New User Experience: Resource Allocations and Staffing

As a resource manager (Derrick), use Resources to manage your team allocations and address staffing requirements for investments.
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As a resource manager (Derrick), use Resources to manage your team allocations and address staffing requirements for investments.
2
About Resources and Investments in the 
New User Experience
A resource manager is automatically granted resource edit and booking rights to perform staffing activities on the direct reports or team.
As a resource manager, you want to fill incoming role requests from the project coordinator with the right resources for the project. Verify you have hard or soft booking rights on those roles in the system and view or edit rights on the investment.
Use the Resources-to-Investments view (also known as the Resources view) to see a list of resources. For each resource, you can also see the investments to which they are allocated. You have booking rights to these resources or they report to you.
You can answer the following questions from the view:
  • What is my team working on?
  • Where are the bottlenecks?
  • How can I balance the workload?
Use the Requests view to review a list of investment staffing requests from the project coordinator. Help staff investments and better balance the team workload based on incoming requests.
: To work with resources in the
New User Experience
, define base and resource calendars in Classic
CA PPM
. Resource availability for planning purposes is based on the calendars. How you allocate a resource is based on their availability. See How to Configure Calendars, Shifts, and Work Days.
Video: Setting Up Resource Management Views
To use the new resource management views, existing customers must work with their administrators to verify that their data is available for editing in the
New User Experience
.
In the following video, you learn how to complete the following tasks in Classic
CA PPM
 to optimize the
New User Experience
:
  • Populate the resource management views with data
  • Allow users access to the Resources feature
  • Remove mixed booking allocations

 
To play the video in full-screen mode, click the YouTube logo at the bottom.
Manage Allocations by Resources
A primary responsibility of the resource manager is to balance the team capacity with incoming staffing requests. The Resource to Investments view allows you to do that by providing insight into all active investment allocations by resources that report to you. A grid of time periods displays the FTE (full-time equivalent) total based on all the allocations for each team member. Forecast amounts and totals are also displayed for each team member next to the FTE values. The type and range of time periods that display on the view is based on your selection in the telescope calendar.
For example, Derrick sets the telescope calendar to display four monthly fiscal time period columns for 2016 (January through April) in the resource management views. Mike Jones is an active resource that reports to Derrick. Mike is associated to three active investments as requested or booked for the periods. He is booked for two of the investments and requested to work for the remaining one. In this case, the total FTE is calculated over the three investments for Mike for each time period column in the grid.
To configure the default view to see allocation amounts in hours instead of FTE, use the menu on the view. Also, you can display more time periods than what displays in the columns on the view. See .
Click 
Maximize
image2017-2-2 15:31:12.png to see the entire list of resources and hide the requests view, when on the Resources Investment view. Click Restoreimage2017-2-2 16:39:18.png to restore the view.
Balance Resource Workload
Use the Resources to Investments view to manage resource allocations and balance out the workload.
For example, Derrick wants to balance out the workload for Beth Roberts with Tony Trevino as Beth is over allocated. The following image shows how Derrick uses the Pinned tab to only see Beth and Tony:
The image shows how Derrick uses the Pinned tab to just see Beth and Tony
To load-balance some of the work from Beth to Tony, Derrick adds Tony to the ACME Phone Package 7.0 investment as shown in the following image:
To load balance some of the work from Beth to Tony, Derrick adds Tony to the ACME Phone Package 7.0 investment as shown in the image
To re-balance some of the work from Beth to Tony, Derrick uses the copy-and-paste capabilities to update the values. The red over-allocation color now goes away for Beth as shown in the following image:
To re balance some of the work from Beth to Tony, Derrick uses the copy-and-paste capabilities to quickly update the values. The red over-allocation color now goes away for Beth as shown in the image
View Team Member Allocation Summary
Review a team member row to get a quick allocation summary. Expand the row to see a list of investments where the team member is currently allocated within the time periods. The total allocation from the child investments is summed up at the parent resource level. Over allocation for a resource is red and under allocation is green.
Add Allocations to a team member workload
Add allocations to a team member workload if they have remaining capacity. The following conditions apply:
  • The team member is not already allocated to the investment.
  • You have hard booking rights for the resource and you have view or edit rights to the investment
    or you have soft booking rights for the resource and you have edit rights to the investment.
Expand the resource for which you want to add an allocation and click the plus (+) icon next to it. Search for an existing investment by name or ID and add to the resource workload. Only investments for which you have view or edit rights appear in the lookup.
Remove allocations from a team member workload
Remove an investment for which you have either view or edit rights from a team member allocation to reduce the load. The following conditions apply:
  • You have hard booking rights for the resource and you have either view or edit rights for the investment
    or you have soft booking rights for the resource and you have edit rights for the investment and the booking status is set to soft.
  • No actuals are posted against the investment.
  • The investment is not locked using an internal or external scheduler such as Autoschedule, Microsoft Project, or Open Workbench.
Expand the resource for which you want to remove an allocation and click the cross (X) icon next to it.
Edit the allocation for a team member
With investment rights and resource booking rights, you can edit the allocation value to either increase or decrease the amount of time they spend on an allocation. For example, a resource is currently assigned to work full time on an investment (that is, 1 FTE). You want the resource to spend only half their time on this investment so they can spend the remaining time on another investment. In this case, you can edit the allocation values for the two investments so the resource is allocated for only 0.5 FTE on each. Click the FTE row for the investment allocation that you want to edit. Change the value by editing inline. The total for the resource is updated when you press Enter or click away from the allocation rows.
The following conditions apply for editing existing allocations:
  • You have hard booking rights for the resource and you have either view or edit rights for the investment. To extend the allocation beyond the current investment start or finish dates, you need edit rights for the investment.
  • Or you have soft booking rights for the resource and you have edit rights for the investment and the booking status is currently set to soft. After the resource manager accepts an allocation (that is, changes the resource booking status from soft to hard), you can no longer edit the allocation.
  • The investment is not locked using an internal or external scheduler such as Autoschedule, Microsoft Project, or Open Workbench.
Swap out the allocation from one team member to another
To do an in-line replacement of an existing resource with a new one, use the copy, paste, and delete options on the view.
Follow these steps:
  1. Add the investment allocation to the target team member workload.
  2. Copy the allocation amount from the original team member and paste to the target team member workload.
  3. Remove the investment allocations from the original team member workload.
Edit Resource General Properties
You can view or edit the general properties for resources for which you have either view or edit rights.
Follow these steps:
On the Resources to Investments view, click a team member name to view the following details. If you have edit rights on the resource, you can edit some of the details. Some fields such as Resource ID, Resource Manager, and Active are read-only.
  • Primary Role
    Defines the primary role for the team member used for finding specific role-based resources.  
  • Employment Type
    Categorizes the type of employment.
  • Input Type Code
    Categorizes the team member (billable or non-billable) so you can determine how to calculate the resource cost.
  • Forecast Rate
    Defines the hourly rate (forecast rate * allocated hours for the displayed time period) to calculate allocation forecast costs based on system currency. When adding an investment, the allocation's forecast rate is populated with the resource's forecast rate. You can override this rate at the investment level to apply a different rate for the specific allocation.  If an existing allocation does not have a value, the value from the resource general properties is used.
Edit Resource Investment Allocation Properties
You can view or edit team allocation properties for investments for which you have either view or edit rights. For example, override the existing forecast hourly rate for a specific investment allocation. Or, confirm a resource request by updating the booking status from Soft to Hard. You must have hard booking rights for the resource to change the booking status. See New User Experience: Compare with Classic CA PPM for details about the actions you can perform in the Resources view based on access rights.
Irrespective of your investment rights, you can view and add conversations for an investment team allocation row. See New User Experience: Start Conversations and Post Comments.
Follow these steps:
  1. On the Resources to Investments view, expand a team member name.
  2. Click an allocation name for the team member to display or update the following details. Some fields such as Investment and Investment Manager are read-only.
    • Allocation Dates
      Defines the start and finish dates for the resource allocation for the investment. You can extend the allocation dates beyond the scheduled investment dates provided you have edit rights to the investment. If you only have view rights to the investment, then you can update the allocation dates only within the boundaries of the scheduled investment dates.
    • Investment Role
      Defines the role for the allocation.
      The role is associated with the work for the investment allocation and can be different from the resource primary role.
    • Forecast Rate
      Defines the hourly forecast rate for the specific allocation. Editing this field updates the forecast rate only for the specific allocation, not any other allocations. This value overrides the hourly forecast rate in the resource general properties.
    • Booking Status
      .
      Defines the current booking status for the allocation. You must have hard booking rights for the resource to edit the allocation booking status.
  3. Click Conversations to view, add, or respond to comments on the investment allocation.
Filter the Resources to Investments View
As a default, all active resources for which you have booking rights appear in the view. Filter the view by resources, investments, or managers to view aggregated under or over allocations in the telescope calendar for this view. On the grid, the allocation data reflects the aggregated team totals with over and under allocation indicators for the new set of filtered resources. We recommend that you filter the view on your initial login. The changes are auto-saved and persist across all login sessions until you change them again. 
: The filter fields use an implicit wildcard search for locating a value.  You can type in a partial name or partial ID value to locate the desired lookup value.
  • Resource Manager:
     Select a resource manager who is associated with the resources for who you have booking rights. All resources reporting to the selected resource manager, which you have access, appear in the view. 
  • Resource:
     Select a resource for which you have either soft or hard booking rights. By default all active and inactive investments for the selected resource appears in the view by expanding the resource row. 
  • Investment Manager:
     Select an investment manager for the investments allocated to resources. All resources that are allocated to investments for the selected investment manager appear in the view.
  • Investment
    . Select an investment allocated to resources. All resources that are allocated to the selected investment appear in the view.
  • Resource Active Status:
     Select an activity status for the resources. All resources with the selected activity status (for example, Inactive) appear in the view. By default only active resources appear in the view. To view your accessible, inactive resources, use this filter option.
  • Investment Active Status:
     Select an investment activity status for investments allocated to resources. All investments with the selected activity status (for example, Inactive) appear in the view. By default, only active investments for allocated resources appear in the view. To view inactive investments for allocated resources, use this filter option.
    In the following example, a filter shows only active investments for the listed resources.
The image shows a filter displaying only active investments for the listed resources
Pin Resources for Focused Workload Balancing
On the Resources to Investments views, you can pin resources to balance the work between two or more resources at a time. You can continue to filter and search for other resources without affecting the pinned resources. The pinned resources remain and you can come back to them even after navigating away to other resource pages.
To pin a resource, click the push-pin icon next to a resource name on the All tab. Click the Pinned tab to view your pinned resources. To remove a resource from the Pinned tab, click the push-pin icon again. You can pin up to a maximum of 200 parent records in the Resources to Investments and the Investments to Resources view.
: When you are in the Pinned view, the Resource and Resource Manager filter options are not available. Your filters are auto-saved and persisted across all login sessions until you change them again. The results and the telescope in the Pinned tab are independent of the results and telescope in the All tab in the Resources to Investments view.  Filtering within the Pinned tab allows you to view aggregated under and over allocations within the telescope calendar specific to the results on the tab within the view.
Example
:
Derrick is on the Pinned tab and sees four pinned resources and their investment allocations as follows:
  • Mike Jones and Beth Roberts are allocated to 'Big Room Planning' investment
  • Hank Fisher is allocated to 'IT Services Management' investment
  • Sarah Smith is not allocated to either investment
Derrick wants to filter for two specific investments that the four pinned resources are allocated to. Derrick wants to compare the allocations between the people and the investments on the Pinned tab. Derrick changes the filter criteria. He selects the Investment filter option and filters for the
Big Room Planning
investment.
The results now show: Mike Jones, Beth Roberts
Change the Planning Horizon
To focus on a problem area, use the telescope calendar to select a different set of time periods. The allocation data on the Resources to Investments view changes to match the newly selected time periods in the calendar. You can now balance the workload for the problem area. For example, remove an allocation from an over allocated resource and reassign to a matching resource who is under allocated.
Follow these steps:
  1. Click the telescope calendar (grid) icon at the top to open the calendar and select a different set of time periods.
  2. Click the date that appears before the grid icon to select a different start period for the telescope calendar.
    By default, the start period for the telescope calendar is set to Current Time Period.
To configure the telescope resource calendar, see
Manage Allocations by Investments
Switch the Resources to Investments view to see allocation data grouped by investments (also known as the Investments to Resources or the Investments view). On this view, expand a parent investment to see the child resources and roles allocated to the investment. Some of the allocation is soft-booked and is waiting for commitment. The total allocation from the child resources and roles is summed up at the parent investment level. Red coloring in the cells depict over allocation per resource or role allocated to the investment.
: To see investments on the Investment to Resources view, you must either have view or edit rights to the investments.
Example:
Derrick is looking at the Resource to Investments view and updating allocations specific to Mike. Derrick discovers that Mike is over allocated for Investment ABC. To free up work for Mike, Derrick must reallocate some of the work for Mike in Investment XYZ. Derrick can then fully allocate Mike to Investment ABC. Derrick switches to the Investment to Resources view and expands Investment XYZ. Derrick sees that Betty is able to take on the extra work from Mike on Investment XYZ. Derrick reallocates the extra work from Mike to Betty.
From the Investments to Resources view, you can manage your allocations as follows:
  • Edit existing resource or role allocation data on the fiscal time periods grid.
  • Edit resource properties in the Details window. Click the resource name to view the details
  • Remove allocations for a team member by expanding the parent investment and clicking the X next to the resource name.
  • Edit an existing role allocation requested manager in the Details window. Click the role name to view the details
  • Replace a role request with a named resource in the Details window. After you select a named resource, click Replace Allocation.
  • Add role requests to investments. Expand the investment and search for the requested role.
  • View, edit, or add conversations at the child row level. Click the resource or role name to open the Details window and click Conversations.
Click
Maximize
image2017-2-2 15:31:12.png to see the entire list of investments and hide the requests view, when on the Investment to Resources view. Click Restoreimage2017-2-2 16:39:18.png to restore the view.
Fulfill Staffing Requests
Another primary responsibility of a resource manager is to ensure that the right people with the rights skills are staffed on investments.
You can perform the following types of role replacements:
  • Replace a role request with a resource that has the same primary role as the requested role. The target resource assumes the primary role that is requested. The allocation equals the requested allocation and the resource is assigned to all the tasks that the role was assigned. All the associated conversations on the role request are linked to the new resource allocation. The investment forecast rate on the target allocation is set to the primary forecast rate of the resource.
  • Replace a role request with a resource that has a different primary role than the requested role. The target resource assumes the role that is requested. The resource is assigned to all the tasks that the role was assigned. All the associated conversations on the role request are linked to the new resource allocation. The investment forecast rate on the target allocation is set to the primary forecast rate of the resource.
Replace a Role with a Named Resource
Use the Requests view to fulfill or negotiate role staffing requests that your project coordinator submits. The view also includes roles that are added to projects created from templates that includes roles. The roles in the project templates are created in Classic
CA PPM
.
The Requests view displays a hierarchical list of incoming allocation requests grouped by the type of role for which you have soft or hard booking rights. When you expand a role name, you see a list of investment allocations requested for that role. You might see multiple instances of the same investment grouped within a role name as roles can be allocated to an investment multiple times.
The following image shows the Requests view. Investments that are soft-booked show a blue shading versus investments that are hard booked show no shading.
The image shows the role requests view
The image shows the role requests view
To replace a role, verify that the following conditions apply:
  • You have investment view rights combined with hard booking rights on the roles. Or, you have investment edit rights combined with soft or hard booking rights on the roles.
  • You have soft or hard booking rights on the named resources that you can select from to replace the roles.
  • The selected named resource is not already assigned to the investment.
You cannot change the allocation amounts (FTE or Hours) for roles on the Requests view. Use the Investments to Resources view to edit role allocation amounts.
The role replacement is a one-for-one replacement. Therefore, if the role is over 100 percent allocated, the target resource consumes the entire amount, assuming that the target resource is available for the entire allocation. There is no change in the role replacement behavior when the target resource is only partially available.  When a target resource has less availability, the role remains on the investment with the remaining allocation amounts.
Follow these steps:
  1. On the Requests view, expand the role for which investment allocations are requested.
  2. Click an investment name for the allocation row to display the allocation details.
  3. Edit any details as required such as the forecast rate or the requested role. You must have edit rights for the investment. The following fields require an explanation:
    • Allocation Dates
      Defines the allocation start and finish dates for the investment. You can extend the allocation dates beyond the scheduled investment dates provided you have edit rights to the investment. If you only have view rights to the investment and you have hard booking rights on the role, then you can update the allocation dates only within the boundaries of the scheduled investment dates.
    • Forecast Rate
      Defines the hourly forecast rate for the investment allocation. Editing this field only updates the forecast rate on the specific allocation, not on any other allocations. This amount is used as a requested rate and is not carried over with the role replacement.
    • Role Request
      Defines a free-form field that you can update to describe the request. You can differentiate multiple instances of the same role requested on a single investment. For example, add DBA three times to one investment. You can update each one to be Sr. DBA, DBA, Jr., or DBA - Intern.
    • Resource Manager
      Defines the requested resource manager name. To reassign this staffing request, search for and select a different resource manager.
    • Allocate To
      Defines the named resource that is allocated to the investment to replace the requested role. You can select from a list of resources for who you have soft or hard booking rights. 
  4. Click the drop-down list next to the requested role and select a named resource to replace the role. You can enter the role name to find resources with a matching primary role.
  5. Click Replace Allocation to confirm the selected resource as the role replacement.
To view, add, or respond to comments associated with an allocation, click the investment allocation name. In the details pane, click Conversations. You do not need any specific rights to the investment.
Accept an Allocation Request for a Named Resource
Use the Investments to Resources view to review and confirm staffing requests for named resources that your project coordinator submits. For example, Barb requests a specific resource (Mike Jones) for the eCommerce Portal project. Barb enters the allocations for Mike on the project. Derrick logs in and sees that Mike Jones is soft booked on the eCommerce Portal project. Derrick opens the allocation properties for Mike and changes the booking status to Hard. The values on the resource management views are updated accordingly.
You can also accept an allocation request from the Resources to Investments view. On the view, expand a resource name to show the requested allocations. Click an investment allocation name to show the details. In the Details pane, change the booking status from Soft to Hard.
The required access rights are the same for the 
New User Experience
 as they are for the classic user interface.
  • You must have hard-booking rights for the named resources to change their booking status from
    Soft
    to
    Hard
    .
  • Changing the booking status and updating allocations requires the proper combination of booking and investment rights.
Follow these steps:
  1. Click Resources to Investments to switch to the Investments to Resources view.
  2. Expand an investment to see the currently requested resources and roles.
  3. Click the named resource to view the request details.
  4. Change the booking status from Soft to Hard.
  5. To view, add, or respond to comments about the request, click Conversations.
Filter the Requests
As a default, all active role requests for which you have booking rights appear in the view. Filter the view by requested manager, role, or investment, to view specific requests. We recommend that you filter the view on your initial login. The changes are auto-saved and persist across all login sessions until you change them again. 
: The filter fields use an implicit wildcard search for locating a value. You can type in a partial name or partial ID value to locate the desired lookup value.
  • Requested Manager
    . Select a resource manager that has been requested to fulfill role requests. All requests assigned to the selected resource manager appear in the view. This lookup is dynamically populated with a list of requested resource managers on requested roles for which you have booking rights.  If the lookup is empty or does not display your name, you do not have any outstanding role requests.
  • Role
    . Select a role name. The selected role appears in the view.  This is the type of role requested.  The actual name of a Role Request might be different than the role name.
  • Investment Manager
    . Select an investment manager for the investments allocated to the roles requests. All requests for the allocations for the selected investment manager appear in the view.
  • Investment
    . Select an investment for which allocations are requested. All role requests for the selected investment appear in the view.
  • Role Active Status
    . Select the activity status for roles for which you have booking rights. All role requests for the selected activity status (for example, Inactive) appears in the view. By default only active roles appear in the view. To view inactive role requests, use this filter option.
  • Investment Active Status
    . Select the activity status for investments for which allocations are requested. All role requests for the selected investment status (for example, Inactive investments associated with the requested roles appears in the view. By default, both active and inactive investment allocations appear in the view.