the details. In the Details pane, change the booking status from Soft to Hard.

You must have hard booking rights for the named resources to change their booking status from Soft to Hard.

Follow these steps:

  1. Click Resources to Investments to switch to the Investments to Resources view.
  2. Expand an investment to see the currently requested resources and roles.
  3. Click the named resource to view the request details.
  4. Change the booking status from Soft to Hard.
  5. To view, add, or respond to comments about the request, click Conversations.

Filter the Requests

As a default, all active role requests for which you have booking rights appear in the view. Filter the view by resource manager, role, or investment, to view specific requests. After you select a particular view, you can select multiple values, based on your view. We recommend that you filter the view on your initial login. The changes are auto-saved and persist across all login sessions until you change them again. You can search for a role, by directly typing the role name or id in the filter pane. 

Tip: The filter fields use an implicit wildcard search for locating a value. You can type in a partial name or partial ID value to locate the desired lookup value.

To use specific filters available on the Requets View, follow these steps:

  • Resource Manager
    Select one or more resource manager(s) that has been requested to fulfill role requests. All requests assigned to the selected resource manager(s) appear in the view. This lookup is dynamically populated with a list of requested resource managers on requested roles for which you have booking rights. If the lookup is empty or does not display your name, you do not have any outstanding role requests.
  • Role
    Select one or more role name(s). The selected role appears in the view. This is the type of role requested. The actual name of a Role Request might be different than the role name.
  • Role Active Status
    Select the activity status for roles for which you have booking rights. All role requests for the selected activity status (for example, Inactive) appears in the view. By default only active roles appear in the view. To view inactive role requests, use this filter option. This is single select filter.
  • Investment Manager
    Select one or multiple investment manager for the investments allocated to the roles requests. All requests for the allocations for the selected investment manager appear in the view. 
  • Investment Type
    Select one or more values to filter role requests based on investment type.
  • Investment
    Select investment(s) for which allocations are requested. All role requests for the selected investments appear in the view.
  • Investment Active Status
    Select the activity status for investments for which allocations are requested. All role requests for the selected investment status (for example, Inactive investments associated with the requested roles appears in the view. By default, both active and inactive investment allocations appear in the view.

    The following image shows the multi select filters available on the Role Requests view. If you have global forecast rights, you can select the Forecast checkbox and view Forecast information. In this example, we change the Allocation % and accordingly the Forecast amount also changes as per the Forecast rate. 
    This gif shows the multi select filters on the Role Requests view and how Forecast information can be enabled


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