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Professional Services Resource Management

Professional Services Resource Management

The Professional Services Resource Management capability’s enablers include Resource Rates, Skills, and Availability, Resource Assignments and Utilization, and Time and Expense Management. Each capability within the Planview Capability Framework has a distinct set of features and functionality, business processes, best practices, and analytics and reports that deliver value to customers in the form of specific business outcomes.

Processes and Reports

Professional services resource management allows you to optimize your strategic objectives by ensuring your resources are working on the right projects at the right time. By providing a single repository of resource availability information to your organization, resource managers can track and manage assignments of named resources, forecast future demand, perform what-if capacity and demand scenario planning, and collect time reporting information to measure actual project hours and costs.

         

Resource Rates, Skills, and Availability Process Steps

           

AW PS Resource Managemement - Resource Rates Skills Availability Process Flow.png

Resource rates, skills, and availability process flow

Process Step

Description

Define resource attributes

Use the Job Titles module to assign a job title to each resource. You can also assign resources to groups and assign the Resource Manager role in the User Groups module.

For more information:

Preparing your environment
Set resource rates

Resource rates are set within a hierarchy:

  • The user-level rate is assigned to individual resources.
  • The job title-level rate will apply when there is no rate set at the user level.
  • The organizational-level rate will apply when there is no rate set at the user or job title levels.

Set cost and billing rates for users in the People module and job titles in the Job Titles module. Typically, cost rates are used as an internal rate, while billing rates are used as an external rate. A resource may have both regular and overtime rates set.

Rates are date effective, with the applicable rate based on the start date of the work item. Once the work item has started, the rate does not change from period to period.

Manage resource skills

Use the Skills module to add new skills and assign resources to a skill set.

Once assigned, resource managers will be able to see user skills listed in the skills column, and can filter by skills when assigning a resource.
Manage resource availability (non-project work, planned absences)

Resource availability is defined by adding typical working hours, company holidays, and planned absences to the organizational, group, and user calendars.

  • On the organizational calendar, typical working hours and weekends are defined at the organizational level, unless the organization represents more than one country.
  • On the group calendar, different user groups are defined to represent different countries, and country-specific working hours and holidays are defined at the group level.
  • On the user AdaptiveWork calendar, resources define their availability by adding an exception for planned absences or vacation.

Resources can also define their availability by limiting their availability for new projects in the Properties Card.

Resource managers use the Resource Load module to view the resource availability of their direct reports, groups they manage, and their own assigned work.

For more information:

           

           

Resource Assignments and Utilization​ Process Steps

           

CZ Resource Assignments and Utilization Process Flow.pngIdentify 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

Use the Requested Demand vs. Availability view in the Capacity Planning module to identify and quantify all incoming demand placed against resources to maintain a balanced and efficient level of resource utilization.

To quantify resource demand, project managers submit Staffing Requests for resource effort that is needed to complete a project.

Resource managers can also view resource load and availability for individuals and groups they directly manage in the Resource Load module.

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 to determine whether resources are over- or underutilized.
Manage resource utilization

Quantify and balance resource utilization in the context of demand and capacity to determine the ability of the organization to deliver work. Ensure the workload for resources remains balanced and is 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.

For more information:

What is Capacity Planning? An Introduction

Prioritize work

Project managers and resource managers should maintain a two-way dialog throughout the work plan execution, and use the Demand table in the Capacity Planning module to sort projects by priority and ensure resources are assigned to the higher-priority projects.

Resource managers can discuss staffing requests with project managers using the Discussion feature. Project managers receive Staffing Request changes through email notifications and daily status updates, and can view updates in the Staffing Requests panel.

Approve request/assign resources

Resource managers review, approve, assign, or reject resource requests for projects. If a request is rejected, a discussion post with the reason why can be created for the project manager to view in the staffing requests panel.

For more information:

Managing Requests and Optimizing Resource Utilization

Balance workload

Take actions to maintain a balanced workload; it may be appropriate to redistribute resources, shift assignments, or increase resource capacity.

In the Capacity Planning module, resource managers can view resource load and demand by group, job title, or user, identify potential bottlenecks, create “what-if” scenarios, evaluate resource availability, and assign resources based on current and forecasted demand.

Resource managers can also balance resource utilization and manage resource assignments for groups and users they manage in the Resource Load module.

For more information:

Reassign resources

Manage critically over- and underutilized resources by using the Review and Assign function in the Capacity Planning module, or reassign resources in the Resource Load view. This allows 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 and Expense Management Process Steps

           

CZ Time and Expense Management Process Flow.pngDo work Report hours Sign and submit timesheet Approved timesheets integrated into actual effort Project Team Delivery

Time and expense management process flow

  1.                       
Process Step Description
Do work

Resources carry out the work that has been assigned to them.

Report hours

In the Timesheet module, resources report time spent doing work on timesheets. Resources can report time spent on assigned tasks, as well as add a work item to report time on unplanned work.

Other supported features include resources reporting time on work items, and the automation of time reporting using the AdaptiveWork Bot.

Submit timesheet

Resources submit their timesheet after they report time spent on tasks. Timesheets can also be configured to auto-submit time.

Approval

Timesheets are reviewed and approved in the Approvals module. The timesheet approver role is flexible, and can be delegated to a project manager, resource manager, direct manager, or temporary approver. There are three timesheet approval process options, and the preferred timesheet approval flow can be selected in System Settings:

  1. Auto-submit and approve—time is automatically submitted and approved once entered.
  2. Require only submit—submitting initiates the financial calculations and time is auto-approved.
  3. Require approval—requires both submission and approval of time entries; financial calculations are based on approved hours.

For more information:

Approved timesheets integrated into actual effort

Once timesheet approval is granted, resource hours are reflected in the related projects and percentage complete is updated on work items.

                      

           

Reports, Outputs, and Analytics

There are a number of standard reports related to resource utilization and time tracking in the Reports module. These can be run with specific filters to see the desired outputs. For more information, see Using the Resource Utilization Report and Time-phased Resource Utilization and Financial Reports.

Additional reports and dashboards can be created by the administrator and shared with the organization and appropriate team members.