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Planview Customer Success Center

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.

Resource Management Processes

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​

Resource availability provides a single repository of resource availability information to the organization.  Resources are associated with a calendar that defines overall working time.  Resource capacity can be reduced by using defined activities such as holiday, illness, or administration. Resource availability can be managed by resource managers or resources themselves, reflecting the true capacity of the organization to deliver work and projects.           

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 Assignments and Utilization​

Resource assignments and utilization provides the ability to track and manage the assignments of named resources to work on projects or discrete activities within projects. Identify over and under allocations and understand future demand on their teams.

           

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 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 and Expense Management

Time and expense management monitors the progress of work along with actual hours and costs. Time reporting information is collected through the submission of timesheets; recording the hours spent each day by each resource on project activities and other work. This enables project actual hours and costs to be efficiently collected and used to update project progress and re-forecast future work. This also allows work being done by agile teams within LeanKit to be used to automatically create timesheet entries, including categorizing the work into capitalization or operational expenses, all without requiring team members to manually fill out timesheets.

           

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) 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​

Agile costing allows work being done by agile teams within LeanKit to be used to automatically create timesheet entries, including categorizing the work into capitalization or operational expenses, all without requiring team members to manually fill out timesheets.    

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 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 Planview 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.

           

           

Reports, Outputs, 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.

           

           

Resource Availability​

Resource availability provides a single repository of resource availability information to the organization.  Resources are associated with a calendar that defines overall working time.  Resource capacity can be reduced by using defined activities such as holiday, illness, or administration. Resource availability can be managed by resource managers or resources themselves, reflecting the true capacity of the organization to deliver work and projects.

           

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 Clarizen 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​

Resource assignments and utilization provides the ability to track and manage the assignments of named resources to work on projects or discrete activities within projects. Identify over and under allocations and understand future demand on their teams.

           

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

Time and expense management monitors the progress of work along with actual hours and costs. Time reporting information is collected through the submission of timesheets; recording the hours spent each day by each resource on project activities and other work. This enables project actual hours and costs to be efficiently collected and used to update project progress and re-forecast future work. This also allows work being done by agile teams within LeanKit to be used to automatically create timesheet entries, including categorizing the work into capitalization or operational expenses, all without requiring team members to manually fill out timesheets.

           

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 Clarizen 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.