Manage Resource Capacity Planning Scenarios

You can use scenarios to influence resource capacity planning decisions. Organizations often build their Resource OBS hierarchy to reflect real-world reporting relationships and org charts. Each node on the Resource OBS represents a department manager.
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You can use scenarios to influence resource capacity planning decisions. Organizations often build their Resource OBS hierarchy to reflect real-world reporting relationships and org charts. Each node on the Resource OBS represents a department manager.
For example, a senior manager has a team of three direct report managers who work 40 hours each week. The capacity of the direct report managers for any given week is 120 hours. The senior manager also has 15 indirect employees who report to the three direct report managers. The total capacity of the organizational unit includes the units for each of the managers. The total capacity is the sum of the capacities of the direct reports (120) plus the indirect reports (600).
As a resource manager, you share a reporting structure that is similar to the one for the senior manager. You also share the following goals:
  • View a complete picture of the capacity, demand, remaining bandwidth, and the actual hours.
  • Filter on a specific Resource OBS.
  • Understand the total investment demand for resources in your organizational unit and descendant units.
  • Examine allocated staff and unfilled roles.
  • Make informed decisions about team workload (allocation demand), capacity, booking status, and trends for posting actual work.
In this example, the senior manager navigates to the Capacity Planning Overview page. The manager sets the Resource OBS filter to the top-level Resource OBS (the level with the direct reports). The manager also sets the OBS filter mode to include the unit and descendants. The Capacity Planning Overview portlet provides a complete view of the capacity, demand, remaining bandwidth, and the actual hours. The capacity planning overview appears in an expandable hierarchy with a time-varying chart of capacity and demand metrics. The senior manager scans the high-level capacity planning data in groups by Resource OBS. To view more details, the portlet allows expansion of the following subportlets:
  •  
    Staff Allocation
    : Resources who are assigned to projects.
  •  
    Unfilled Roles
    : Staffing requirements that are not yet filled.
  •  
    Investment Demand
    : Staffing allocations by investment.
The following graphic describes how a resource manager manages capacity.
This image shows resource capacity planning
This image shows resource capacity planning
 
Follow these steps:
 
 
 
3
 
 
 
 
Configure Settings for Resource Planning
Before you begin managing resource capacity, work with your administrator to configure the following items.
 
Follow these steps:
 
  1. Assign access rights to the users who manage capacity planning:
    •  
      Resource - View - All
       
    •  
      Page - View
       
    •  
      Portlet - View
       
    To assign the access rights using a group, assign the user to one of the following groups: Resource Manager or Resource Planner.
  2. Assign access rights to individual investment types:
    •  
      Application - View - All
       
    •  
      Asset - View - All
       
    •  
      Other Work - View - All
       
    •  
      Products - View - All
       
    •  
      Program - View - All
       
    •  
      Project - View - All
       
  3. Define one or more Resource OBS levels.
  4. Associate resources or roles with the appropriate OBS units on their Resource Properties pages.
  5. Assign a primary role to all resources.
  6. To staff open team roles:
    1. Open the Team Detail page and click the Properties icon.
    2. Indicate which Resource OBS unit to use to fill a role in the Staff OBS field.
      This setting appears in the Investment Demand metrics for the selected Staff OBS unit.
  7. To display the filtered information in portlets, run the Datamart Extraction job. Verify that this job finishes successfully.
View High-Level Capacity Planning Information
Use the Capacity Planning Overview page to see a high-level summary of resource capacity, unfilled roles, and resource demand. You can filter by the selected OBS level. Set more filtering criteria for the Capacity Planning Overview to display information about the appropriate resources and investments.
 
Follow these steps:
 
  1. Click 
    Home
    Resource Management
    Capacity Overview
    .
  2. Select an OBS unit in the 
    Resource OBS
     field.
  3. Select other filter criteria to narrow the information about resources and investments that you want to view. Use the filters to exclude the investments, roles, or resources that have no relevance to your capacity analysis. Save your filter criteria.
  4. Select an option for the 
    OBS - Filter Mode
     field:
    1. To view the resource allocation for an individual OBS unit, select 
      Unit only
      .
    2. To include any parent or child units in a hierarchy, select 
      Unit and Ancestors
       or 
      Unit and Descendants
      .
  5. Click 
    Filter
    .
  6. To display capacity and demand metrics, click 
    Options
     and then select 
    Configure
    . Adjust the columns. When you add the following columns, totals appear for each OBS unit:
    •  
      Capacity
      : Includes Resources who are assigned to the Resource OBS Unit on their Resource Properties record.
    •  
      Allocation
      : Demand allocation as defined on the Team Detail - Properties page in the Staff OBS Unit field.
      For the allocation (hard booked staff, soft booked staff, and unfilled roles) calculation, the staff OBS at the team level is considered first. If the staff OBS matches the filtering OBS, the named resource is included in the allocation calculation. If the staff OBS does not match, the calculation ignores the resource. If the staff OBS is blank, it checks whether the filtering OBS matches the OBS in the resource properties. If it matches, the resource is considered; otherwise it is ignored during the calculation.
      Hard-booked Staff
      : Represents named resources with Hard booking status; does not include metrics for roles.
      Soft-booked Staff
      : Represents named resources with Soft or Mixed booking status; does not include metrics for roles. Mixed status is reported as soft-booked staff because it means that there is a change in the way the resource is planned to be allocated.
      Unfilled Roles
      : Represents roles which are allocated to investments irrespective of booking status. If the booking status filter is used, the results are narrowed down further according to the filter.
    •  
      Capacity - Allocation
      : Calculated for each OBS Unit.
    •  
      Actuals
      : Represents posted work effort; not cost.
  7. Click 
    Save
    .
View Detailed Capacity Planning Information
The Capacity Planning Overview portlet also provides detailed information about individual resources, unfilled roles, and demand for resources by investments. For example, select a Resource OBS and select 
Unit and descendants
 as the filter mode. You see the OBS unit and its descendants in the Capacity Planning Overview page. To see the staffing allocation details for a specific descendant OBS unit, click the Resources icon for that OBS unit. The Staff Allocation portlet opens and it is pre-filtered to show you only resources who are assigned to the OBS unit.
 
Follow these steps:
 
  1. Click 
    Home
    Resource Management
    Capacity Overview
    .
  2. Select an OBS unit in the 
    Resource OBS
     field.
  3. Select other filter criteria to narrow the information about resources and investments that you want to view. Use the filters to exclude the investments, roles, or resources that have no relevance to your capacity analysis. Save your filter criteria.
  4. Click 
    Filter
    .
  5. Click one of the following three icons to adjust the Capacity Planning Overview portlet:
    •  
       Resources icon 
      The 
      Staff Allocation
       list shows named resources where the Team Member Staff OBS matches the filter OBS. If the Staff OBS setting is blank, the Resource OBS Properties for the selected OBS unit are used for the filter criteria. The allocation data per resource is the aggregated allocation of the resource across all the investments against which this resource is allocated after any investment filtering criteria is applied.
    •  
      Roles icon 
      The 
      Unfilled Roles
       list shows the unfilled roles where the Team Member Staff OBS matches to the filtering OBS. If the Staff OBS setting is blank, the Role OBS Properties for the selected OBS unit is used for the filter criteria.
    •  
      Investment icon
      The 
      Investment Demand
       list shows the investments which have named resources or roles as Team Staff Members where the Staff OBS setting matches the filter OBS. If the Staff OBS setting is blank, the resource OBS properties for the selected OBS unit are used for the filter criteria. The allocation data per investment is the aggregated allocation of all the matching named resources and roles of the investment for the selected OBS.
    The filter criteria that are set for the Capacity Planning Overview page are passed down to the drill-down portlet to pre-filter the results. The drill-down portlets provide default values for their filter criteria based on the OBS Unit and Hierarchy Level from which you click to drill down.
View Other Resource Planning Portlets
To view more detailed resource, investment, allocation, and booking information, use one or more of the resource management portlets.
 
Follow these steps:
 
  1. Click 
    Home
    Resource Management
    Resource Planning
    .
  2. Click a tab on the 
    Resource Planning
     page. From left to right, the tabs offer high-level organizational capacity and demand metrics down to detailed booking data.
    The Resource Planning tabs and portlets are shown in the following table:
 
Tab:
 
 
Portlets:
 
Capacity
  • Role Capacity Histogram
  • Role Capacity
Organizational Demand
  • OBS Resource Aggregation
  • OBS Investment Aggregation
Top Down Planning
  • Top Down Planning by Investment
Workloads
  • Resource Workloads
Allocations
  • Weekly Detail
  • Allocation Discrepancy
Unfilled Allocations
  • Unfilled Requirements
Bookings
  • Booking Status
For more information about each portlet, see 
Portlet Reference
.
(Optional) Include Resources To-Be-Hired in Capacity Planning Portlets
Use the To-Be-Hired resource attribute to filter current and future capacity. 
  1. Click 
    Home
     and under 
    Resource Management
     select 
    Resources
    .
  2. Define one or more labor resources with a primary role and a hire date in the future. 
  3. Navigate to one of the following pages:
    1. Click 
      Home
       and under 
      Resource Management
       select 
      Resource Planning
      .
    2. Click 
      Home
       and under 
      Resource Management
       select 
      Capacity Overview
      .
      These portlets only include resources with assigned roles. If a resource has no primary role, it does not appear in these portlets.
  4. Select a value in the 
    Include To-Be-Hired Resources
     filter field:
    1. Select 
      No
       to view the capacity and demand of your current employees.
    2. Select 
      Yes
       to see how you can meet the demand with the new hires that you are considering in the future. Use the information to determine the future impact of hiring decisions. For example, after a review, you decide that you need to hire more resources in the future to cover increasing demand.
View Allocation Discrepancies
You can view the team members with a discrepancy between their allocations and actuals, above or below a specified threshold. As a resource manager, you want to view the difference between allocated hours for a resource and the actual hours that the resource has logged against their assignments for investments. 
  1. Click 
    Home, Resource Management,  Resource Planning
    .
  2. Click the 
    Allocations
     tab.
  3. In the 
    Allocation Discrepancy
     portlet filter, specify the following values:
    1. Set the 
      Deviation Threshold
       percentage value to determine which resources appear. By default, 20 percent is the deviation threshold. 
    2. Set the 
      Duration
       field to determine how many periods to use for the calculation of allocations and posted actuals.
    3. Set the
       Time Scale
       field to determine the length of time to use for the calculations.
      The default value is the 
      previous
       period time scale. For example, you want to view the current week. You select one period for duration and 
      Weekly
       for the time scale. The application shows the previous week and not the current week. To view the previous week and the current week, enter 2 periods for the time scale.
  4. (Optional) Click 
    Configure
     to add any additional optional fields as filters or columns. The following fields are examples:
    •  
      Under Allocation: 
      The field is specific to both project and resource and compares allocation to availability. If a resource is not allocated 100% an under allocation value appears. This field is normally blank.
      Under Allocation = Resource Availability − Resource Aggregate Allocation
       
    •  
      Unused Allocation: 
      The field is specific to both the project and resource. The total allocated hours for the resource appears in the Allocation field on the Team page. Assigned hours are the ETC hours from all assignments in the current investments. When you assign a resource to a task, their ETC typically matches their allocation. The ETC can be changed on each assignment. 
       
      Unused Allocation = Total Planned Allocation − Total Usage
        Total Usage = Actual + ETC
       
       
      Note
      : This field does not represent the difference between allocated and actual hours.
       
    •  
      Remaining Allocation: 
      The field represents the difference between default allocation and the actual allocation. The remaining allocation is the planned allocation as of a specific date. The value for this field often equals the Unused Allocation.
    •  
      Zero Allocation: 
      Add this Boolean check box to your filters on Team pages to exclude resources that have a zero (0) allocation. This happens a lot on the team page as you might not want to add someone who has 0 allocation left. This field defaults to No. A 
      zero allocation = No
       filter displays only the team members with non-zero allocations. This filter is useful because when a role is completely filled on a requisition, its allocation is zero. However, it is not removed from the team because it still holds the staffing requirements for the linked requisition. Your view is cleaner when this filter hides the zero allocation roles.
    •  
      Resource Availability: 
      The field derives its value from the availability on the resource page and the resource calendar. This field displays different values depending on the days in the month. For example, if a resource is 100 percent allocated, their allocation hours match their availability hours. ETC rolls forward past the last timesheet actual posted date but allocation and availability do not. Since Availability in the past is not typically needed, the slice (ID = 1 Availability, ID = 3 Allocation) has a recent From Date.
      The effective resource project availability dates, not the effective allocation dates, establish the timeframe. The Start date is the project start or resource date of hire, whichever is older. The Allocation Start is the Start or the allocation start date, whichever is older. The Finish date is the project finish or resource date of termination, whichever occurs first. The Allocation Finish is the Finish or the allocation finish date, whichever occurs first. When we remove the resource dates of hire or termination out of the business logic, the Resource Availability is equal to the availability for the resource for the duration of the project. This can present some challenges if you expect availability to represent only the dates when the resource is allocated. For example, a resource is allocated only one month on a two-year project. This field displays different values for the same resource and the scale differs from the scale for actuals and allocation.
    •  
      Other Allocation: 
      The field represents the resource total planned allocation 
      outside
       of the current investment planned allocation.
       
      Other Allocation = Resource Aggregate Allocation − Current investment allocation (planned allocation)
       
Capacity Planning Scenarios
To make informed decisions about resource demands and staffing, use capacity planning scenarios. Create a scenario and make temporary changes that assist you in decisions about which investments fit into your overall plans. You can modify team allocations, change investment start dates, and can switch investments between approved and unapproved status.
Applying planning scenarios is often known as performing 
what-if
 analysis. These scenarios answer questions such as, "What if we add 20 resources?" Based on your criteria, the capacity planning scenario changes the demand data that appears. You can shift investment start dates or change team allocations. Examine possible changes before making any edits to your plan of record data.
As a resource manager or project manager, use capacity planning scenarios to address the following sample situations:
  • You have 20 direct reports and must frequently review the resource deployment status. You want to identify resources that are under-allocated or over-allocated for possible reallocation to new projects. To decrease the allocation on one investment and increase allocation on another investment, use a scenario.
  • You share resources with other departments and must have visibility into the demand on those resources. You receive requests for new projects that require staff. You want to see what effect approving new investments has on demand and capacity across resource OBS units.
  • You want to see the effect on resource allocation and assignments when project dates are moved in or out.
As a best practice, use a capacity planning scenario for analysis before making actual changes.
Create Capacity Planning Scenarios
You can create capacity planning scenarios from any page that displays the Scenario toolbar. You can create, edit, delete, copy, or set a scenario as the current scenario or the current compare scenario. Share scenarios with other resources or keep them private. By default, scenarios are private.
 
Follow these steps:
 
  1. Click 
    Home
     and open an investment. For example, open a project, service, or idea.
  2. Click the 
    Scenario
     toolbar.
    1. Click 
      New
      .
    2. Click the 
      Scenario
       toolbar again, click 
      More
      , and select 
      Edit
      .
      The yellow toolbar indicates that you are in scenario mode and are acting on scenario data. Some data is read-only when you are working in scenario mode. Investment start date and team allocation are examples of data that you can modify in scenario mode. The changes that you make to these data elements have a direct effect on investment demand.
  3. Complete the fields on the properties page and click 
    Save
    . Scenario mode activates when you create a scenario or select an existing scenario. The toolbar turns yellow to signify that you are viewing data with an applied scenario.
  4. Click Investments and then click 
    Add
    . You can add and then edit the investments, resources, or team information in the scenario. Later, you can compare these settings with the plan of record for a parent investment.
    1. (Optional) Click the Edit Scenario Details icon to modify the values for an investment in a scenario.
    2. (Optional) Click the Financial Summary icon to modify the financial data for a scenario.
  5. Click 
    Save
    .
  6. Click 
    Access
     to share the scenario with other users.
    • Select 
      Full Access View
       for a list of all resource and their rights to view or edit the scenario.
    • Select 
      Resource
       for resources with explicit rights to this scenario. You can also add resources and grant or remove their access to the scenario.
    • Select 
      Group
       for groups with explicit rights to the scenario. You can also add groups and grant or remove their access to the scenario.
    Owners of capacity planning scenarios have implicit rights to edit their scenarios. Scenario owners can also grant instance access rights to their capacity planning scenarios. You can copy a scenario and can edit the new copy. You can edit a limited number of field values for scenario properties.
  7. Click 
    Save and Return
    .
    Your new scenario appears in the Scenario toolbar.
The following animated GIF shows the steps.
Copy Scenarios
You can also create a scenario by copying an existing one.
  1. From any page that displays the scenario toolbar, click 
    More
     and select 
    Manage Scenarios
    .
  2. Select the check box next to the scenario, click 
    More
    , and select 
    Copy
    .
    A private copy of the scenario is added to the list as 
    Copy of <Scenario Name>
    .
  3. Enter a unique name for the copied scenario, and click 
    Save
    .
Compare Capacity Planning Scenarios
You can compare a scenario with the plan of record or with another scenario. Develop, refine, and adjust scenarios over time to examine changing business needs. The scenario toolbar also provides easy access to the capacity planning pages.
 
Follow these steps:
 
  1. Set the active scenario and comparison scenario from any page that displays the scenario toolbar.
  2. Select a scenario in the drop-down for 
    Scenario
    .
  3. Set the 
    Compare To
     field to another scenario, no scenario, or the plan of record.
  4. (Optional) To set these viewing options from the 
    Manage Scenarios
     page:
    1. From any page that displays the scenario toolbar, click 
      More
       and select 
      Manage Scenarios
      .
    2. Select the check box next to the scenario, click 
      More
      , and select 
      Set Current
       or 
      Set Compare
      .
  5. Evaluate the anticipated changes in your scenarios. Scenario mode remains active as you navigate across resource planning and capacity planning portlets.
  6. To see the scenario details as standalone entries without the red-lining:
    1. Select a scenario from the left 
      Scenario
       drop-down.
    2. Select 
      None
       from the 
      Compare To
       scenario drop-down.
      In scenario comparison mode, the 
      Compare To
       data appears in red. 
      Compare To
       data appears on any page that supports the 
      red-lining
       of data.
  7. On pages and portlets that support scenarios, you can configure the page to show red-line comparisons of secondary values. You can include an additional attribute as a secondary comparison value. Scenario mode uses the secondary value to display the 
    Compare To
     data. Select the attributes that have the words 
    (Compare To)
     in their name. These attributes display scenario data. Null secondary values reveal data that was not present when the scenario was created. The data appears as a blank value with a red dashed line through the field. This convention is helpful for identifying changes that were made after the scenario was first created.
    These configurations apply only when you are comparing a scenario with another scenario or with the plan of record. They do not apply when you select the plan of record or none.
  8. To examine capacity, click 
    More
     and select 
    Go to Capacity Planning
    .
  9. To add investments to a scenario, click 
    More
     and select 
    Investments
    .
  10. To remove child investments from a scenario, click 
    More
     and select 
    Edit
    .
    1. Click the 
      Investments
       tab.
    2. Select the check box for an investment and then click 
      Remove
      .
      The parent investment reverts to displaying the plan of record values.
  11. To reset a child investment without removing it, click More and select Edit.
    1. Click the 
      Investments
       tab.
    2. Select an investment and then click 
      Reset
      .
      The application deletes any changes in the scenario for that investment and refreshes it with data from the plan of record. The investment remains in the list of scenario investments.
  12. You can ignore changes temporarily for an investment in a scenario and allow the plan of record values to appear. To hide that investment from the scenario use the Hidden flag for the investment.