OWB: Manage Resources and Roles in Open Workbench

Manage Open Workbench (OWB) resources to staff the roles needed to ensure that projects are completed on time and under budget. Global resources are those resources that are available to you to staff on projects when you are using Open Workbench with cappm. You can select a team of resources from a list of global resources and can make them available to your project. The global list displays roles and resources to which you have booking rights.
ccppmod153
Manage Open Workbench (OWB) resources to staff the roles needed to ensure that projects are completed on time and under budget.
Global resources
are those resources that are available to you to staff on projects when you are using Open Workbench with
Clarity PPM
. You can select a team of resources from a list of global resources and can make them available to your project. The global list displays roles and resources to which you have booking rights.
When managing projects, Open Workbench (OWB) shares the Week Start, Base Calendar, and Guidelines URL project data globally across all of the open projects. This information is retrieved from these sources:
  • Clarity PPM
     when you use Open Workbench with
    Clarity PPM
    .
  • The global file when you have specified a global file location.
You must have administrator access rights to edit global project settings in
Clarity PPM
.
2
Open Workbench Labor and Non-Labor Resource Types
Staff can consist of labor, materials, equipment, and expense resource or role types. If you are using Open Workbench with
Clarity PPM
, include non-labor resources or roles in your
Clarity PPM
 project to be able to process financial transactions against them. For example, you may want to bill customers for the cost of traveling to customer sites.
You can add the following resource or role types to projects:
  • Labor. Includes any person or role who works or completes tasks.
  • Equipment. Includes any type of machinery that is used to perform a job. For example, delivery trucks, printers, and computers.
  • Material. Includes any type of material that is used to perform a job. For example, training guides, chemicals, or fuel.
  • Expense. Includes any cost that is associated with a resource or a role. For example, the cost of traveling to a customer site.
Create Resources in Open Workbench
You can create resources in Open Workbench (OWB) manually in the resource detail pane of a view and define their properties. The resources that you create are automatically available for you to assign to tasks in your project.
Best Practice:
If you are using Open Workbench with
Clarity PPM
, create the resources in
Clarity PPM
. Any new resources that you create in Open Workbench must have matching resource IDs in
Clarity PPM
 to save the project to
Clarity PPM
.
If the Resource and Team objects have attributes with the same ID, Open Workbench picks the attribute in the Team object.
You can define resources by categories for reporting and analysis, as groups of more than one, or as roles such as Business Analyst. Resources can use different units of measure. Once you create a resource, you define its properties in the
Resource Properties
dialog. You can access the
Resource Properties
dialog from views that display the resource detail pane.
To view usage for material and expense non-labor resources, set the format of the view to
cost
. To view usage for expense non-labor resources, define the billing rate for resources.
Follow these steps:
  1. Open a view that displays the resource detail pane, such as the Gantt Chart view.
  2. Right-click a resource and click
    Insert
    in the shortcut menu.
  3. Right-click the empty resource row that is added to the resource detail pane, and click
    Modify
    in the shortcut menu.
  4. Define the general and advanced properties for the resource, and click
    OK
    .
For more information, see
Using
Resource Management
.
Add Resources and Roles to Projects
You can add staff to your project by manually inserting a resource line item and entering the resource details directly in the resource detail pane of a view, such as the Gantt Chart view. To add a resource, right-click anywhere in the resource section, and click
Insert
in the shortcut menu. You can also copy resources from another project you have open in Open Workbench and paste them into your project.
You can add resources or roles to your project from:
  • Clarity PPM
    . You can allocate a single role to the same project more than once. As a result, a role may appear more than once on the project staff in
    Clarity PPM
    . A number appends each additional occurrence of the same role. For example, Programmer 1, Programmer 2, and Programmer 3.
  • Open Workbench. You can add resources and roles to a project by browsing from a list of available
    Clarity PPM
     resources. Use the
    Resources
    tab on the
    Project Properties
    dialog to add resources to your project. When you add resources to your project, they are allocated at 100 percent.
You can also add a resource to a project by creating a resource in Open Workbench and then adding the resource to
Clarity PPM
.
Follow these steps:
  1. Click
    Project Properties
    in the application menu.
  2. Open the
    Resources
    tab.
  3. Select one of the following options to view the
    Global Resources
    list by role or by category:
    • Roles
      . All resources that are assigned a role are listed under their role. Resources that are not associated with a role are listed in the No Role folder.
    • Category
      . All resources that are linked to a category are listed under their category. Resources that are not associated with a category are listed in the No Category folder.
    If you are using Open Workbench with
    Clarity PPM
    and you have not defined resource categories in
    Clarity PPM
    ,
    roles
     is selected and the list box is unavailable.
    Project Properties: Resources Tab
  4. In the
    Global Resources
    grid, expand a role folder and select a role or a resource. To expand a role folder, click the + square or double-click the role folder.
  5. Click
    Add
    and click
    OK
    .
Edit Resource Role Assignments in Open Workbench
You can assign multiple roles to a resource in a single project.
Roles
are generic resources that represent the job responsibilities of the resources assigned to a project. A role defines the work function while a resource identifies the individual who performs that role. Examples of roles include project manager, programmer, and business analyst. The following types of resource roles are available:
  • Primary. The default role assigned to a resource. You cannot save changes to the primary role back to
    Clarity PPM
    .
  • Project-level. A role assigned to a resource for a specific project. Changes are saved back to
    Clarity PPM
    .
  • Assignment-level. A role assigned to a resource for a specific task. Changes are saved back to
    Clarity PPM
    .
To view or edit the roles assigned to resources, you must edit the view in the application and add the
Assignment Role
field to the task detail pane. You can optionally add the
Primary Role
and
Project Role
fields to the resource detail pane.
Edit Resource Roles at the Project Level
Edit the role using the
Advanced
tab on the
Resource Properties
dialog. You can also edit resource roles from the resource details pane if you have added the
Primary Role
and
Project Role
fields to the pane.
Follow these steps:
  1. Open a view that displays the resource detail pane.
  2. Right-click the name of the resource whose role you want to change and click
    Modify
    in the shortcut menu.
  3. Open the
    Advanced
    tab.
  4. Complete one of the following steps and click
    OK
    .
    • To edit the resource's primary role, scroll to the
      Primary Role
      field.
    • To edit the resource's role on the project, scroll to the
      Project Role
      field.
If you are using Open Workbench with
Clarity PPM
, the project roles that are listed are the resource roles that are defined in
Clarity PPM
from the drop-down.
Edit Resource Roles at the Assignment Level
Before you can edit resource roles from the task detail pane, ensure you have added the
Assignment Role
field to the pane.
To edit a resource role at the assignment level, from a view that displays the task detail pane, in the resource row for which you want to change the role, select the role from the
Assignment Role
drop-down.
All
Clarity PPM
roles display in the list.
Edit Multiple Resource Roles
You can select more than one resource to edit properties as a group. Use the
Multiple Selections
dialog to edit multiple resources. To view this dialog, select the resources you want to edit from the resource detail pane, right-click, and click
Modify
.
The following rules are applied when editing multiple resources:
  • You cannot insert a new resource from the
    Multiple Selections
    dialog.
  • Values are displayed if all the selected resources have the same entry or setting for that field. If a field is editable and if the selected resources do not have the same entry or setting, the fields appear empty. Non-editable fields are disabled.
  • When changing fields for which the value must be unique, a series of entries is created. For example, if you assign an ID of 12345 to a group of three resources, the entries for each task are 12345, 12345-0, and 12345-1. The unique field appears empty after the field no longer has the same entry.
  • If the selected resources have different settings, check boxes can appear disabled and selected.
  • On the
    Advanced
    tab of the
    Multiple Selections
    dialog, groups of options can appear shaded. You can select them to reset their attributes for all the selected resources.
Cost Rate and Currency Data in Open Workbench
If you are using Open Workbench with 
Clarity PPM
, cost rate and currency data is retrieved from the 
Clarity PPM
 rate matrix.
Cost Rates
Cost rates 
determine the cost that is associated with a resource assigned to a task in a project. Cost rates are also known as billing rates. The cost rates that are shown in Open Workbench are retrieved from the 
Actual Cost
 field in the 
Clarity PPM
 rate matrix when you open the project. These costs are shown over time by task and at the project level.
Open Workbench supports time-varying and project-specific cost rates. The changes that you make from Open Workbench to the cost rates are for what-if purposes only and cannot be saved to 
Clarity PPM
.
You cannot enter a zero (0) billing rate in Open Workbench. If you encounter a zero billing rate for a resource on your project, define a row for the resource on the
Clarity PPM
rate matrix and run the
Rate Matrix Extraction
job.
Currencies
Monetary values in Open Workbench are displayed in the home currency you set in the project. Monetary values of a project include actual, estimated, and baseline amounts for expense resource assignments, project budgets, custom field values, and resource cost rates. No conversion is required for expense resource assignments, project budgets, or custom fields values. Open Workbench converts resource rates since the home currency of the resource may not be the same as the home currency of the project.
Open Workbench uses a single, session-wide currency. If the Actual Cost field in the 
Clarity PPM
 Rate Matrix contains multiple currencies, they are converted to the currency specified in the project. If you have specified a global file location, the session currency is used on starting Open Workbench. If you have not specified a global file location, Open Workbench uses the 3-character ISO code of the home currency set in the project.
If you have not set the conversion between the resource's rate and the project's home currency in 
Clarity PPM
, the conversion may fail. A message appears letting you know that the system was unable to convert the resource's cost rate to the source currency of the target currency. On loading different currencies in Open Workbench, a message appears if the project loaded does not use the system currency. You can set Open Workbench to show messages when loading projects with different currencies.
Clarity PPM
 Rate Matrix
Cost and rate matrices are used in 
Clarity PPM
 to determine costs and billing or charge rates during financial processing. You can create cost and rate matrices for labor, materials, equipment, and expense resource types. The cost or rate matrix is composed of columns that you can assign to identify the criteria that are used to match the billing rates and costs to transactions. You can establish default matrices at the system level, entity level, and the investment level. During financial processing, matrices determine cost and rates of transactions. 
Clarity PPM
 looks for and applies matrices first at the investment level, then at the entity level, and lastly at the system level. You can set default rate locations at either the entity level or system level.
You must financially enable any resource that is involved with financial transactions. When a resource is financially enabled, that resource can be linked to 
Clarity PPM
 rate matrix. You must also financially enable your project to process financial transactions on them.
For more information about financially enabling a resource or role, see
Resource Management.
Clarity PPM
 Rate Matrix Extraction Job
The 
Clarity PPM
 Rate Matrix Extraction
 job extracts the rate matrix information and is run in 
Clarity PPM
. You can run this job each time the rate matrix has changed, when the financial properties of a project have changed, or when resources have been added to an investment.
You can set this job to do the following:
  • Generate resource rates and costs for a project that includes rates for the time spanning the project's start and finish date or for a wider range that includes the time before the project start and after the project finish dates. 
    Parameter:
    • Extract Cost and Rate Information
      . When selected, a wider range of rates and costs are generated, and allows Open Workbench to have access to valid rates outside the project's start and finish date.
  • Refresh the rate matrix with the most recent rate information and avoid inaccessibility to the rate matrix which can lead to resources having a rate of zero. 
    Parameters:
    • Prepare Rate Matrix Data
      . When selected, the Prepare Rate Matrix Data updates a copy of the rate matrix with the most recent rate information.
    • Update Rate Matrix Data
      . When selected, the Update Rate Matrix Data copies the contents of the rate matrix copy to the rate matrix.
For more information about this job, see
Reference
.
Display Resource Billing Rates in Views
If you want to view the resource financial rates in a view, first create a view and add the 
Billing Rate
 field to the view. This field displays the resource actual cost rate data.
You can vary a resource billing rate to show more accurately the total cost a resource has on your project. For example, you want to show a varying billing rate if a resource gets a pay raise mid-project. You can update a resource billing rate using:
  • Clarity PPM
     if you are using Open Workbench with 
    Clarity PPM
    .
  • Open Workbench for performing what-if scenarios on your project.
You can save the changes that you make to the resource's billing rate to an Open Workbench .rmp project file but you cannot save these changes back to 
Clarity PPM
.
Example
Suppose that a resource billing rate is based on the following rate matrices:
  • 2006 Rate Matrix. $50 billing rate for all resources and roles from January 2006 to December 2006.
  • 2007 Rate Matrix. $55 billing rate for all resources and roles from January 2007 to December 2007.
  • Network Administrator Rate Matrix. $65 billing rate for resources who are network administrators from January 10, 2006 to January 28, 2006.
To vary a resource billing rate, in a view that displays resource billing rate data, double-click the resource's 
Billing Rate
 cell and enter the new rate. To change the altered billing rates back to a single rate for a resource, open the 
General
 tab on the 
Resource Properties
 dialog and edit the rate.
Define Resource and Role General Properties and Availability
As a project manager, update the resource data in Open Workbench (OWB). You define resources and update their data using the Resource Properties dialog. This dialog is available when you use a view with resource-specific fields or when you use a view with a resource detail pane.
If you are using Open Workbench with 
Clarity PPM
Clarity PPM
 controls all the resource data. You can edit data in Open Workbench, but when you save the changes back to 
Clarity PPM
, only the 
Availability
From
, and 
To
 data on the 
General
 tab of the 
Resource Properties
 dialog are saved. Any other property changes, such as calendar changes, are discarded. To make other changes, edit the resource's properties in 
Clarity PPM
.
Use the 
General
 tab on the 
Resource Properties
 dialog to review or set basic resource or role attributes, such as the resource's tracking, financial, and availability data. When you define resource or role availability, it applies to all time periods except those explicitly specified to be different. If you assign usage to a resource which exceeds the resource's availability for a specific time period, the resource becomes over committed.
Resource IDs are held in memory during a given Open Workbench session. For example, if you create or open a project with a resource with the ID of jdoe on project A, and create the same resource on project B, the ID for the resource on project B is jdoe-0. To avoid this, create the resource record in project A, then copy and paste it into project B.
Follow these steps:
  1. Open a view that displays the resource detail pane.
  2. Right-click the resource and click 
    Modify
     in the shortcut menu.
  3. Complete the fields. The following fields require explanation:
    • Category
      Defines the resource category. Use categories to select and filter different groups and classes of resources in the view.
    • Rate
      Defines the resource's billing rate applicable today. If the resource has a variable rate over time, enter the variable rate in a time scaled view.
      If you are using Open Workbench with
      Clarity PPM
      , you can enter a zero billing rate.
      Default:
       1.0
    • Type
      Defines the resource's type.
      Default:
       Labor
      Values:
       Labor, Equipment, Material, or Expense.
  4. Complete the following fields in the 
    Availability
     section, and click 
    OK
    :
    • Availability
      Defines the resource's default availability in hours per day.
      If you are using Open Workbench with
      Clarity PPM
      , zero (0) availability is supported.
      Default:
       The amount that is defined on the calendar, typically 8.0.
      Limits:
       Equal to or greater than zero
    • From
      Enter the first date the resource is available to work on projects.
    • To
      Enter the last date the resource is available to work on projects.
Edit the Resource Periodic Availability
Availability can vary during a project. Any resource that has scheduled holidays (other than weekends) or vacations has variable availability. You can change the availability for a resource for any given period by editing the resource calendar.
For example, a resource is available 8 hours per day for the first 20 days of a project, but for the next 10 days, the resource has a scheduled holiday. You can change a resource’s periodic availability using the 
Availability
 field in a view, or by scheduling holidays in the resource’s calendar.
Define Advanced Resource Properties
Use the 
Advanced
 tab of the 
Resource Properties
 dialog to define advanced management details, such as defining, removing, or editing resource scheduling constraints for a resource. The 
Advanced
 tab provides a central location from where you can set or change resource-related values. All of the attributes for a resource display on this tab.
This tab displays a 
Fields
 grid that contains the following columns:
  • Field
    . Displays a list of all the advanced properties you can specify.
  • Value
    . Displays cells, where you can enter or select values for the field. The field values that you can enter depend on the field you have selected. You can:
    • Select displayed check boxes.
    • Enter numeric values, currency, or dates.
    • Enter words or phrases.
    • Select options from drop-down lists.
The fields that are available for editing depend on your access rights. If a field is not available for selecting or editing, it is disabled (by default).
Follow these steps:
  1. Open a view that displays the resource detail pane.
  2. Right-click a resource and click 
    Modify
     in the shortcut menu.
  3. Open the 
    Advanced
     tab.
  4. Enter the values for the fields in the 
    Value
     column, and click 
    OK
    .
Define the Resource Calendar
Use the 
Calendar
 tab on the 
Resource Properties
 dialog to assign vacations, holidays, or other periods of unavailability. If you are using Open Workbench with 
Clarity PPM
, use this calendar only to perform what-if scenarios.
Set all days as either work days or holidays.
Follow these steps:
  1. Open a view that displays the resource detail pane.
  2. Right-click the resource and click 
    Modify
     in the shortcut menu.
  3. Open the 
    Calendar
     tab.
  4. Select a calendar from the 
    Based on
     drop-down list.
    The resource calendar inherits the working days, holidays, and shift settings of this calendar.
    Options:
     USA, United States, or United Kingdom
    Default:
     USA
  5. Complete one of the following steps:
    • Click the date to select a day.
    • Click the header for the day of the week to select a day of the week throughout all months and years of the calendar.
  6. Complete one of the following steps:
    • Click 
      Workday
       to set the selected day as a work day. The resource is available according to its availability setting.
    • Click 
      Holiday
       to set the selected day as a non-work day. The resource is unavailable to work on the selected dates.
    • Click 
      Reset
       to remove holiday and workday exceptions and return the selected day to the base calendar settings.
    • Click 
      Reset All
       to remove all holiday and workday exceptions and return the calendar to its base calendar settings.
  7. Click 
    OK
    .
Display Pending Estimates Data in Views
To view pending estimates in a spreadsheet view, such as the Gantt Chart view, first create a new view that includes the fields that display pending estimate data. Add the following fields to the task detail pane:
  • Task Estimate to Complete
  • Task Pending Estimates
  • Task Pending Estimate Override?
  • Task Pending Actuals
  • Task Pending Actuals?
As a project manager, you can enter pending estimates in Open Workbench (OWB). A 
pending estimate
 is the pending state of ETC until a project manager accepts or rejects the new value.
You can edit the ETC. However, only change the ETC if you complete the assignment ahead of schedule or if you need more hours. Resources enter pending ETC on their 
Clarity PPM
 timesheet to reflect their completion of the task or to indicate the remaining ETC, and send this information to the project manager by posting the timesheet. The project manager can accept or reject ETC using Open Workbench or using 
Clarity PPM
.
Enter Pending Estimates
  1. The resource creates a 
    Clarity PPM
     timesheet.
  2. The resource enters actuals (pending actuals) into their timesheet and edits ETC to pending ETC when appropriate.
  3. The resource posts the timesheet.
  4. The project manager accepts or rejects the pending ETC.
  5. The project manager autoschedules the project.
Accept or Reject Pending Estimates
Use the 
Pending Estimates
 dialog to accept or reject the pending estimates for the entire project, for the tasks in a view, or for selected tasks. 
  The Pending Estimates command is disabled if you are viewing a read-only copy of a project or if the project does not include pending estimates. Pending estimates are updated only if you have saved changes to the current pending estimates
Follow these steps:
  1. (Optional) To accept or reject pending estimates for selected tasks only, open the project and select the tasks.
  2. Open the 
    Project
     ribbon.
  3. Click 
    Pending Estimates
     in the 
    Schedule
     group.
  4. Define the scope for pending estimates by selecting project, view, or selected tasks, and select 
    Accept Pending Estimates
    or 
    Reject Pending Estimates.
  5. Click 
    OK
    .
    • When you accept pending estimates, Open Workbench adds the pending estimates and the pending actual amounts, and saves this value as the resource pending ETC in the pending estimate. Open Workbench also flags the pending estimate to change in the timesheet for the resource.
    • When you reject pending estimates, Open Workbench removes the pending estimates and the pending actuals amounts. The resource pending ETC remains the same.