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Getting Started with Resource Management

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Resource Management allows you to configure your system to accurately allocate your resources to the work that must be done, based on their availability.

Understanding Resource Management in Workfront

Resource Management refers to all the activities performed by the system administrator, the Resource Manager, and the Project Owner for the planning of resources in relation to the work that these resources are assigned to and their availability.  

Workfront has several sets of tools used to manage resources. Although some of these tools overlap, each one has an individual scope. Currently, you can use the following sets of Resource Management tools in Workfront:

  • Legacy Resource Planning: Refers to organizing your job roles in Legacy Resource Pools which can be managed in the Resource Budget Manager. 
    IMPORTANT The tools associated with Legacy Resource Planning are deprecated and they will be removed from Workfront in 2018. We recommend that you use the tools associated with Resource Planning for your resource management needs. 
    After you have added your job roles to your Legacy Resource Pools, you can then assign one Legacy Resource Pool to your projects and you can configure the availability of job roles per project in the Resource Estimates section of the Business Case. After you have defined the Resource Estimates of a project, you can manage them system-wide in the Capacity Planner of the Legacy Resource Pool. 

    For more information about Legacy Resource Planning, see the "Legacy Resource Planning" section.
    As a subset of Legacy Resource Planning, you can manage your user allocations by using the User Utilization report and the Resource Grid within Legacy Resource Planning.
    For more information about managing user resources, see the "Understanding User Utilization" section.
  • Resource Planning: Refers to organizing your users in Resource Pools which can be assigned to your projects. You can assign multiple Resource Pools to a project. The availability of users based on their schedules and allocations to tasks in projects is managed in the Resource Planner. This is a high-level view on resource management, allowing you to budget hours for your resources at the project level, according to their scheduled availability.  
    For more information about Resource Planning, see the "Resource Planning" section. 
    IMPORTANT Legacy Resource Planing and Resource Planning are two completely separate areas of functionality and must be configured separately. They do not communicate with one another. We recommend that you use Resource Planning tools for your future resource management needs. The Legacy Resource Planning tools are currently deprecated and will be removed from Workfront in 2018. 
  • Resource Scheduling: Refers to assigning actual work to users by matching the job roles assigned to the tasks and issues with the job roles they can fulfill, or assigning actual work to users on tasks and issues which are currently unassigned. This is a lower-level view on resource management, allowing you to assign your resources to the actual work (tasks and issues) that they must fulfill, according to the hours needed in the project plan to fulfill them. 
    For more information about Resource Scheduling, see the "Scheduling Resources" section.

Understanding the Two Components of Resource Management

Resource Management is done in two steps: 

  • Configuration: As a Resource Manager or Project Owner, you or your system administrator must configure certain fields and objects in your Workfront instance before managing your resources. 
    You must configure the following items in Workfront:
  • Resource Allocation: As a Resource Manager, or a Project Owner, you can assign work and define allocation of resources to work tasks and issues. For this step, a Resource Manager manages the allocation of their resources at the project level using the Resource Planner. Then, they assign work items (tasks and issues) to users based on their job roles using the Resource Scheduling tools. 
    For more information about Resource Planning, see the "Resource Planning" section.
    For more information about Resource Scheduling, see the "Scheduling Resources" section. 

NOTE Resource Management is never a stagnant process in Workfront. As the schedules of your projects, the availability of your users, or their roles change, you must continually adjust the information about your resources, their assignments, and their allocations to projects, tasks, and issues. We recommend that you designate Resource Mangers for your projects whose role is to manage this process, to accurately allocate your resources and prioritize your projects. 

Access Needed to Access Resource Management Tools

The following users have access to the Resource Management Tools in Workfront:

  • The system administrator.
  • A user with a Plan license who also has administrative access to Resource Pools.
    For more information about granting administrative access to a Plan user, see "Administrative Access."

Prerequisites for Accurate Resource Management 

All of the following conditions must be met before you can start managing your resources in Workfront:

  • You must have users in the system who have active accounts.
  • You must assign a Plan or a Worker license to the users whose work allocation you want to manage. 
    NOTE Although you can assign work to a Reviewer or a Requestor, they cannot complete it.
    We recommend against assigning work to Reviewers or Requestors.
  • You must have job roles configured in the system.
    For more information about adding job roles to Workfront, see "Creating and Managing Job Roles."
  • (Optional) If you want to budget cost for your work, your job roles and your users must also have rates associated with them. 
  • You must associate at least one job role with your users.
  • You must specify a valid value for the FTE field of all users.
    For more information about editing users to ensure they have a job role, FTE, or cost associated with them, see "Editing User Accounts."
  • You must associate accurate Schedules with your users. 
    For more information about creating and editing schedules, see "Creating Schedules."
  • You must associate projects with Resource Managers and Resource Pools.
    For more information about associating projects with Resource Managers, see "Designating Resource Managers for a Project or Template."
    For more information about associating projects with Resource Pools, see "Working with Resource Pools."
  • You must assign the tasks and issues in your system to job roles or users.
  • You must specify a valid value for Planned Hours and Duration for all tasks in your system. 
    For more information about Planned Hours, see "Understanding Planned Hours."
    For more information about Duration, see "Understanding Task Duration and Duration Type Overview."
  • You must be designated as a Resource Manager on projects to use the Resource Planner, and all Resource Scheduling tools. 
  • When using the Legacy Resource Planning tools, your projects must include Resource Estimates in the Business Case.
    For more information about using Resource Estimates in the Business Case, see "Applying Resource Pools to the Business Case."

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As functionality is removed from Legacy and added to Res Planning - this will be continually updated: remove the Legacy Res Planning when that functionality is removed from the system.