Follow
Budgeting Project Resources in the Business Case

 

***

You can associate Resource Pools with a project as part of completing the Resource Budgeting section of the Business Case of the project. The information you update here is also reflected in the Resource Planner.
For more information about creating a Business Case, see "Creating a Business Case."
For more information about planning in the Resource Planner, see "Planning in the Resource Planner."

Prerequisites for Budgeting Resources on a Project

To successfully budget your resources in the Business case, you must have the following information available in Workfront:

  • You must have Edit access to projects in your access level.
  • You must have Manage permissions on the project to be able to edit the Business Case of the project. 
  • You must be a Resource Manager on the Project.
  • You must have Resource Pools attached to the project. (you must have tasks assigned to job roles and users on the project - this is optional because the users and their roles come from the pools)
    NOTE You cannot budget resources assigned to issues in the Business Case. You can budget them in the Resource Planner. For more information about the Resource Planner, see "Planning in the Resource Planner."
  • Understand user and job role availability. 
    Obtaining information about user availability depends on how your system administrator configures your Resource Management Preferences.
    For more information about calculating user availability and setting Resource Management Preferences, see "Configuring Resource Management Preferences."
  • In order to calculate the Budgeted Labor Cost of the project, you must associate users and job roles with Cost per Hour rates. 
    NOTE Cost displays in the Business Case in the currency of the project.
    For more information about associating Cost per Hour rates with job roles, see "Creating and Managing Job Roles."
    For more information about associating Cost per Hour rates with users, see "Editing User Accounts."

Although this is not a prerequisite, we also recommend that you might also have Planned Hours associated with your tasks, to understand the amount of work a task might need to complete. 

Applying Resource Pools to a Project and Budgeting Resources in the Business Case

You can budget your resources on a project in the Business Case only when the project has a Duration value bigger than zero. Ensure the project has tasks with a valid Duration before you start budgeting your resources for it.

IMPORTANT You can budget your resources for a period of 15 years. If you budget resources for a project with a duration longer than 15 years the budgeting information might not be accurate.

To apply Resource Pools and budget project resources in the Business Case:

  1. Navigate to the project which you want to associate with the Resource Pools. 
  2. Select the Project Details tab.
  3. Select the Business Case sub-tab.
  4. In the Resource Budgeting section, click Edit Resource Budgeting
  5. In the Select Resource Pool field, specify one or several Resource Pools.
    NOTE You must specify only Resource Pools that are populated with users. 
  6. Click Apply.
    The Resource Planner is displayed, for the selected project.
    NOTE You cannot change the view in the Resource Planner inside the Business Case. The resource Planner displays in Project View, by default.
    For more information about the Resource Planner, see "Planning in the Resource Planner."BC_resource_budgeting_area.png
  7. (Optional) Click Week, Month or Quarter to display information for the project in different time frames.
    Click Today to return to today's time frame.
  8. (Optional) Click the Hours drop-down menu, and select Hours, FTE, or Cost to change how information displays in the Resource Planner. Hours display by default.
  9. (Optional) Click Export to export the Resource Planner to an Excel file.
    NOTE You can export data for up to 12 time periods at a time. (this is a temporary limitation for performance - this information duplicates for the understanding areas in the resource planner article)
  10. (Optional) Click the full screen icon to display the Resource Planner in full screen mode.
    full_screen_RP_in_BC.png
  11. Update the BDG (Budgeted Hours) field with Hour, FTE, or Cost values for the the users, roles, or the project by doing one of the following:
    • Manually estimate the amount of Hours, FTE, or Cost values for roles, users, or the project.
      Or
    • Click the Options icon for the project or the job roles and select an option to automatically budget the hours for roles, users, or the project.
      For more information about budgeting in the Project View of the Resource Planner, see the "Budgeting Resources in the Project View" section in "Planning in the Resource Planner."
      NOTE You can budget hours, FTEs, or costs for your resources for any time frame displayed in the Resource Budgeting area, independent of the timeline of the project. For example, if you want to indicate that your resources might not be available during the timeline of the project (where they are associated with Planned Hours), but they might be available during another time, you can do so by budgeting them for time frames where the Planned Hours are zero, if that is when they become available to work. 
  12. (Optional) To understand whether you can move the budgeted Hours, FTEs, or Costs to another time frame, click the Options icon, then Adjust Budgeting Dates.
    For more information about adjusting budgeted dates, see the "Adjusting Budgeting Dates" section in "Planning in the Resource Planner."
  13. Click Save.
    If you have Cost per Hour rates associated with your job roles, budgeting the resources in the Resource Budgeting area calculates the Budgeted Labor Cost of the project. The Budgeted Labor Cost is displayed in the Resource Budgeting area of the Business Case and in the Business Case Summary. 
    The budgeting information specified in the Business Case is also displayed in the Resource Planner.  

***

This links to Creating a Business Case. 

***KEEP THIS TILL AFTER 18.2: Add the note in pink below back to the article when the functionality of Zero Planned Duration returns. 

Remove this after 18.2: You can budget your resources on a project in the Business Case only when the project has a Duration value bigger than zero. Ensure the project has tasks with a valid Duration before you start budgeting your resources for it.

Remove other pink caveats throughout 2018: the limit of exporting 12 periods at a time; 

This note might need to be removed if issues are added to the RP in the BC: NOTE You cannot budget resources assigned to issues in the Business Case. You can budget them in the Resource Planner. For more information about the Resource Planner, see "Planning in the Resource Planner."

This article last updated on 2018-02-28 19:11:16 UTC