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Resource Management

Resource Management

The Resource Management capability’s enablers include Resource Availability, Resource Assignments and Utilization, Time and Expense Management, and Agile Costing. 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

conceptual image_resource management.gif 

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 Availability​ Process Steps 

E1 Resource Availability Process Flow.png

Resource availability process flow

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 Availability Reports

How are we able to view the impact of planned absences and other overhead activities on resource capacity?

Staffing Resource Portfolio Screen Screen

This screen provides a graphic view of planned versus actual effort. Standard activities decrement from capacity then allocations, reserves, and actuals.

Here you can filter by 'Entity Type' to view unfilled resource requirements, and use the 'Group by' attribute to view resource teams.

FastTrack Power BI Showcase Dashboards – Resources Power BI Dashboard

This interactive Power BI dashboard uses data from resource portfolio column sets to showcase a range of out-of-the-box Power BI visualizations. Resource-related data is presented in an engaging and meaningful way that aids detailed analysis through drill-down functionality.

RES24 – Resource Scheduled Effort Detail Analytic

This report provides a resource portfolio summary that details all scheduled or planned effort for each resource in the portfolio.

How are we able to view the overall organizational resource capacity to deliver both project and non-project work?

Staffing Resource Portfolio Screen Screen

This screen provides a graphic view of planned versus actual effort. Standard activities decrement from capacity then allocations, reserves, and actuals.

Here you can filter by 'Entity Type' to view unfilled resource requirements, and use the 'Group by' attribute to view resource teams.

RES03 – Resource Portfolio Supply and Demand Analytic

This analytic provides an organizational view of resource capacity versus demand. Demand is based on requirements, reserves, and allocations in project schedules, and data can be pivoted by different resource dimensions. This analytic allows you to identify teams or resources that are under- or over-utilized, and improve project delivery estimations based on available capacity. 

RES24 – Resource Scheduled Effort Detail Analytic

This report provides a resource portfolio summary that details all scheduled or planned effort for each resource in the portfolio.

FastTrack Power BI Showcase Dashboards – Resources Power BI Dashboard

This interactive Power BI dashboard uses data from resource portfolio column sets to showcase a range of out-of-the-box Power BI visualizations. Resource-related data is presented in an engaging and meaningful way that aids detailed analysis through drill-down functionality.

FastTrack Power BI Showcase Dashboards – Resource Management  – Demand and Capacity

Power BI Dashboard 

This dashboard provides insight into the overall demand and capacity at an organizational level, including visualizations of overall resource utilization, demand versus capacity, and roles with the highest and lowest utilization.

Visualizations can be viewed in units of Hours, Days, or FTE, and can be filtered by portfolio, resource hierarchy, team, location, period, and more.

Free Capacity Tile

This tile supports the identification and management of underutilized and overloaded resources.

How are we able to understand where we have constrained resources?

Staffing Resource Portfolio Screen Screen

This screen provides a graphic view of planned versus actual effort. Standard activities decrement from capacity then allocations, reserves, and actuals.

Here you can filter by 'Entity Type' to view unfilled resource requirements, and use the 'Group by' attribute to view resource teams.

RES03 – Resource Portfolio Supply and Demand Analytic

This analytic provides an organizational view of resource capacity versus demand. Demand is based on requirements, reserves, and allocations in project schedules, and data can be pivoted by different resource dimensions. This analytic allows you to identify teams or resources that are under or over-utilized, and improve project delivery estimations based on available capacity.

RES24 – Resource Scheduled Effort Detail Analytic

This report provides a resource portfolio summary that details all scheduled or planned effort for each resource in the portfolio.

FastTrack Power BI Showcase Dashboards – Resources Power BI Dashboard

This interactive Power BI dashboard uses data from resource portfolio column sets to showcase a range of out-of-the-box Power BI visualizations. Resource-related data is presented in an engaging and meaningful way that aids detailed analysis through drill-down functionality.

FastTrack Power BI Showcase Dashboards – Resource Management  – Demand and Capacity

Power BI Dashboard 

This dashboard provides insight into the overall demand and capacity at an organizational level, including visualizations of overall resource utilization, demand versus capacity, and roles with the highest and lowest utilization.

Visualizations can be viewed in units of Hours, Days, or FTE, and can be filtered by portfolio, resource hierarchy, team, location, period, and more.

FastTrack Power BI Showcase Dashboards – Resource Management  – Resource Analysis

Power BI Dashboard 

This dashboard includes visualizations that help analyze resource distribution and utilization for specific resources, including breakdowns by activity type, resource hierarchy, and location.

The dashboard also presents utilization information for specific resources and allows for detailed analysis through drill-down functionality.

Overloaded Resources Tile This tile supports the identification of resources with utilization that exceeds their capacity.

           

           

Resource Assignments and Utilization​ Process Steps

           

E1 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

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 resources to determine how each individual 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- or 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 Staffing 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.

 

           

Resource Assignments and Utilization​ Reports

How are we able to view resource demand for project and non-project work?

Staffing Resource Portfolio Screen Screen

This screen provides a graphic view of planned versus actual effort. Standard activities decrement from capacity then allocations, reserves, and actuals.

Here you can filter by 'Entity Type' to view unfilled resource requirements, and use the 'Group by' attribute to view resource teams.

RES03 – Resource Portfolio Supply and Demand Analytic

This analytic provides an organizational view of resource capacity versus demand. Demand is based on requirements, reserves, and allocations in project schedules, and data can be pivoted by different resource dimensions. This analytic allows you to identify teams or resources that are under- or over-utilized, and improve project delivery estimations based on available capacity.

RES24 – Resource Scheduled Effort Detail Analytic

This report provides a resource portfolio summary that details all scheduled or planned effort for each resource in the portfolio.

FastTrack Power BI Showcase Dashboards – Resources Power BI Dashboard

This interactive Power BI dashboard uses data from resource portfolio column sets to showcase a range of out-of-the-box Power BI visualizations. Resource-related data is presented in an engaging and meaningful way that aids detailed analysis through drill-down functionality.

FastTrack Power BI Showcase Dashboards – Resource Management  – Activity Analysis

Power BI Dashboard 

This dashboard displays visualizations of resource demand by work attributes such as work type or project status, as well as utilization status by standard activities.

The dashboard also presents a utilization table by project and resource, allowing for detailed analysis with drill-down functionality.

How are we able to view the overall utilization of resource teams?

Staffing Resource Portfolio Screen Screen

This screen provides a graphic view of planned versus actual effort. Standard activities decrement from capacity then allocations, reserves, and actuals.

Here you can filter by 'Entity Type' to view unfilled resource requirements, and use the 'Group by' attribute to view resource teams.

RES06 - Resource Management Health Analytic

This resource portfolio-based report provides an organizational view of resource utilization based on different resource assignment types. This report supports healthy resource management processes, such as optimizing the utilization of resources to have a forward-looking utilization of 80-120%.

RES24 – Resource Scheduled Effort Detail Analytic

This report provides a resource portfolio summary that details all scheduled or planned effort for each resource in the portfolio.

FastTrack Power BI Showcase Dashboards – Resources Power BI Dashboard

This interactive Power BI dashboard uses data from resource portfolio column sets to showcase a range of out-of-the-box Power BI visualizations. Resource-related data is presented in an engaging and meaningful way that aids detailed analysis through drill-down functionality.

FastTrack Power BI Showcase Dashboards – Resource Management  – Demand and Capacity

Power BI Dashboard 

This dashboard provides insight into the overall demand and capacity at an organizational level, including visualizations of overall resource utilization, demand versus capacity, and roles with the highest and lowest utilization.

Visualizations can be viewed in units of Hours, Days, or FTE, and can be filtered by portfolio, resource hierarchy, team, location, period, and more.

FastTrack Power BI Showcase Dashboards – Resource Management  – Resource Analysis

Power BI Dashboard 

This dashboard includes visualizations that help analyze resource distribution and utilization for specific resources, including breakdowns by activity type, resource hierarchy, and location.

The dashboard also presents utilization information for specific resources and allows for detailed analysis through drill-down functionality.

How are we able to understand which resources are available to assign work?

Staffing Resource Portfolio Screen Screen

This screen provides a graphic view of planned versus actual effort. Standard activities decrement from capacity then allocations, reserves, and actuals.

Here you can filter by 'Entity Type' to view unfilled resource requirements, and use the 'Group by' attribute to view resource teams.

RES03 – Resource Portfolio Supply and Demand Analytic

This analytic provides an organizational view of resource capacity versus demand. Demand is based on requirements, reserves, and allocations in project schedules, and data can be pivoted by different resource dimensions. This analytic allows you to identify teams or resources that are under- or over-utilized, and improve project delivery estimations based on available capacity.

RES24 – Resource Scheduled Effort Detail Analytic

This report provides a resource portfolio summary that details all scheduled or planned effort for each resource in the portfolio.

FastTrack Power BI Showcase Dashboards – Resource Management  – Resource Utilization

Power BI Dashboard 

This dashboard provides a utilization table can be viewed by month, project, or work item, allowing for a visualization of which resources are over-utilized and underutilized.

FastTrack Power BI Showcase Dashboards – Resource Management  – Resource Analysis

Power BI Dashboard 

This dashboard includes visualizations that help analyze resource distribution and utilization for specific resources, including breakdowns by activity type, resource hierarchy, and location.

The dashboard also presents utilization information for specific resources and allows for detailed analysis through drill-down functionality.

Free Capacity Tile

This tile supports the identification and management of underutilized and overloaded resources.

How are we able to understand when resources are under or overallocated?

Staffing Resource Portfolio Screen Screen

This screen provides a graphic view of planned versus actual effort. Standard activities decrement from capacity then allocations, reserves, and actuals.

Here you can filter by 'Entity Type' to view unfilled resource requirements, and use the 'Group by' attribute to view resource teams.

RES03 – Resource Portfolio Supply and Demand Analytic

This analytic provides an organizational view of resource capacity versus demand. Demand is based on requirements, reserves, and allocations in project schedules, and data can be pivoted by different resource dimensions. This analytic allows you to identify teams or resources that are under- or over-utilized, and improve project delivery estimations based on available capacity.

FastTrack Power BI Showcase Dashboards – Resource Management  – Resource Utilization

Power BI Dashboard 

This dashboard provides a utilization table can be viewed by month, project, or work item, allowing for a visualization of which resources are over-utilized and underutilized.

Overloaded Resources Tile This tile supports the identification of resources with utilization that exceeds their capacity.
Free Capacity Tile

This tile supports the identification and management of underutilized and overloaded resources.

           

           

Time and Expense Management Process Steps

           

E1 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 The resources doing the work use timesheets to record when work was done and how many hours of effort were expended.

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), actual start and finish dates, and 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. 

          

           

Time and Expense Management Reports

How are we able to view the time reported to planned project work, other planned work, and non-planned work or absences?

RES24 – Resource Scheduled Effort Detail Analytic

This report provides a resource portfolio summary that details all scheduled or planned effort for each resource in the portfolio.

RES25 – Resource Timesheet Monthly Summary Analytic

This report summarizes all timesheet hours for each resource in a portfolio, allowing you to see where project actual hours are being reported.

RES26 – Resource Weekly Timesheet Detail Analytic

This detailed timesheet report summarizes reported hours and timesheet comments to help you understand where project actual hours are being reported. This report is also used to validate contractor timesheets.

RES28 – Scheduled vs. Actual Effort Analysis Analytic

This resource portfolio-based report visualizes planned or scheduled effort vs. actual or reported effort to help identify overloaded resources and gauge the quality of planned work.

How are we able to understand actual cost based on reported time and calculated rates?

RES24 – Resource Scheduled Effort Detail Analytic

This report provides a resource portfolio summary that details all scheduled or planned effort for each resource in the portfolio.

RES25 – Timesheet Monthly Analytic

This report summarizes all timesheet hours for each resource in a portfolio, allowing you to see where project actual hours are being reported.

RES26 – Resource Weekly Timesheet Detail Analytic

This detailed timesheet report summarizes reported hours and timesheet comments to help you understand where project actual hours are being reported. This report is also used to validate contractor timesheets.

RES30 – Time Recharge Report Monthly Analytic

This resource portfolio analytic is used to extract timesheet effort and cost information for use in a robust time recharging process that accounts for new, late, and adjusted timesheets.

How are we able to monitor timesheet status, submission, and approvals against our organizational targets?

RES08 – Timesheet Compliance Analytic

This resource portfolio-based report provides an organizational view of timesheet compliance to timesheet submission and approval deadlines.

Timesheets for Approval

Tile

This tile displays timesheets for resources that have been submitted and are ready for approval.

Timesheets Requiring Attention Tile

This tile lists resources that have timesheets ready for approval, disapproved timesheets, and overdue timesheets.

           

           

Agile Costing​ Process Steps

E1 Agile Costing Process Flow.png

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 AgilePlace 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 Portfolios. Managers can then use the data from the Planview Portfolios 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), actual start and finish dates, and 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. 

           

           

Resource Availability​

           

CZ Resource Availability Process Flow.png

Resource availability process flow

Process Step

Description

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​

           

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:

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 Discussions 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:

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

           

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.

                 

           

Resource Assignments and Utilization Process Steps

           

CZ Planning and Scheduling Process Flow.png

Resource assignments and utilization process flow

Process Step Description
View member capacity

Capacity is set by each account member and provides an indication of the amount of time each member is available for work each week. Use the Workload tool to view each members’ capacity.

Identify member capacity

Over- or underutilized resources can be identified within the Workload tool. When time has been entered, booked time is represented with colors indicating team member capacity. Once these are identified, take mitigating actions to ensure the delivery of projects and effective use of organizational resources is maintained. 

The Heatmap view is available to visually identify the times when team members are overloaded or might need more work. 

For more information:  

Capacity and Assignments View (Workload Tool) 

Heatmap View 

Feedback of resource comfort levels

The Workload Self Assessment provides feedback from resources to determine how each individual feels about their current workload; this can help determine whether resources are over- or underutilized.  

Manage member capacity 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.
Balance workload

Card assignments can be transferred from one member to one or several members in the workspace. If a member can no longer do the work he or she is assigned, work can be transferred to another workspace member by assigning the unfinished cards to the designated workspace member. 

For more information:  

Transfer Cards Between Workspace Members (Resource Substitution) 

                       

           

Time Management Process Steps

           

ProjectPlace-Time management.png

Time management process flow

           

Process step Description
Do work

Team members perform the project work.

Report hours

Team members report hours worked. With the Time Reporting tool, report time on a card or activities from a workspace that you are a member of. Estimated and reported time variance can be seen on the card.  
 
For more information:  

Report Time 

Save and close Click Save to save the time report and close dialog.
Analyze and adjust as needed Download time sheet report – activity and card level. Follow up with costing tool outside of Projectplace to adjust the plan as needed.

           

           

NOTE

ProjectPlace does not support the Resource Availability enabler as a standalone solution.