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Working with Resource Pools

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NOTE The feature described in this article is currently being developed since July 2017. More functionality will continue to be released in the second half of 2017 and early 2018 to fully replace Legacy Resource Planning and add to its capabilities.

Note that the current functionality being developed and the existing Legacy Resource Planning functionality are separate features and do not communicate with one another.

You can get started with configuring your Resource Pools and budget your resources in the new Resource Planner now to support the new functionality. For more information about the Resource Planner, see "Planning in the Resource Planner."

For more information about managing your resources using Legacy Resource Planning tools, see the "Legacy Resource Planning" section. 
For more information about the difference between Legacy Resource Planning and Resource Planning, see "Understanding the Difference between Legacy Resource Planning and Planning."

As a Resource Manager, you can manage your resources by adding users to Resource Pools. You can then attach the pools to projects and manage your resource allocations for the projects using the Resource Planner. 

Populating Resource Pools with users and attaching them to projects is a prerequisite for using the Resource Planning functionality. Efficient resource management cannot happen without populating your Resource Pools with users and attaching them to projects.
For more information about the prerequisites needed before you can start using Resource Planning, see the "Understanding Prerequisites for Resource Planning" section in "Getting Started with Resource Planning."

Understanding Resource Pools

A Resource Pool is a collection of users that are needed at the same time for the completion of a project.

A Resource Pool can be shared across multiple projects, programs, or portfolios when it is associated with all the projects in the programs and portfolios. 

You can either create a Resource Pool and populate it with existing users upon its creation, or you can create the Resource Pool and associate it with an existing user or with a new user as you are creating the user. 

After you populate your Resource Pools with users, you can associate them with projects and templates, and manage your user allocation to the projects more efficiently. 

You can associate as many Resource Pools as needed with a project, template, or user. 

Access Needed for Editing Resource Pools

You need one of the following access levels to edit resource pools:

  • System Administrator access level
  • Planner access level with administrative access for Resource Pools. For more information about granting administrative access to users with a Plan license, see "Administrative Access." 
    A user with a Plan license without administrative access for Resource Pools has access to only view existing Resource Pools and their members.

Creating a Resource Pool

  1. Navigate to the People area in the Global Navigation Bar.
  2. Select the Planning tab.
  3. Select the Resource Pools sub-tab.
    resource_pools_tab.png
  4. Click New Resource Pool.
  5. Specify the following:
    Name: This is the name of the Resource Pool.
    Description: This is a brief description about this Resource Pool. For example, you can specify for what purpose it should be used.
    (Optional) Pool Members: Add users to the Resource Pool individually, or add one of the following entities associated with users, which in turn adds those users to the Resource Pool:
    - Teams: all members of the team are added to the Resource Pool.
    - Groups: all members of the group are added to the Resource Pool.
    - Roles: all users associated with that role are added to the Resource Pool.
    - Companies: all users in the company are added to the Resource Pool.
    NOTE  Only the users who are active are added to the Resource Pool. If a user becomes a member of a group, team, company or is associated with a job role after the group, team, company or job role have been added to the Resource Pool, the new member is not automatically added to the Resource Pool.
    If a user belongs to the team, group, company and job role you are adding, at the same time, the user is added only once to the Resource Pool.
    Users who are deactivated after having been added to the Resource Pool appear dimmed in the list of users and are marked as being deactivated.
  6. (Optional) Use the Undo link to remove the users added through a group, team, company or job role.
    Resource_pools_NEW___UNDO_button_for_teams_groups_etc.png
  7. (Optional) Use the Search option to find a user in the Resource Pool.
  8. Click Create.

Removing Users from a Resource Pool

You can remove users from a Resource Pool when that user is no longer needed in that pool. 

To remove a user from a Resource Pool:

  1. Navigate to the People area in the Global Navigation Bar.
  2. Select the Planning tab.
  3. Select the Resource Pools sub-tab.
  4. Select a Resource Pool and click Edit.
  5. Use the Search in this Resource Pool field to search for the user you want to remove. 
    search_inside_NEW_resource_pool.png
  6. Click the 'x' icon at the user level to remove the user from the Resource Pool. They are removed from all the lists they appear in. All other users associated with the job role, group, team, or company are left in the Resource Pool. 
  7. (Optional) To remove all users associated with a job role, group, team, or company, click Remove at the job role, group, team level, or company level. This removes all the users associated with that job role, group, team, or company from the Resource Pool. 
  8. Click Save

Associating Resource Pools with Users

You must have administrative rights to editing users in order to edit or create users.
For more information about the access needed to edit or create users, see "Access Needed to Edit Users."

Structuring Resource Pools

There are several ways to structure your Resource Pools. 

We recommend the following scenarios: 

  • You can have all the users in the same Resource Pool belong to the same team. 
    For example, if you want all the users of a Marketing team to be available for a project, you would want a Marketing Resource Pool where you would add all the users in that team. You can then associate the Marketing Resource Pool with the project. 
  • You can have all the users in the same Resource Pool fulfill similar roles, especially if the roles are in high demand and must be budgeted separately.
    For example, you may have external resources that work as Consultants that you want to have available for a project from time to time, that work along with your internal Consultants. You can create a Resource Pool for Consultants that you can attach to your projects, where you can place both users that are internal or external Consultants. 
  • You can also create Resource Pools by department or cost center.
  • If the number of the users in your system is not very large, and if you work with a small number of projects at a time, you can also place all your users in the Workfront system in one Resource Pool.

Associating Resource Pools with User

You can associate users with Resource Pools when you are creating your Resource Pools.
For more information about creating a Resource Pool, see the "Creating a Resource Pool."

If you create Resource Pools without populating them with users, you can later associate them with users as you are editing or creating new users. 

The Resource Pools must be created before you can associate them with a user. 

To associate Resource Pools with users:

  1. Navigate to the People are in the Global Navigation Bar.
  2. Select the People tab.
  3. Select a user from the list, then click Edit.
  4. Click Resource Planning.
  5. Start typing the name of a Resource Pool that you want to associate with the user in the Resource Pools field, then select it from the list, when it appears.
    You can associate multiple Resource Pools with one user. 
    add_resource_pool_to_user.png
  6. Click Save Changes.

For more information about editing users, see "Editing User Accounts."

For more information about creating new users, see "Creating Users."

Associating Resource Pools with Users in Bulk

You can edit multiple users in bulk and associate the same Resource Pools with all of them at the same time. 

To associate Resource Pools with several users in bulk:

  1. Navigate to the People area in your Global Navigation Bar.
  2. Select the People tab.
  3. Select several users on the list, and click Edit.
  4. Click Resource Planning.
  5. Start typing the name of a Resource Pool that you want to associate with the users in the Resource Pools field, then select it from the list, when it appears.
    You can associate multiple Resource Pools with multiple users.
    NOTE Only the Resource Pools that are common to all the users selected appear in this field. If the users selected have no shared Resource Pools, this field is empty. If this field is empty, the Resource Pools you specify here will overwrite their individual Resource Pools. 
    resource_pools_to_users_in_bulk.png

  6. Click Save Changes.

For more information about how to edit users in bulk, see the "Editing User Accounts in Bulk" section in "Editing User Accounts."

Associating Resource Pools with Projects and Templates

After you create Resource Pools, you can associate them with projects or templates so you can later budget your resources on the projects.

You must have the following rights to associate Resource Pools with Projects and Templates: 

  • You must have rights to Edit projects in your access level, as well as Manage permissions on the project in order to edit the project and associate it with Resource Pools.
  • You must have rights to Edit templates in your access level, as well as Manage permissions on the template in order to edit the template and associate it with Resource Pools.

We recommend that you create your Resource Pools in advance, associate them with projects, and budget your resources before the project starts. 

Associating Resource Pools with One Project or Template

You can associate Resource Pools with a template in the same manner you associate Resource Pools with a project. 

To associate Resource Pools with a Project: 

  1. Navigate to a project, and click Edit Project.
  2. Click Settings.
  3. Start typing the name of a Resource Pool in the Resource Pools field, then select it from the list when it appears. 
    You can associate multiple Resource Pools with one project or template. 
    resource_pool_to_project.png

  4. Click Save Changes.

For more information about how to edit a project and associate it with Resource Pools, see "Editing Projects."

For more information about how to edit a template and associate it with Resource Pools, see "Editing Templates."

Associating Resource Pools with Several Projects or Templates in Bulk

You can edit multiple projects or templates in bulk and associate the same Resource Pools with all of them at the same time. 

You can associate Resource Pools with templates in the same manner you associate Resource Pools with projects. 

To associate Resource Pools with several projects in bulk:

  1. Navigate to a list of projects.
  2. Select multiple projects, then click Edit.
  3. Click Settings.
  4. Start typing the name of a Resource Pool in the Resource Pools field, then select it from the list when it appears. 
    You can associate multiple Resource Pools with the projects or templates. 
    NOTE When you edit projects or templates in bulk, only the Resource Pools that are common to all the projects or templates selected appear in this field. If the projects selected have no shared Resource Pools, this field will be empty. The Resource Pools you specify here will overwrite the individual Resource Pools of the projects or templates. 
    add_resource_pools_to_multiple_projects.png
  5. Click Save Changes.
    When your Resource Pools are associated with your projects or your templates, you can budget user allocations for your projects inside the Resource Planner.
    For more information about the Resource Planner, see "Planning in the Resource Planner."

For more information about how to edit projects in bulk, see the "Editing Projects in Bulk" section in "Editing Projects."

For more information about how to edit templates in bulk, see the "Editing Templates in Bulk" section in "Editing Templates."

 *** As more functionality is added to res planner or pools, this needs to be updated. 

*** The sections about how to add resource pools to users, templates, projects are duplicated from the articles listed in those sections (Creating Users, Editing Projects, Creating a Template, etc). These sections might be eliminated when the Resource Pools are not something new, and just a routine field to edit on these main objects.