AdaptiveWork process flows

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 management best practices
• Managing Resource Loads

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 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.

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

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.

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

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:

• Working with Capacity Planning (video)
• Managing Resources Using the Capacity Planning Module (videos)

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.

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

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.

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:

• Timesheet Approvals Updates
• Time Tracking Settings

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.