Skip to main content

 

Planview Customer Success Center

Resource Management

Definition

This capability provides a single repository of information related to the resources that can deliver work in the organization.

It allows resource managers (or resources themselves) to manage the non-availability of resources, reflecting the true capacity of the organization to deliver work and projects.

It also provides the ability to track and manage the assignment of named resources to work on projects or discrete phases/stages or activities within projects.

Demand created against the project plan is used as the communication mechanism for resource managers to understand the future demand on their teams.

This capability also supports the collection of Time Reporting information for each resource.

Business Outcomes

Resource Availability

  • We can understand the impact of vacations, absences and other overhead activities on resource capacity

  • We can determine the overall organizational capacity to deliver work; project and non-project work

  • We have accurate information on the non-availability of resources to factor into the portfolio capacity planning and resource management processes.

Resource Assignments and Utilization

  • We can measure the demand for resources to deliver project and non-project work, based on our organizational structure and resource (role) classifications

  • We can determine and visualize the overall utilization of resource teams

  • We can assign demand to named resources

  • We can identify under and over utilized resources and take actions to optimize resource utilization

Time Reporting

  • Our resources can report actual hours worked through their weekly timesheet, including planned project work, other planned work and also non-planned work and absences

  • We can use timesheet data to update project schedules with actual effort, actual dates and to determine costs using resource rates

  • We can monitor timesheet status and measure compliance of timesheet submission and approval against our organizational targets, driving up to date project data and resource utilization data

Agile Costing

  • We can track the work being done by Agile teams and use that data to automatically create timesheet entries for financial planning, including categorizing the work into capitalization (CAPEX) or operational expenses (OPEX), all without requiring team members to manually fill out timesheets.

Process Flow

           

           

Click a process step shape inside a light blue area for more information; hover for a quick view of the definition

           

           

           

Resource Management - Process Flow.pngManage resource availability Identify incoming resource demand Identify resource utilization issues Feedback of resource comfort levels Manage resource utilization Prioritize work Approve request/assign resources Balance workload Substitute resource Do work Report hours Sign and submit timesheet Approved timesheets integrated into actual effort Do work Agile costing automatically calculates time Approved timesheets integrated into actual effort Project Scheduling and Planning Project Team Delivery Agile Team Delivery

Resource management process flow

           

           

Resource Availability Process Steps

           

Resource availability process step

           

Process Step

Description

Manage resource availability (non-project work, planned absences)

Capture resource commitments to standard activities (overhead, non-project activities such as company meetings, and other planned absences such as paid time off) to accurately record and understand resource availability for work, then compare and balance the availability against the resources' current allocations to determine current resource utilization.

Resources should maintain records of their upcoming non-project activities (standard activities) to give resource managers an accurate picture of how much capacity each resource has for planned work. It’s important for budgeting and planning purposes to know how much time is spent in utilized standard activities like meetings and training, and how much is spent in non-utilized standard activities like vacation or sick days. Note that resource managers can also update standard activities for other resources if necessary.

           

           

Resource Assignments and Utilization Process Steps

           

           

Click a process step shape inside a light blue area for more information; hover for a quick view of the definition

           

           

           

Identify incoming resource demand Identify resource utilization issues Feedback of resource comfort levels Manage resource utilization Prioritize work Approve request/assign resources Balance workload Substitute resource Resource Availability Work Management > Project Scheduling and Planning Project Team Delivery

Resource assignments and utilization process flow

           

Process Step Description
Identify incoming resource demand

Identify and quantify all incoming demand placed against all resource types in teams to maintain a balanced and efficient level of utilization among resources.

To quantify resource demand, project managers use requirements to request resource effort that is needed to complete a project.

Identify resource utilization issues

Identify over- or underutilized resources. Once these are identified, take mitigating actions to ensure the delivery of projects and effective use of organizational resources is maintained.

Feedback of resource comfort levels Obtain feedback from individual resources to determine how each feels about their current workload; this can help determine whether resources are over- or underutilized.
Manage resource utilization

Quantify and balance resource utilization in the context of effort and budget capacity to determine the ability of the organization to deliver work. Ensure the workload for resources remains balanced—neither over- nor underutilized.

Using techniques such as eliminating resource overload, a resource manager can balance a project's resource demand against resource capacity to make informed decisions about resource utilization. This ensures an accurate view into the organization's ability to deliver work and manage resource effort and costs efficiently. Resource managers can also balance resource utilization and manage resource assignments from the Resource Management and Assignments screen.

Prioritize work

Project managers and resource managers should maintain a two-way dialog throughout the execution, prioritizing work items to ensure resources can be assigned to the higher-priority items. Managers can also use values from attributes that indicate the priority ranking, internal priority, or requestor priority to help adjust the ranking of planned work items.

Approve request/assign resources Identify and manage incoming resource requests and approve accordingly.
Balance workload

Take actions to maintain a balanced workload; it may be appropriate to delay some of the work to a more suitable time or to increase resource capacity.

Substitute resource

Manage critically over- and underutilized resources by making resource substitutions, allowing resource managers to maintain the resource commitment effort required to deliver the work.

Changes from the planned resource utilization, such as unexpected leave or the slippage of project activities, could leave resources critically over-utilized and should be managed so resources can complete the work.

           

           

Time Reporting Process Steps

           

           

Click a process step shape inside a light blue area for more information; hover for a quick view of the definition

           

           

           

Do work Report hours Sign and submit timesheet Approved timesheets integrated into actual effort Project Team Delivery

Time reporting process flow

           

           

NOTE

If your organization uses Agile costing, see Agile Costing Process Steps.

           

Process Step Description
Do work Resources carry out the work that has been assigned to them.
Report hours

The resources doing the work use timesheets to record when work was done and how many hours of effort were expended.

Sign and submit timesheet

Resources sign and submit their timesheet once they report the time they spent on their work tasks. Once the timesheet is submitted, it is automatically sent to the appropriate resource for approval.

Approved timesheets integrated into actual effort

Once submitted and approved, timesheet hours (effort) and actual start/finish dates, along with percent complete, are integrated into the project schedule when the weekly Progressing Engine runs.

The Progressing Engine processes inputs for projects to determine actual progress and calculates the amount of remaining work and when it can be completed. The Progressing Engine is a scheduled process that generally runs weekly that applies actual progress to the project schedule and moves unfinished work forward in the schedule (since it cannot be completed in the past). For more information about the Progressing Engine, see the Using the Progressing Engine guide.

           

           

Agile Costing Process Steps

           

           

Click a process step shape inside a light blue area for more information; hover for a quick view of the definition

           

           

           

Do work Agile costing automatically calculates time Approved timesheets integrated into actual effort Agile Team Delivery

Agile costing process flow

           

Process Step Description
Do work Resources carry out the work that has been assigned to them.
Agile costing automatically calculates time

When an organization has Agile costing enabled, Agile team members use cards on kanban boards in Planview LeanKit to track their own work as they normally would for those work items. The connector then uses the position of those cards and how recently each card was modified to create timesheet entries in Planview Enterprise One. Managers can then use the data from the Enterprise One timesheets as if each team member had manually filled out a timesheet themselves.

Approved timesheets integrated into actual effort

Once submitted and approved, timesheet hours (effort) and actual start/finish dates, along with percent complete, are integrated into the project schedule when the weekly Progressing Engine runs.

The Progressing Engine processes inputs for projects to determine actual progress and calculates the amount of remaining work and when it can be completed. The Progressing Engine is a scheduled process that generally runs weekly that applies actual progress to the project schedule and moves unfinished work forward in the schedule (since it cannot be completed in the past). For more information about the Progressing Engine, see the Using the Progressing Engine guide.

           

           

Outputs, Reports, and Analytics

This solution capability is supported by the following outputs, reports, and analytics.

Type Associated Outputs, Reports, and Analytics Description
Analytic RES01 - Resource Portfolio Analysis Resource portfolio-based analytic that allows analysis of the resources by any single-select resource alternate structure. Further analysis via a second organizational structure attribute.
Analytic RES03 - Resource Portfolio Supply and Demand Organizational (through a resource portfolio) view of resource capacity and the demand against that capacity. The demand is based on requirements, reserves, and allocations in the project schedules. Data can be pivoted by different resource dimensions, time-sliced in weeks or months, and displayed in hours, days, or FTEs.
Analytic RES04 - Resource Portfolio Effort Analysis Resource portfolio-based analytic that allows time-phased analysis of the actual effort reported by the resources through timesheets and/or the effort scheduled for these resources. Schedule effort includes planned standard activities, reserves and allocations. Data can be sorted by work/activity/resource attributes and is time sliced and drillable, by year and month/week.
Analytic RES06 - Resource Management Health Organizational (through a resource portfolio) view of resource utilization, based on the different assignment types (requirements, reserves, and allocations) in the project schedules. By selecting a time slice such as next month, the graph will plot the number of resources with forward-looking utilization in different bands. Data can be sliced by a resource attribute.
The objective is to optimize next month resource utilization in the 80-120% bands.
Analytic RES08 - Timesheet Compliance Organizational (through a resource portfolio) view of compliance to timesheet submission (signing) and approval deadlines.
Analytic RES10 - Resource Details Table listing all resource (and associated user) information and attributes.
Analytic RES12 - Pending Timesheets Resource portfolio-based exception report that lists all resources with timesheets that are overdue, rejected, or requiring approval.
Analytic RES13 - Resource Attribute Effective Date Audit Resource portfolio report that provides detail on resource attributes changes in these attributes and the effective dates of the attributes. Ensures resource data quality. Option to run as an exception-based report.
Analytic RES24 - Resource Scheduled Effort Detail Resource portfolio summary that details all effort scheduled/planned for each resource in the portfolio, analyzable to the project/activity, resource, and day. Parameters to control the time horizon, filter activities, and determine the types of effort (planned, specific assignment types actuals) that are displayed.
Analytic RES25 - Resource Timesheet Monthly Summary Resource portfolio summary of all timesheet hours for each resource in the portfolio. Analyzable to the activity, resource, and day. Parameters to control the time horizon, filter activities, and determine the timesheet statuses that are displayed.
Analytic RES26 - Resource Timesheet Weekly Detail Timesheet detail report, detailing reported hours and timesheet remarks. Parameters to control the time horizon, filter activities, and determine the types of timesheet statuses that are displayed.
Analytic RES27 - Resource Time Analysis Resource portfolio-based report that provides an analysis of timesheet actuals: Work (project) and standard activity split, work analysis by any activity attribute (such as billable/non-billable), standard activity analysis by type, drillable table to detailed activities and timesheet hours.
Analytic RES28 - Resource Scheduled vs Actual Effort Analysis Resource portfolio-based report that visualizes planned (scheduled) effort vs. actual/reported effort. Provides resource/activity/weekly level details of the hours planned for each activity and the hours reported. Additional summary charts allow analysis by work or resource attributes such as role or work type.
Analytic RES53 - Resource Portfolio Balance Dashboard A resource portfolio report providing a count of resource attributes to aid analysis on portfolio balance. Report can be run against and sliced by different attributes.
Screen Resource Management and Assignments

Lets resource managers balance resource utilization and manage resource assignments from a single screen. This screen helps resource managers and project managers perform the following tasks for either a portfolio of resources, for a single resource, or for resources assigned to a specific work item:

  • Create reserves, allocations, and standard activities.
  • Review, update, fill, and readdress unfilled requirements.
  • Search for resources to fill requirements.
  • Substitute assignments.
  • Respond to resource assignment requests.
  • Assign a resource directly to a requirement.
  • Adjust schedule dates, effort, and effort profiles of assignments.
  • Delete allocations, reserves, and standard activities.
  • Access additional screens, such as those used to create a standard activity, review and approve timesheets, review authorizations or support tickets, and substitute resources.
Screen Resource Portfolio View

Gives you both an overview of the resources in a portfolio and highlights actions that may need to be performed on these resources and their assignments. To align you and your organization, the Resource Portfolio View is essentially a configurable container where the default layout is defined by your administrator and then it can be further customized by individual users so that information and actions focus on what is most important for you.

Analytic WRK18 - Project Timesheets for Approval Work portfolio-based exception report that identifies projects where there are resource timesheets needing approval. The table can be configured to group/sort by the name of the responsible project manager.
Analytic WRK25 - Work Portfolio Project Timesheets Monthly Summary Work portfolio/project-specific summary of all effort report against the each project through timesheets. Analyzable to the activity, resource, and day. Parameters to control the time horizon, filter activities, and determine the timesheet statuses that are displayed.
Analytic WRK26 - Work Portfolio Project Timesheets Weekly Detail Timesheet detail report, detailing reported hours and timesheet remarks. Parameters to control the time horizon, filter activities, and determine the types of timesheet statuses that are displayed.