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Calculating Hours and FTE for Users and Roles in the Resource Planner

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The information on this page refers to functionality not yet generally available. It is available only in the Preview Sandbox environment.

You can display the allocation and availability of your resources in the Resource Planner by hours or FTE. 

"FTE" stands for Full Time Equivalent. It is a measure of time that represents the amount of hours dedicated to real work during a day or week for a user or job role. 

The following sets of resource information are calculated differently in the Resource Planner:

  • The Available Hours or FTE values are calculated based on the way your System Administrator configures the Resource Management preferences in your system. 
    For more information about how the Available Hours and FTE values are calculated, see "Calculating User and Job Role Available Hours or FTE in the Resource Planner."
    For more information about defining the Resource Management preferences for the Workfront system, see "Configuring Resource Management Preferences."
  • All other FTE values are calculated based on the System Default schedule. 
    For more information about how the all other values display in the Resource Planner when using FTE, see "Calculating All other FTE Values in the Resource Planner."

It is important to understand what the FTE is for each of your users and their job roles to accurately manage your resources as you are assigning them to work. 

 Calculating Available Hours or FTE for Users and Job Roles in the Resource Planner

Calculating the Available Hours and FTE for a User in the Resource Planner

The system administrator determined how to calculate resource availability at the system level. 
For more information about defining the Resource Management preferences for the Workfront system, see "Configuring Resource Management Preferences."

Res_management_user_s_schedule__1_.png

Based on how this setting is configured, the availability of the users in the Resource Planner (hours as well as FTE availability) is calculated by using the following methods: 

  • The Default Schedule: The Default Schedule of the system and the user FTE are used to determine the Available Hours and FTE value for the user in the Resource Planner. The Schedule of the user is ignored. In this case: 
    • The Available Hours in the Resource Planner are calculated using the following formula:
      User Available Hours = Default Schedule Hours * User FTE value
      (this is the correct value. If this shows as a division in other articles, that is wrong. It's a multiplication between these 2 values).
      For example, if the Default Schedule has 40 hours a week available for work, and the user FTE is 0.5, the user is available to work for 20 hours a week in the Resource Planner. 
      For more information about schedules, including the Default Schedule, see "Creating Schedules."
    • The Available FTE for the user in the Resource Planner is the same as the user FTE specified in the user settings.  
      For example, if the user FTE is 0.5 in the user settings, the available FTE of the user is 0.5 in the Resource Planner. 
      For more information about the value of the user FTE as it displays in the user settings, see "Editing User Accounts."
  • The User's Schedule: The Schedule of the user is used to determine the availability of the user in the Resource Planner. The value of the user FTE is ignored. In this case: 
    • The Available Hours in the Resource Planner are the same as the Hours from the Schedule of the user. 
      For example, if the Schedule of the user has 40 hours a week available for work, the user is available to work for 40 hours a week in the Resource Planner. 
    • The Available FTE in the Resource Planner is calculated by the following formula:
      User Available FTE = Hours from the Schedule of the User/ Default Schedule Hours
      For example, if the Schedule of the user has 20 hours available to work, and the Default Schedule in Workfront has 40 hours available to work, the user's FTE is 0.5. 
      For more information about schedules, including the Default Schedule, see "Creating Schedules."

Calculating the Available Hours and FTE for a Job Role in the Resource Planner

You first have to calculate the user availability, and then you can calculate the availability of each of their job roles. 

The availability of job roles in the Resource Planner takes into account the total availability of the user, and the Percentage of FTE Availability associated with each role of the user. 
percent_of_fte_availability_at_the_user_level.png

For more information about associating a Percentage of FTE Availability value with a job role for a user, see "Editing User Accounts." 

For example, if the value of Available Hours for a user is 40 and they can fulfill one Primary Role for 75% of that time, and one Other Role for 25% of that time, the Resource Planner shows that the Available Hours value for the Primary Role for one week is 30 hours, and that the Available Hours value for the Other Role is 10 hours. In this case, the FTE for the Primary Role is 0.75 and the FTE for the other role is 0.25. 

NOTE The total available time for the user is calculated by one of the two methods described in the "Calculating the Available Hours and FTE for a User in the Resource Plannersection. 

When viewing the Resource Planner in the View by Role view, the availability of one job role is a total of the availability of all users who can fulfill that job role. 
For more information about availability of resources in the Resource Planner, see the "Availability and Allocation of Resources" section in "Planning in the Resource Planner."

Calculating the Available Hours and FTE for a User in the Resource Planner (Example)

The following table illustrates how the Available Hours and Available FTE are calculated for the user in the Resource Planner, depending on which method is used by the system administrator for the FTE calculation in the Resource Management Preferences.

For this example, we are using the following numbers:

  • A system Default Schedule of 40 hours
  • A user Schedule of 20 Hours
  • A user FTE of 0.75.
Method for FTE Calculation (System Setting) Hours from User's Schedule Hours from the Default Schedule User FTE field Available Hours in the Resource Planner Available FTE in the Resource Planner
Manual Ignored 40 0.75 30 (calculated) 0.75
Automatic 20 40 Ignored 20 0.5 (calculated)

Calculating All Other Hour and FTE Values for Users and Job Roles in the Resource Planner

In addition to the Available Hours or FTE, the following time information is also displayed in the Resource Planner: 

  • Planned Hours
  • Budgeted Hours
  • Hour Variance
  • Net Hours
    For more information about these values see the "Availability and Allocation of Resources" section in "Planning in the Resource Planner."
  • Hour Difference
    For more information about what this value represents see the "Viewing the Difference between Available and Planned Hours or FTE in the Resource Planner" section in "Planning in the Resource Planner."

You can display the same information in the Resource Planner as FTE or as hours. 

Workfront uses the following formula to display all other values as FTE in the Resource Planner:

FTE = Resource Planner Hours/ Default Schedule Hours

This calculation applies for the following values:

  • Planned FTE (PLN)
  • Budgeted FTE (BDG)
  • FTE Variance (VAR)
  • NET FTE
  • FTE Difference (DIF) 

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KEEP THIS: 

***Linked to: Configuring My Settings, Editing User Accounts, Planning in the Resource Planner

***Correct this statement when availability in the RP will be able to display in FTEs as well: Availability of resources displays in the Resource Planner in the value of Available Hours.