Follow
Planning in the Resource Planner

*** 

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."

Understanding the Resource Planner

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 do the work. 

By using the Resource Planner, you can easily understand the availability of your users, as well as the planned time necessary to complete the work on your projects. You can then manage 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. 

The Resource Planner has two purposes: 

  • To help Resource Managers budget the allocation of their resources for the work that needs to be accomplished. You should use the View by Project or View by Role views to accomplish this. 
    For more information about budgeting in the Resource Planner, see "Budgeting Resources in the Resource Planner."
  • To help Resource Managers and team managers view the difference between the availability of their users and the planned amount of time needed to complete the work. You should use the View by User view to accomplish this. 
    For more information about viewing the difference between the Available and Planned Hours for users in the Resource Planner, see "Viewing the Difference between Available and Planned Hours or FTE in the Resource Planner."

You can view and manage the time for your resources in the Resource Planner by viewing the information by Hours or FTE. 

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:

resource_planner_oct_5__2017.png

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. 
For more information about changing the time frame of the timeline you are displaying in the Resource Planner, see "Time Frame Selection."

Time Frame Selection

By default, the Resource Planner shows resource information for six months at a time, starting with the current month. 

You can select from the following date range options in the Resource Planner:

  • Click Week to display information by week.
  • Click Month to display information by month.
  • Click Quarter to display information by quarter.
  • Click the back and forward arrows to move backwards and forwards on the timeline.
  • Click Today to return to today's month, week, or quarter.
    time_frame_selection_in_the_resource_planner.png
    Only six blocks of time display at one time in the Resource Planner 

Project/ Role/ User View Selection

By default, the Resource Planner shows a list of projects for which you are the Resource Manager. 

In the default view, you can expand the projects in the list to display a list of job roles associated with the project, and you can expand the job roles to display a list of users associated with the job roles. The users are either assigned to tasks or issues in the project, or belong to the Resource Pools associated with the project. 

You can change the view in the Resource Planner depending on how you want the information to display. When you change the view, the object hierarchy in the Resource Planner also changes. 

To change the view in the Resource Planner:

  1. Navigate to the Resource Planner.
    For more information about accessing the Resource Planner, see "Accessing the Resource Planner."
  2. In the View by Project drop-down menu, select one of the following views:
    • 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 Hours or FTE add up to the Project Hours or FTE. 
      resource_planner_view_by_project.png
    • View by Role: The Resource Planner displays a list of job roles first, in alphabetical order. 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. The projects are listed under the job role in the same order of priority as they are listed in the Project View. 
      When this view is applied, the Project Hours or FTE add up to the Role Hours or FTE. 
      resource_planner_view_by_role.png
    • View by User: The Resource Planner displays a list of up to 2000 users. The users that display in the Resource Planner by default meet the following criteria: (this criteria is temporary - Vazgen to update us when this changes)
      - Users have a Plan or a Work license.
      - Users have are active. Inactive users are not listed.
      - User have logged in at least once. 
      You can expand each user to display a list of projects where that user is assigned, expand every project to display a list of roles that user can fulfill on those projects, then expand each role to display a list of tasks or issues the user in that role is assigned to. Completed tasks and issues are also displayed. 
      The projects are listed under the job role in the same order of priority as they are listed in the Project View. If users have no job role associated with them, the Hours or FTE values are listed under the "No Role" section. 
      When this view is applied, the Project Hours or FTE add up to the User Hours or FTE. 

      resource_planner_view_by_user.png
      For more information about what columns you see in the Resource Planner depending on which view you select, see "Availability and Allocation of Resources."
      Your permissions to projects and tasks determine what is displayed under the names of the users you see in the View by User view. The following scenarios exist: 
      • When you do not have access to see projects and the tasks or issues that are assigned to the users displayed in the Resource Planner, those items are listed under the Inaccessible Items sections. The Inaccessible Items sections replace the Project or Task sections in this case.
      • When you do not have access to see the projects, but you have access to see the tasks or issues on the projects, the projects, tasks, and issues are listed under the names of the users assigned to them.
      • When you have access to see the projects, but not any tasks or issues on the projects, the project name displays, and the tasks and issues are listed under the Inaccessible Items section. 
        res_planner_inaccessible_items.png

        IMPORTANT You cannot budget your resources when applying the View by User view to the Resource Planner. You must budget your resources using the View by Project or View by Role views, and use the View by User view to review your users' allocation and availability in relation to the planned work. 

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
    • Idea
    • On Hold
    • Requested

Project Planning Priority

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

By default, 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 manually prioritize your projects in the Resource Planner only when you apply the View by Project view

If you apply the View by Role or the View by User views on the Resource Planner, the projects appear in the same order of priority established in the View by Project view. 

Changing the 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 in the View by Project view. 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, enter a number to change Planning Priority, then click Enter.

    Or
  3.  Select one project by keeping the Command (on a Mac), or Control (on a PC) key down, then click the name of the project. Release the key on the keyboard, drag the project to a new spot and drop the project to place it in the new spot. 
    When you select numbers to prioritize projects, select lower numbers for higher (more important) priorities, and higher numbers for lower (less important) priorities. 

    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 an Available Hours value which is 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. 
  • The secondary job roles of users who have a valid Percentage of FTE Availability in their profile. 
    For more information about the Percentage of FTE Availability for job roles, see "Editing Users."

    NOTE Job roles assigned to issues are also listed when the Include hours from Issue setting is enabled. For more information about enabling issue hours in the Resource Planner, see "Settings."

Project and Role Options

You can use the quick links inside the Options menus for projects and job roles to automatically budget allocations for your resources.

To access the Options menu for projects and job roles displayed in the Resource Planner:

  1. Navigate to the Resource Planner.
    For more information about accessing the Resource Planner, see "Accessing the Resource Planner."
    The projects for which you are a Resource Manager display in the list. 
  2. (Optional) Expand each project to see a list of job roles associated with it. 
  3. Mouse over the name of a project or of a job role.
  4. Click the Options icon which displays to the far right of the project or role.
    options_icon_resource_planner.png
  5. Click an option to manage your budgeted hours, or to access the project. 

Depending on what view you apply to the Resource Planner, the Options menus for project and job roles change. 
For more information about what displays in the Resource Planner based on the view you select, see "Project/ Role/ User View Selection." 

The following information displays in the Options menus of projects and roles based on what view you select for the Resource Planner: 

  View by Project View by Role View by User
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. 
  • View Project:Select this to view the project in Workfront. The project opens in a new tab.
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.  
  • No options available
 


User Name 

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

  • In the production environment: 
    • 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.
  • In the Preview Sandbox environment:
    • Users from the Resource Pools associated with the project. They could appear listed under their primary job role or their secondary job role, if the secondary job role has a valid number for the Percentage of FTE Availability or if the user is assigned to tasks in those roles. 
      For more information about the Percentage of FTE Availability for a job role, see "Editing User Accounts."

"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" section. The user must have at least one job role associated with them to be budgeted for work.
no_role_with_user___res_planner.png

"No User" Section

When you assign a task to a team, or you leave it unassigned, the Planned Hours appear under the "No User" section which appears under the "No Role" section in the Resource Planner. 

You can see the amount of Planned Hours attributed to tasks on the project in the "No User" section in the Resource Planner, but you cannot budget for these allocations. 

no_user_and_no_role___res_planner.png

Availability and Allocation of Resources

You can see hour and FTE values for your resources and for your projects in the Resource Planner. The numbers are organized by columns. 
These columns change depending on which view you apply to the Resource Planner. 

If you apply the View by Project or View by Role views, you can see the following columns:

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

If you apply the View by User view, you can see the following columns:

  • Available Hours or FTE
  • Planned Hours or FTE
  • Hour or FTE Difference

The hours for each column are distributed for the Duration of the tasks on the project.

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

For more information about what each column displays, mouse over the name of the column in which the number is displayed.
Net_hours_res_planner_mouse_over.png

For more information about the information shown in each column, see "Understanding the Numbers in the Resource Planner when Budgeting Resources."

IMPORTANT If any of the prerequisites required for the correct functionality of the Resource Planner are missing, some of the 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."

Filters

Using filters, you can limit the information that you see in the Resource Planner. You can filter the information displayed in the Resource Planner by the following objects and fields:

  • Portfolio
  • Project Status
  • Team
  • Job Role
  • Resource Pool
    RP_filter_collapsed.png

For more information about filtering in the Resource Planner, see "Filtering in the Resource Planner."

Settings

By accessing the Settings area, you can enable or disable options to display or hide information in the Resource Planner.

You can enable to the Include hours from Issues setting to display Planned Hours from issues in the Resource Planner. This setting is disabled, by default.  

Consider the following when you enable this setting:

  • The name of the user assigned to the issues is displayed under the job role associated with them on the issue and you can specify Budgeted Hours for the user and the job role, for the View by Project and View by Role views.
  • The issues the users are assigned to are listed under the names of the job roles for the View by User view. 

RP_settings_expanded.png

IMPORTANT When the issue Planned Start and Completion dates are outside the timeline of the project, the Planned Hours for the issues do not display in the Resource Planner. 

Hours/ FTE View Selection

You can change what kind of information you display in the Resource Planner by selecting whether to display the availability and allocation values in Hours or FTE. Hours are displayed by default. 

To change the kind of information displayed in the Resource Planner:

  1. Navigate to the Resource Planner.
    For more information about accessing the Resource Planner, see "Accessing the Resource Planner."
  2. Expand the Hours drop-down menu.
    hours_or_fte_in_the_resource_planner.png
  3. Select Hours to display availability and allocation information in Hours.
  4. Select FTE to display availability and allocation information in FTE. 
    The numbers display the FTE instead of the Hours values in the Resource Planner.
    For more information about how the FTE is calculated in the Resource Planner, see "Calculating FTE in the Resource Planner."

Export Option

You can export the information in the Resource Planner to an Excel file. You cannot export the information in the Resource Planner in any other file format. 

To export the information in the Resource Planner:

  1. Navigate to the Resource Planner.
    For more information about accessing the Resource Planner, see "Accessing the Resource Planner."
  2. From the Export drop-down menu, select one of the following options:
    • Excel: An Excel (.xls) file is downloaded to your computer.
    • Excel (xlsx): An Excel (.xlsx) file is downloaded to your computer. 
  3. (Optional) Share the file with another user by attaching it to an email, storing it on a shared drive, or print the file from your Excel application. 

Budgeting Resources in the Resource Planner

The main function of the Resource Planner is to budget your resources for the work that needs to be completed on the projects where you are designated as a Resource Manager. 

IMPORTANT You can budget your resources only if you apply the View by Project or View by Role views to the Resource Planner.

Understanding the Numbers in the Resource Planner when Budgeting Resources

Before budgeting your resources, ensure you have a good understanding of what work needs to be done (Planned Hours or FTE) and what time your users are open to work (Available Hours or FTE). These numbers are displayed in the Resource Planner for each user, resource, and for each project. 

Refer to the following list for an understanding of the numbers displayed in the Resource Planner when applying the either the View by Project or View by Role views: 

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

The total of hours or FTEs 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 or FTE for which all the users associated with this role are available to work according to their schedule and their Percentage of FTE Availability for that specific role, for the time frame selected.
If no user is associated with a job role, then the job role Available Hours value is zero. 
If the user is associated with a Primary Job Role, but the Percentage of FTE Availability for the role is 0%, the job role Available Hours value is zero.

If the user is associated with Other Roles and the Percentage of FTE Availability for the roles is 0%, the Other Roles are not listed in the Resource Planner and the user displays only under their Primary Role. 

For more information about the Percentage of FTE Availability for a job role, see "Editing User Accounts."

For more information about how the job role availability is calculated in the Resource Planner, see the "Calculating Job Role Availability" section in "Calculating Hours and FTE  for Users and Roles in the Resource Planner." 

User

Hours or FTE 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. 

The Available Hours or FTE for a user change according the following:

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

PLN
(Planned Hours or FTE)
Project

The total of the Planned Hours or FTE from all the job roles or users listed under the project, including in the "No Role" or "No User" sections, 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" section will show the Planned Hours associated with tasks that are either unassigned, assigned to teams (whose hours are listed in the "No User" section), 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" section will show the Planned Hours associated with tasks that are either unassigned or assigned to teams. 

IMPORTANT Consider the following when viewing Planned Hours:

  • 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
      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 
  • 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, when the Include hours from Issues setting is disabled.
  • Planned Hours will not appear in the Resource Planner if the task Duration is zero.
BDG
(Budgeted Hours or FTE)
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.

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 or FTE 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 or FTE)
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 Resources in the Resource Planner

Budgeting allocations for your resources in the Resource Planner is done manually, or using the Project and Role Options in the View by Project and View by Role views.
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 or FTEs 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 or FTEs 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 Users can be budgeted for both Primary and Other (or secondary) Roles. The Percentage of FTE Availability for the roles of the user must be a number different than 0% for the Available Hours to display a value in the Resource Planner. If a user is associated with a role with a 0% Percentage of FTE Availability, the Available Hours value is zero for the user and for that job role.
      res_planner_budgeted_for_project_and_distributed_copy.png
  6. Click Save

Viewing the Difference between Available and Planned Hours or FTE in the Resource Planner

The second function of the Resource Planner is to understand the difference between the Available and Planned Hours or FTE for your resources. 

You can view the Available and Planned Hours for users, job role and projects in all views of the Resource Planner. You can view the difference between the what time the user is available to work and and what time the user is assigned to planned work when you display the Resource Planner in the View by User view. You can then budget your users according to this difference. 

When using the View by User view, you can expand each user to display a list of projects where that user is assigned, expand every project to display a list of roles that user can fulfill on those projects, then expand each role to display a list of tasks the user in that role is assigned to. If users have no job role associated with them, their Available and Planned Hours or FTE are listed in the "No Role" section. 

For more information about what fields are displayed when applying the View by User view to the Resource Planner, see "Project/ Role/ User View Selection."

Refer to the following list for understanding the numbers displayed in the View by User view in the Resource Planner:

AVL
(Available Hours or FTE)
User The total of Available Hours or FTE for the user according to their schedule. 
Project This information is not available for the Project when applying the View by User view to the Resource Planner. 
Role

The total of Available Hours or FTE for the role according to the schedule of the user and the Percentage of FTE Availability

Task  This information is not available for the Task.
NOTE For more information about how user and role availability is calculated based on the schedule of the user and the Percentage of FTE Availability of the role, see "Calculating Hours and FTE for Users and Roles in the Resource Planner."
PLN
(Planned Hours or FTE)
User The total of Planned Hours from all the tasks assigned to the user on all the projects.
NOTE This includes tasks that are assigned to the user but not associated with any job role.
Project The total of Planned Hours from all the tasks assigned to a specific user on the project. 
NOTE This does not include the Planned Hours from tasks that are not assigned to any users. 
Role

The total of Planned Hours from all the tasks assigned to the user in this role on the project.

NOTE This does not include the Planned Hours from tasks that are assigned to this role but not to this user in this role. 

Task The Planned Hours associated with the task on the project.
For more information about Planned Hours and FTE in the Resource Planner, see "Understanding the Numbers in the Resource Planner when Budgeting Resources."
DIF
(Hour or FTE Difference)

User The difference between the Available and Planned Hours or FTE of the user. It is calculated by the following formula:
User Hour or FTE Difference = User Available Hours or FTE - User Planned Hours or FTE
NOTE If the value is displayed in negative red numbers, the user is over-allocated. 
Project This information is not available for the Project when applying the View by User view to the Resource Planner. 
Role The difference between the Available and Planned Hours or FTE of the job role. It is calculated by the following formula:
Role Hour or FTE Difference = Role Available Hours or FTE - Role Planned Hours or FTE
NOTE If the value is displayed in negative red numbers, the user is over-allocated. 
Task  This information is not available for the Task.

Calculating FTE in the Resource Planner

You can display availability, allocation, and planned values in the Resource Planner in Hours or FTE. 

For more information about changing the information you display in the Resource Planner, see "Hour/ FTE View Selection."

For more information about how the Hours and FTE for users and roles are calculated in Workfront, see "Calculating Hours and FTE for Users and Roles in the Resource Planner."

Filtering in the Resource Planner

You can modify how much information displays in the Resource Planner by creating a filter.
For more information, see "Filtering Content in the Resource Planner." 

***

**Take out the "in the preview sandbox environment" blurbs - several spots in the article, when 17.3 releases. 

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

MORE EDITS AS THE FEATURE DEVELOPS:

*** See the caveat about what users show in the View by User view - this is only temporary - ask Vazgen if this changes in 18.1 and beyond.