Create Resources and Roles

As a resource manager or application administrator, create roles first as placeholders for the resources that your projects require. Then, create the resources that you hire to fill the demand that the role allocations represent. Finally, assign your resources to the right project teams.
ccppmod1551
As a resource manager or application administrator, create roles first as placeholders for the resources that your projects require. Then, create the resources that you hire to fill the demand that the role allocations represent. Finally, assign your resources to the right project teams.
For example, create a role for a field technician and then create resources for your staff and contractors. You can create an advanced role for a lead field technician with more skills. Create a nonlabor equipment role whenever a project requires machinery. Then create a resource entry for each available piece of equipment that your company owns or leases.
The application uses the financial properties of the resource to apply the correct rates and costs to their work transactions. To post time and appear in financial pages and reports, enable the financial properties for a resource. The financial actuals are visible in the product only for resources that are financially enabled.
The following diagram shows the steps for creating resources and roles:
This image shows the steps for creating a resource or role
This image shows the steps for creating a resource or role
Follow these steps:
2
Review the Prerequisites
Verify that your administrator has satisfied the following prerequisites:
  • Configure the skills hierarchy.
  • Assign the required access rights.
Video: Build a Skills Hierarchy
The following video is provided by CA Technologies.

To play full screen, click the YouTube logo to the right of Settings at the bottom. 
Create a Labor Resource or Role
You can create a labor resource using either the Home or Administration menus. Typically, a resource manager creates a labor resource from the Home menu. The administrator can then activate their user status and assign rights and login credentials.
Follow these steps:
  1. As an administrator, you can create new users using the following substeps. If you are not an administrator, skip Step 1 and go to Step 2.
    1. Click 
      Administration,
       
      Organization and Access
      ,
      Resources
      .
    2. Click
      New
      and complete the required fields including a unique user name and resource ID.
    3. Click
      Save and Continue
      to navigate through the tabbed pages for the new resource.
    4. Click
      Return
      and confirm that your new resource appears in the list with active status.
      You created a new user record. A resource manager can continue to define the labor resource.
  2. As a Resource Manager, click 
    Home
    Resource Management
    ,
    Resources
    .
  3. Click
    New
    or apply search filters to find the user resource entry that was created in Step 1 to define more details about the resource.
  4. In the
    Resource or Role
    field, select
    Resource
    .
  5. In the
    Resource Type
    field, select
    Labor
    .
  6. Click
    Next
    .
  7. Complete the
    Create Resource-Labor
    page including the following fields:
    • Primary Role
      Indicates the primary role for the resource. Roles can change from investment to investment. A primary role lets other resources see at a glance the primary area of expertise for this resource.
    • Category
      Defines the category that identifies the area of expertise of the resource.
      Example:
      Software Development or Product Marketing.
    • External
      Specifies whether the resource works for an outside company.
      Default:
      Cleared
    • Availability
      Defines the number of hours in a business day that the resource is expected to work. The availability number is automatically multiplied by five, which is the number of days in a standard working
      week
      .
      Default: 8
      Note:
      This field is mandatory and must be greater than zero for the Labor type of resource or role. ETC is based on the availability. An expense type of resource or role that is assigned to a task does not have a default ETC.
    • Input Type Code
      Specifies a code that is used for the resource in financial transactions.
    • Track Mode
      Indicates the tracking method used to enter time for this resource.
      Values:
      • PPM
        (formerly Clarity):
         
        Staff members enter time against their assigned tasks using timesheets. Formerly
        Clarity
        .
      • None: 
        Non-labor resources track actuals through transaction vouchers, or through a desktop scheduler, such as Open Workbench and Microsoft Project.
      • Other: 
        Indicates that actuals are imported from a third-party program.
      Default: 
      PPM
    • Open for Time Entry
      Specifies if the resource can use timesheets to track time that is spent on task assignments. When cleared, the resource cannot log time on any project.
      Default: Selected
    • Include in Datamart
      Specifies the resource for inclusion in the datamart. When cleared, the resource is not added in the datamart. This check box sets a flag on the resource or role. Financial data for portlets and reports is included when the datamart extraction job runs. For example, you have an external contractor on a flat rate. You do not need actuals so you set that resource or role to unchecked -- not included in the datamart. Most of your employees and contractors are filling in a timesheet. You want actuals so you select the box to include this resource in the datamart.
      Default: Cleared
    • Resource Manager
      Identifies the name of the person creating the resource.
      Default: The resource currently logged in.
    • Booking Manager
      Indicates the default booking manager for this labor resource.
  8. Click
    Save
    .
  9. To define the resource or role availability, click the
    Calendar
    tab.
  10. (Optional) Click the
    Properties
    tab, and click
    Contact Information
    . Complete the fields and save your changes.
  11. As an administrator, activate the new resource and create their initial login password (unless you are using SSO):
    1. Click
      Administration
      ,
      Organization and Access
      ,
      Resources
      .
    2. Enter a filter to find the new resource by ID or by status.
    3. Open the resource and change the
      Status
      field to
      Active
      . You can also select the resource and click
      Activate
      .
    4. Set a password and confirm the password.
    5. Click
      Save and Return
      .
: You cannot delete labor resources (users) because the system maintains their history to preserve referential integrity. If a user leaves your organization, an administrator can lock their user account. If a user comes back, the administrator can unlock their user account. If a user defined as a labor resource leaves and comes back, we recommend creating a new resource record instead of reactivating the old one. Creating a new record preserves the history of the old record. Leave the old resource record in an 
inactive
 status. Similarly, when a resource or role is financially active, it includes financial management data. You cannot delete or edit the value of the Resource ID.
Create a Nonlabor Resource or Role
You can create nonlabor resources and roles including equipment, material, or expense. Create a role as a placeholder in a project to help you plan for tasks and estimate the scope of work.
Follow these steps:
  1. Click 
    Home
    Resource Management
    ,
    Resources
    .
  2. Click
    New
    .
  3. In the
    Resource or Role
    field, select
    Resource
    or
    Role
    .
  4. In the
    Resource Type
    field, select
    Equipment
    ,
    Material
    , or
    Expense
    .
  5. Click
    Next
    .
  6. Complete the page including the following fields:
    • Parent Role
      Specifies the role one-level higher than this role in a hierarchy.
      Example:
      The Application Developer role is a parent to the Web Developer role.
    • Primary Role
      Indicates the primary role for the resource. Roles can change from investment to investment. A primary role lets other resources see at a glance the primary area of expertise for this resource.
    • Category
      Defines the category that identifies the area of expertise of the resource.
      Example:
      projector, server, truck
    • External
      Specifies whether the resource works for an outside company.
      Default:
      Cleared
    • Availability
      This field represents the number of hours in a business day that the resource is expected to work. The availability number is automatically multiplied by five, which is the number of days in a standard working week. ETC is based on availability calculations. A resource or role of type
      expense
      that is assigned to a task does not have a default ETC.
      This field is mandatory and must be greater than zero only for the Labor type of resource or role. Material and equipment (but not expenses) can also have an availability value.
      Default
      : 8
    • Resource Manager
      Identifies the name of the manager with access rights to perform duties such as setting the allocation for this resource.
      Default
      : The resource currently logged in.
    • Resource Manager
      Identifies the name of the person creating the resource.
      Default:
      The resource currently logged in.
    • Booking Manager
      Indicates the default booking manager for this labor resource.
  7. Click
    Save
    .
  8. To define the resource or role availability, click the
    Calendar
    tab.
  9. (Optional) Click the
    Properties
    menu, and under Main, click
    Financial
    . Complete the fields and save your changes.
  10. (Optional) For labor and expense resources only, click the
    Properties
    menu, and under Main, click
    Contact Information
    . Complete the fields and save your changes.
Assign Skills to Labor Resources
You can use skills to describe the talents a labor resource or role possesses for project tasks. Defining the skills of labor resources is helpful to other users who want to assign the most qualified resources to roles on projects.
Follow these steps:
  1. Click 
    Home
    Resource Management
    ,
    Resources
    .
  2. Open a resource or role.
  3. Click the
    Skills
    tab.
    The Resource Skills page appears showing the skills for the selected resource or role.
  4. Enter filter criteria for an existing skill or click
    Show All
    .
  5. To add a skill to the list, click
    Add
    .
    The Select Skills page appears showing all the skills available in the skills hierarchy for all resources and roles.
  6. Enter filter criteria for an existing skill or click
    Show All
    .
  7. Select a skill and click
    Add
    .
    To add a skill to the skills hierarchy, contact your administrator. Also be careful not to disable required system lookups for resource skills. If you disable Resource Interest Level or Resource Proficiency Level, or certain lookup values, users might not be able to add skills.
  8. Click
    Save
    .
  9. For each skill, select values for the
    Proficiency Level
    ,
    Interest
    , and
    Weighting
    fields.
    1. Assign proficiency levels for labor resources as a rating that indicates how well the resource performs the skill.
    2. To indicate how important this skill is for the resource or role, assign an interest level. For example, a resource with an interest level of 7 - Medium has a greater interest in performing a skill. A resource with an interest level of 4 - Medium represents less interest.
    3. Use the weighting factor as a tiebreaker if there are multiple skills that have the same proficiency and interest.
  10. Click
    Save
    .
Financially Enable a Resource or Role
You can financially enable any resource or role to track their financial transactions. Enabling the resource or role includes associated financial data in features such as financial planning and forecasting.
: You cannot select a specific financial department or financial location for roles for the following reasons:
  • A single role can be shared with a number of resources on the same or different projects and on the same or different Departmental OBS.
  • You cannot post actual hours against roles (only against named resources or defined teams).
Follow these steps:
  1. Click 
    Home
    Resource Management
    Resources
    .
  2. Open the resource or role.
  3. Click the
    Properties
    tab and select
    Financial
    under
    Main
    .
  4. Complete the
    Supplemental
    section including the following fields:
    • Financially Active
      Indicates whether the financial attributes for a resource or role are enabled to record financial management activities against an investment.
    • Transaction Class
      Specifies a user-defined value that groups transaction types for financial processing of the resource or role.
    • Resource Class
      Categorizes financially enabled resources and roles for financial processing.
  5. If the resource type is
    labor
    , complete the
    Financial Department
    and
    Financial Location
    fields. 
  6. (Optional) For resources only, complete the following fields in the 
    Rates and Costs
    section. These values are for your own informational and reporting needs as a Resource Manager. In financial transactions, the rate matrix is used.
      • Target Billing Rate
        Use this field to store the billing rate for this resource. 
      • Target Billing Rate Currency
        In multi-currency environments, select the billing currency code to use throughout the application for this resource.
      • Target % Billing
        Enter the target percentage of the target billing rate for this resource, if applicable. For example, in certain engagements, the target billing rate for a consultant is $175.00 USD per hour. The consultant is part of another solution implementation involving five resources billing $200.00 USD per hour at 100 percent. Set the target % that is billable time for the consultant to only 50 percent. Below this threshold, the consultant could be reassigned to another engagement.
  7. (Optional) For resources only, complete the fields in the
    Expenses
    section.
  8. Save your changes.
Configure Booking Managers by OBS for a Role
You can use this procedure to define one or more booking managers based on OBS units. For example, you have a single Business Analyst role but have Business Analysts in different locations. You can specify the Booking Manager for Business Analysts in each area, or node, of an OBS. Later, project and resource managers can create resource requisitions that use this booking information. They can set the Staffing OBS of the allocation. When they create a requisition, the appropriate Booking Manager is inserted.
  1. Click 
    Home
    Resource Management
    Resources
    .
  2. In the list of resources and roles, open a role. 
  3. Click the
    Booking OBS 
    tab. The Booking OBS tab appears only when you open a role.
  4. Click
    Add
    .
  5. Select an
    OBS Unit
    and the
    Booking Manager
    for that unit.
  6. Click
    Save and Return
    .
  7. Click
    Add
    for each booking manager and OBS unit that you define.
  8. To copy the booking manager and OBS unit mappings from another role, click
    Copy from Role
    .
  9. To copy the booking manager and OBS unit mappings that you define to another role, click
    Copy to Role
    .
  10. To remove booking OBS mappings, select them in the list and then click
    Remove
    .
New! Configure Teams 
Release 15.5 introduced the concept of a team resource, a defined team that can stand alone as a new type of resource, but also be populated by roles and named labor resources.
Create teams in the 
New User Experience
. With the following access rights, you can edit a team resource in Classic PPM:
  • Resource - Navigate: 
    This global right provides access to the Resource List in Classic PPM.
  • Resource - Edit: 
    This global, instance, or OBS-level right allows a user to edit the Team resource general properties in Classic PPM.
  • Resource - Edit Financial:
     
    This global, instance, or OBS-level right allows a user to edit Team financial properties in Classic PPM.
20180831-TEAMS.jpg
c1.png
Navigate
: In the main menu, click
Administration
and then click
Teams
.
c2.png
Open a Team
: You can create a team (click
NEW TEAM
) or open an existing one by clicking its name.
c3.png
Staff a Team
: After you create a team, add resources and roles. As an administrator, manage the assignment of specific access rights for licensed users to access the team as a resource throughout the application. A user does not need access rights to the people on the team, only to the team resource.
  • Assign the following access rights to enable a user to add team assignments on the Staffing page or the project Staff page; these rights also allow a user to allocate a team to an investment:
    Resource - Soft Book
    Resource - Hard Book
  • Assign the following access right to enable a user to add a team as the owner for a task:
    Resource - View
c4.png
Reduced Set of Properties
: After you create a new team in the
New User Experience
, the team is available in the classic user interface as a team resource. The team resource does not require all the properties that appear for a human labor resource.
c5.png
Team Time Tracking
: You can enable Time Tracking for an entire team. For example, a resource manager sets up a team for seasonal work. The team is compensated at a flat rate and can determine on their own how to split the work tasks and compensation for team time entries.
  • Assign the following access rights to enable a user to enter or approve timesheets for a team:
    Resource - Time Entry
    Resource - Approve Time
c6.png
Team Financial Properties
: You can edit the financial properties of the team resource. A team resource can have financial properties enabled and its own defined cost rate in the rate matrix. The characteristics of a team appear in financial plans. Team data can be populated into a cost plan using the population action from the Project Allocations or Assignments. When team actuals are posted in the financial module, they appear in the financial plans and in the Posted Transaction Review.