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Planning in the Resource Planner

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

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 working with Resource Pools, see "Working with Resource Pools."

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 prioritize the projects you are working on, and budget your resource allocation for them, to ensure that you have the best resources to do the work. 

By using the Resource Planner, you can easily understand the availability and the allocation of your users and their job roles on the projects they are assigned to. You cannot manage the allocation of teams on the tasks they are assigned to in the Resource Planner. 

Prerequisites 

To successfully use the Resource Planner, you must first ensure that your users, your projects, and your tasks meet a set of prerequisites. These prerequisites are mandatory to display the correct information in the Resource Planner.

For more information about the prerequisites that must be met before you can start using the Resource Planner, see the "Understanding Prerequisites for Resource Planning" section in "Getting Started with Resource Planning."

Accessing the Resource Planner

  1. Navigate to the People area in the Global Navigation Bar.
  2. Select the Planning tab.
  3. Select the Resource Planner sub-tab.
    resource_planner__aug._23__2017.png
    Ensure that all prerequisites are met before starting to use the Resource Planner. This way, you ensure you display the correct information in the Resource Planner before you start budgeting your resources. 
    For more information about the prerequisites that must be met before you can start using the Resource Planner, see the "Understanding Prerequisites for Resource Planning" section in "Getting Started with Resource Planning."

Understanding the Areas of the Resource Planner

 You can find the following areas in the Resource Planner:

Timeline of Projects

Use the calendar at the top of the Resource Planner to navigate the timeline of the projects you are viewing. The timeline starts with today's month, by default. You can view four months at one time, and you can only display resource allocation per month. You cannot view resource allocation at the day or week level.  
For more information about changing the timeline, see "Time Frame Selection."

Time Frame Selection

Use the back and forward arrows on the time frame selection button to navigate backwards and forwards on the timeline, starting from today's month. 

Click Today to return to today's month.
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Project or Role View Selection

You can change the view in the Resource Planner depending on how you want the information to display.
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Select from the following options: 

  • View by Project: The Resource Planner displays a list of projects first. You can expand each project to display a list of job roles, and every job role to display a list of users that can fulfill those roles on the projects. This is the default view. 
    When this view is applied, the Role Budgeted Hours add up to the Project Budgeted Hours line. 
    view_by_project_resource_Planner__1_.png
  • View by Role: The Resource Planner displays a list of job roles first. You can expand each job role to display  a list of projects where that role is assigned, and every project to display a list of users that can fulfill those roles on those projects. 
    When this view is applied, the Project Budgeted Hours add up to the Role Budgeted Hours line. 
    view_by_role_resource_planner__1_.png

Project Name

You can see the following projects in the Resource Planner:

  • Projects you are designated for as a Resource Manager
  • Projects which are in a status that equates with one of the following:
    • Current
    • Planning
    • Approved

 

Project Planning Priority

Understanding Project Planning Priority is important for defining the order of the projects in the Resource Planner.

You can prioritize your projects in the Resource Planner only when you apply the View by Project view. 

When using this view, the projects are listed in the Resource Planner by taking into consideration following criteria:

  • By the Alignment Score on the project.
    For more information about the Alignment Score of the project, see "Generating an Alignment Score."
  • By the Planned Start Date of the project (if the Alignment field is null or is the same for several projects).
  • Alphabetically (if the Alignment field is null or is the same, and the Planned Start date is the same for several projects).

You can change the default order of your projects in the Resource Planner by editing the planning priority number of the project.  

Understanding Project Planning Priority

As a Resource Manager, you can reorder the projects in the Resource Planner by giving them a priority, when you display the Resource Planner by project. By giving projects a new priority, you can rank them in order of importance. The priority number you give the projects in the Resource Planner is unique to you. Another Resource Manager looking at the same Resource Planner, with the same projects, might have the projects ranked by a different priority order.

You cannot report on the Project Planning Priority field. This is visible just in the Resource Planner and it serves as a flag for prioritizing your projects. 

To edit the Project Planning Priority:

  1. Navigate to the Resource Planner.
    For more information about accessing the Resource Planner, see "Accessing the Resource Planner."
  2. Click inside the field to the left of the project name which contains a number.

  3. Enter any number to change the Planning Priority of the project. 
    Choose lower numbers for higher (more important) priorities, and higher numbers for lower (less important) priorities. 
  4. Click Enter.
    If you change the priority number of a project to a lower number (higher priority), all other projects in the Resource Planner shift down on the list (become less important).
    If you change the priority number of a project to a higher number (lower priority), all other projects in the Resource Planner shift up on the list (become more important). 

Understanding the Effect of Project Planning Priority on User Available Hours

The Project Planning Priority affects the Available hours of users. The users associated with the project with the highest priority show their fullest availability for the Available Hours column for this project.

The same users associated with the second project in order of priority will show the difference between their full amount of Available Hours and what has already been budgeted for the first project in the Budgeted Hours column, and so on.  

If no hours have been budgeted for the first project (in order of priority) for a user, but hours have been budgeted for the second project for the same user, the user will show the full amount of available hours for both projects.

We recommend updating the Budgeted Hours column for your users in the order of the projects in the Resource Planner, to ensure that you can accurately see the Available Hours for the user at all times. 

NOTE Because the Project Planning Priority is unique to every Resource Manager, your second priority project might be a first priority project for another Resource Manager. If another Resource Manager budgets a resource for their first project, the Available Hours will decrease for that resource for your first project based on that change.

The Resource Manager who budgets the hours first allocates that resource and reduces the number of Available Hours for that resource across the system. The amount of Available Hours should update for all the Resource Managers as soon as the Budgeted Hours are saved for a resource in the Resource Planner.  For more information about Available Hours, see "Availability and Allocation of Resources."

Job Role Name

The following categories of job roles are listed in the Resource Planner: 

  • The job roles that are assigned to tasks.
  • The job roles that are not assigned to tasks, but are the primary job roles of the users associated with the Resource Pools of the projects. 
  • The secondary job roles of users who are assigned to tasks in those job roles. 

Project and Role Options

Depending on what view you apply to the Resource Planner, the options for project and job roles change. 

For more information about what displays in the Resource Planner based on the view you select, see "Project or Role View Selection." 

  View by Project View by Role
Project Options
  • View Project: Select this to view the project in Workfront. The project opens in a new tab.
  • Set Roles' Planned Hours as Budgeted: Select this option to make the role Budgeted Hours become identical to the role Planned Hours. The total of the Budgeted Hours for the roles will display for the Project Budgeted Hours.
  • View ProjectSelect this to view the project in Workfront. The project opens in a new tab.
  • Set Users' Planned Hours as Budgeted: Select this option to make the user Budgeted Hours become identical to the user Planned Hours. 
  • Total Users' Budgeted Hours for Role: Select this option to add all the user Budgeted Hours together and display the total as the Budgeted Hours for the project. We recommend that you use this option after you have either manually budgeted your users, or you have used the previous option first. 
Role Options
  • Set Users' Planned Hours as Budgeted: Select this option to make the user Budgeted Hours become identical to the user Planned Hours. 
  • Total Users' Budgeted Hours for Role: Select this option to add all the user Budgeted Hours together and display the total as the Budgeted Hours for the role. We recommend that you use this option after you have either manually budgeted your users, or you have used the previous option first. 
  • Set Projects' Planned Hours as Budgeted: Select this option to make the project Budgeted Hours become identical with the project Planned Hours.  


User Name 

The following categories of users are listed in the Resource Planner:

  • Users from the Resources Pools associated with the projects. They could appear listed under their primary job role (if they are assigned to the tasks by name or if their primary role is assigned to a task), or under one of their secondary job roles (if they are assigned to a task in those roles). 
    NOTE If users can fulfill secondary job roles which are assigned to tasks on the projects, they will not display under their secondary job roles unless they are assigned to the tasks along with the secondary role. In this case, their Available Hours for the secondary job role will be 0. The Available Hours are only associated with a user and their primary job role. 
  • Users from the Resource Pools associated with the projects that are assigned to tasks in both their primary and secondary job roles, in which case they appear listed twice: once under their primary job role and a second time for their secondary job role.
    NOTE If a user's secondary job role is another user's primary job role, only the user with the primary job role is listed under the job role. 

IMPORTANT If a user is assigned to a task in the project but they are not listed in the Resource Pools of the project, they will not display in the Resource Planner.

"No Role" and "No User" Sections

"No Role" Section

When a user belongs to a Resource Pool associated with a project, but they do not have a job role associated with them, they appear in the "No Role" Section, instead of a Job Role section. 

You cannot budget hours for a user in a "No Role" line. The user must have at least one job role associated with them to be budgeted for work.
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"No User" Section

When you assign a task to a team, or you leave it unassigned, the Planned Hours appear under the "No role" and "No User" sections in the Resource Planner. 

You can see the amount of Planned Hours attributed to tasks on the project in the Resource Planner, but you cannot budget for these allocations. 

no_user_and_no_role___res_planner.png

 

Availability and Allocation of Resources

The following resource availability and resource allocation numbers are displayed in the Resource Planner in hours: 

  • Available Hours
  • Planned Hours
  • Budgeted Hours
  • Hour Variance
  • Net Hours

All the hours for each number are distributed for the Duration of the project (for the Project line) or the tasks (for the Role and User lines) on the project.

The Duration of the project or the tasks is the time that spans between the Planned Start and the Planned Completion dates of the project or tasks. 

For more information about what each number means, mouse over the name of the column in which the number is displayed.
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IMPORTANT If any of the prerequisites required for the correct functionality of the Resource Planner are missing, some of the following numbers may be zero, or the Budgeted Hours might be dimmed. For more information about the prerequisites required for the correct functionality of the Resource Planner, see "Prerequisites."

Refer to the following list for an understanding of the numbers displayed in the Resource Planner:

Column Name (Hours) Displayed by Description
AVL (Available Hours) Project 

The total of hours for which all the users on the project are available to work according to their schedule, for the time frame selected. 

Role The total of hours for which all the users associated with this role are available to work according to their schedule, for the time frame selected. If no user is associated with a job role, then the job role Available Hours is zero. 
User

Hours that the user is available to work, according to their schedule, for the time frame selected. This number subtracts the hours associated with the following:

  • schedule exceptions
  • time off of the user
  • hours budgeted for other projects. 

For example, if a user is scheduled to work a schedule of 8 hour/ day, for 5 days/ a week, for a 4 week month with no time off and no schedule exceptions, their Available Hours for a month are 160 hours. If they are budgeted to work for a project for 10 hours, the their Available Hours are 150 hours. 

The Available Hours for a user change if the Project Planning Priority changes and the user is budgeted for work on a project. For more information about how Project Planning Priority affects the Available Hours of a user, see "Understanding the Effect of Project Planning Priority on User Available Hours."

The Available Hours are populated only for the user fulfilling their primary job role on the project. The Available Hours for the user fulfilling their secondary job roles on the project is zero. 

If the user is scheduled for deactivation, the Available Hours for the days after the deactivation date are zero. For more information about deactivating users, see "Deactivating Users."

PLN (Planned Hours) Project

The total of the Planned Hours from all the job roles or users listed under the project, including in the "No Role" or "No User" lines, for the time frame selected.

The Planned Hours are equally distributed for the entire duration of the tasks on the project, based on the project plan. 

Role

The total of the Planned Hours from all the tasks assigned to the role, during the time frame selected.

The Planned Hours are distributed for the entire duration of the tasks assigned to this role, based on the project plan. 

The "No Role" line will show the Planned Hours associated with tasks that are either unassigned, assigned to teams (whose hours are listed in the "No User" line), or assigned to users who are not associated with a job role.

User

The Planned Hours from all the tasks assigned to the user in a specific role, during the time frame selected.

The Planned Hours are distributed for the entire duration of the tasks assigned to the role associated with a user or assigned directly to the user. 

The "No User" line will show the Planned Hours associated with tasks that are either unassigned or assigned to teams. 

IMPORTANT Although you cannot see information about task allocations in the Resource Planner, the amount of Planned Hours that you see comes from the Planned Hours on the tasks in the projects. Planned Hours are equally distributed by the amount of the days within the duration of the task, for each resource assigned to the task. 

The following categories of tasks are included in calculating the Planned Hours for each resource:

  • tasks assigned to users in Resource Pools, job roles, or teams on the project
    NOTE If tasks are assigned to teams, their allocation will appear under "No Role" and "No User" sections. You can see the Planned Hours associated with teams, but you cannot budget the hours, because no roles nor users are associated with the tasks.  
  • unassigned tasks 

NOTE Planned Hours in the Resource Planner do not include Planned Hours associated with the following:

  • parent tasks
  • tasks assigned to users with no Resource Pools
  • issues. 
BDG (Budgeted Hours) Project

A manual entry to estimate how many hours you budget for a project, for a selected time frame.

Depending on the view you apply for the Resource Planner, the project Budgeted Hours might or might not be distributed to the roles on the project. 

Role

A manual entry to estimate how many hours you budget for a role, for a selected time frame.

If no user is associated with the job role, you cannot estimate the Budgeted Hours for the job role. 

Depending on the view you apply for the Resource Planner, the role Budgeted Hours might or might not be distributed to the projects on the project. 

User

A manual entry to estimate how many hours you budget for a user, for a selected time frame. 

NOTE You can estimate the Budgeted Hours for users who are not assigned to tasks, but are associated with a Resource Pool on a project because these users also appear in the Resource Planner. Their Planned Hours should be zero, however, because they are not assigned to tasks. 

IMPORTANT By default, the Budgeted Hours in the Resource Planner are zero for all resources and for all the projects.

You can manually estimate the Budgeted hours for users and roles, or you can use one of the links in the Project Options or Job Role Options menus to update them according to the number of Planned Hours.

For more information about budgeting allocations for resources in the Resource Planner, see "Budgeting Allocations in the Resource Planner."

You can report on Budgeted Hours, by selecting Resource Budgeted Hour as your report object for a new report. For more information about what objects you can report on in Workfront, see the "Reporting on Objects" section in "Understanding Objects." 

VAR (Hour Variance) Project

The Hour Variance shows whether you have enough Budgeted Hours for the project to accomplish all the Planned Hours for the project. The Project Hour Variance is calculated using the following formula:

Project Hour Variance = Project Budgeted Hours - Project Planned Hours 

Role

The Hour Variance shows whether you have enough Budgeted Hours for the role to accomplish the Planned Hours assigned to it. The Role Hour Variance is calculated using the following formula:

Role Hour Variance = Role Budgeted Hours - Role Planned Hours 

User

The Hour Variance shows whether you have enough Budgeted Hours for the user to accomplish the Planned Hours assigned to them. The User Hour Variance is calculated using the following formula:

User Hour Variance = User Budgeted Hours - User Planned Hours

NOTE When the Hour Variance number displays in red, you have estimated less Budgeted Hours than the Planned Hours of the actual work that needs to be completed. In this case, the Budgeted Hours might not be enough to complete the work. 
NET (Net Hours) Project

The Net Hours show how many Available Hours are left, after you have budgeted hours for the project. The Project Net Hours are calculated using this formula:

Project Net Hours = Project Available Hours - Project Budgeted Hours

Role The Net Hours show how many Available Hours are left, after you have budgeted hours for the role. The Role Net Hours are calculated using this formula:

Role Net Hours = Role Available Hours - Role Budgeted Hours

User

The Net Hours show how many Available Hours are left, after you have budgeted hours for the user. The User Net Hours are calculated using this formula:

User Net Hours = User Available Hours - User Budgeted Hours

NOTE When the Net Hours number displays in red, the resource does not have enough Available Hours to complete the Budgeted Hours estimated for their allocation. In this case, the resource is over allocated. 

Budgeting Allocations in the Resource Planner

Budgeting allocations for your resources in the Resource Planner is done manually, or using the Project and Role Options.
For more information about the Project and Role Options, see "Project and Role Options."

You can budget your resource allocations in the Resource Planner by estimating how many hours your users or your job roles should be working on a project. You can also reserve a bulk number of hours for a project, by budgeting hours for the project. 

IMPORTANT We recommend that you budget your hours for job roles or for users, and use the budgeting at the project level just for a one-time, quick distribution of hours across the job roles of a project.

To budget allocations in the Resource Planner:

  1. Navigate to the People area in the Global Navigation Bar.
  2. Select the Planning tab.
  3. Select the Resource Planner sub-tab.
  4. Expand the project or the job roles to manage the allocation for the project, job roles or users.
  5. Do one of the following: 
    • Manually enter a number for the Budgeted Hours for users, roles, or the project.
      Or
    • Use the Options icons for Project and Roles to automatically distribute the hours based on the Planned Hours, or to automatically add up the hours to a higher object. 
      For more information about which options are available for projects and roles depending on the view you are applying for the Resource Planner, see "Project and Role Options."
      NOTE Although you can budget users for all their job roles, the Available Hours column is populated for users and roles only when those roles are their Primary Job Role. When a user is listed under their secondary job role, their Available Hours and their role Available Hours will be zero for their name as well as for the role. 
      res_planner_budgeted_for_project_and_distributed_copy.png
  6. Click Save

 

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Keep the following pink blurb for all articles in this NEW section:

MORE EDITS AS THE FEATURE DEVELOPS:

- When the user view comes out, edit all the project and role and project or role sections below, to include users. Also, edit all the hour information that rolls up or distributes to other items. 

Right now, available hours are only associated with the user in their primary role; their secondary role will get ZERO available hours - this will change when we implement FTE distribution to job roles;