Find, Book, and Allocate Resources

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As a Resource Manager, use this article to manage resource availability and allocations.
Resource Allocations
For large organizations, finding and allocating the right people to investments is essential. Finding the correct resource can be more complex when workers are both inside and outside your company and when they are in different geographical locations. To simplify this process, use the Resource Finder to allocate internal and external resources to investments.
To view and edit information about the assigned investments for a resource or role, use the Allocations page. This page lists all the projects to which the resource or role has been added. You can make the following changes:
  • Add and remove projects to and from the workload for a resource.
  • Add and remove investments.
  • Edit the amount of time the resource or role has been allocated to a project.
  • Change the start and finish dates for the investment allocation.
  • Change booking status, and edit allocations by date or percentage.
  • Change the percentage of time the resource or role is allocated to the investment. Resources and roles are booked to each project for 100 percent of their time. To reduce the amount of time a resource spends on each project, you can adjust the % Allocations field.
  • Shift investment allocation periods.
Roles can be allocated to a project or an investment with hard, soft, and mixed booking status. You often see both planned and hard allocations. Any unfilled roles represent all roles and their allocation which is based on the filtering criteria for the booking status.
Video: Replace a Resource on a Project
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Find and Book a Labor Resource
After you create roles and resources, use Resource Finder to book resources to projects. Select available labor resources and book them to the right investments. A secondary use is to capture a snapshot or inventory of your labor resources that share certain attributes. You can use the Resource Finder to identify labor resources by filter criteria such as:
  • Employment status (employees or contractors)
  • OBS
  • Primary role
  • Calendar availability
  • Skills
For example, identify all employees with a specific certified skill in a specific technical role.
Follow these steps:
  1. Open 
    Home
    , and from 
    Resource Management
    , click 
    Resource Finder
    .
  2. Click 
    Expand Filter
    .
  3. Click 
    Show All
     or 
    Clear
     to remove any existing filter criteria.
  4. Define your filter criteria including any of the following fields:
    • OBS Unit
      Specifies the OBS for the labor resources.
    • OBS Unit - Filter Mode
      Specifies a limited search on the exact OBS unit or a wider search that includes OBS unit descendants or ancestors.
    • Role
      Searches by role.
    • Filter Mode
      Specifies a limited search on the exact role or a wider search that includes role descendants or ancestors.
    • Availability
      Specifies the required availability of matching resources by percent, hours, days, or FTE in one or more date ranges.
    • Availability Threshold
      Indicates the minimum required availability. For example, resources with less than 10 percent availability can be over-allocated or over-booked. Resources that match a 90 percent availability threshold are more readily available for a new project or task assignment.
    • Include Soft-booked Resources
      To include available resources that are already soft-booked for one or more investments, select this field. When you clear the check box, the filter excludes soft-booked resources from appearing in the results.
    • Skills
      Identifies the resources that match the assigned skills from the skills hierarchy.
    • Skills Threshold
      Specifies the percentage of skills that resources must possess. The Resource Finder excludes resources whose skill-match falls below the percentage specified.
    • Power Filter
      This link opens a page where you can build a custom filter. Create custom searches that are tailored to meet the more specific recruiting requirements.
  5. Click 
    Filter
    .
  6. Select one or more resources and click 
    Book
    .
  7. Select an investment and click 
    Book
    .
Change the Default Resource Allocation
You can create planned and hard allocation curves for the time a resource works on an investment. These curves indicate any deviations from the Default % Allocation field. The Planned Allocation curve represents the default or total allocation amount that the investment manager is requesting. The Hard Allocation curve represents the allocation amount that the resource manager is able to commit.
For example, you have a resource with default allocation set at 100 percent. You booked this resource to work on your project from August 10 through November 10. The resource is also scheduled to work on another project 50 percent of the time through September 1. In addition, the resource plans to be on leave from September 15 - 22. In this case, you create two allocation curves for the resource: one that indicates a deviation to 50 percent from Aug 01 through Sep 1, and another that indicates a deviation to 0 percent from Sep 15 - 22.
When editing the default allocation for a resource, gaps can appear between allocation segments. The gaps are automatically filled by creating allocation segments.
Follow these steps:
  1. Open 
    Home
    , and from 
    Resource Management
    , click 
    Resources
    .
  2. Open the resource and click Allocations.
  3. Click the Properties icon on the Summary or Detail page for the investment for which you want to edit resource allocation.
    • Summary
      : The allocation information for a resource that is allocated to an investment. View and edit booking status and allocation information for each investment to which the resource or role is allocated.
    • Detail
      : The allocation information for a role that is allocated to an investment. View and edit the allocation information for each investment by week in a histogram format.
  4. Change the following field in the General section:
    • Default % Allocation
      Defines the percentage of time you want to allocate the resource to a project. You can enter zero (0). Any changes here appear in the Allocation and Allocation % columns on the resource/role allocations page or project team staff page.
  5. Create one or more rows for deviations in the Planned Allocation and Hard Allocation sections.
    To apply the previous example, create two rows:
    • The first row covers the period where the resource actually works at 50 percent (compared to the 100 percent default or planned allocation).
    • The second row covers the period where the resource actually works at 0 percent (compared to the 100 percent default or planned allocation).
  6. To create a planned or hard allocation curve, complete the Planned Allocation and Hard Allocation sections.
  7. In the % Allocation field, enter the expected percentage of time when the resources work (as tentative or committed) on the investment. You can enter zero (0) as the allocation percentage.
  8. Save your changes.
When you change allocations from resource management pages, you only change investment-level information, specifically, the resource or role allocations to the investment. These dates can differ from the ones to which the resource or role has been assigned to project tasks. The changes that you make from the resource/ role allocation pages appear on the team staff page for the investment.
Best Practice:
 Do not change the investment allocations for a resource or role from resource management pages. Only the manager of the investment to which the resource or role has been assigned can modify allocations. If you are the manager of the investment, change allocations from the team staff
 
page of the investment. As a resource manager, if you edit allocations for a resource from the resource planning
 
pages, communicate the changes to the manager of the investment. The manager can then adjust task assignments and the schedule for the investment, if necessary.
If a project is locked and in tentative mode, you cannot change allocations for existing team members. To allow you to edit the team while the project is locked, the project manager can change the following default project management setting:
Allow Edit of Allocations when Investment is Locked.
Add Investments to Resource Workloads
You can add investments to the workload for a resource from both of the
 
resource or role allocations pages. By default, the resources are allocated to work on the new project 100 percent of the time during the project. Sometimes, the default allocation overbooks the resource. When overbooked, reallocate the time for the resource or replace the resource with another resource.
Only the resources that are identified as staff members can perform a task for a project and can record their time on tasks. Project participants can use the collaboration tools of a project but are not always identified as staff members.
Follow these steps:
  1. Open 
    Home
    , and from 
    Resource Management
    , click 
    Resources
    .
  2. Open the resource and click
    Allocations
    .
  3. Click
    Add
    .
  4. Select the investment for the resource and click
    Add
    .
    The investment is added to the workload for the resource.
Edit Investment Allocations
You can edit weekly allocations for a resource by investment. The allocations detail page displays resource and role allocations by investment and week in a histogram. Investments appear in rows and allocations appear in columns by week.
Follow these steps:
  1. Open 
    Home
    , and from 
    Resource Management
    , click 
    Resources
    .
  2. Open the resource and click
    Allocations
    ,
    Detail
    .
  3. Click in the field containing the data and edit the data. For example, change the weekly allocations, and click Save.
  4. Confirm the changes in the Aggregation section at the bottom of the page.
    • The red bar indicates the months in which the role is overbooked.
    • The yellow bar indicates that no over allocations appear in that period.
  5. Save your changes.
Shift a Resource Allocation
To shift or scale all or a portion of the resource allocations in one project, use the Shift Allocation option. This option is useful when you want to extend project allocations beyond the allowable time-scaled view, which extends only for six months by default. You can move resource allocations both back and forward in time.
For example, suppose that an allocation period starts on May 1. The period continues at its default rate of 100 percent through the end of the month. The period then extends through June at the reduced allocation of 50 percent. You shift the allocation to start on June 1 and extend through July 2 (for 31 calendar days) at 100 percent. The period goes through August 2 at 50 percent. You can also shift allocations for time spans that contain no segments.
You cannot change the project schedule dates. Use these dates as guidelines on how far you can shift work back or forward. You cannot shift work before the start date, and you cannot shift work past the finish date.
Follow these steps:
  1. Open 
    Home
    , and from 
    Resource Management
    , click 
    Resources
    .
  2. Open the resource and click
    Allocations
    .
  3. Select the investment whose allocations you want to shift.
  4. Select Shift Allocation from the Actions menu.
  5. Change the following fields as applicable. Data shifts according to the information you enter in these fields.
    • Start and Finish Dates
      Defines the start and finish dates of the project unless they have been changed. These dates create the period that can shift.
    • Shift to Date
      Defines the beginning date for the data being shifted. If you leave the field blank, no shifts occur.
    • Shift Cut-off Date
      Defines the last date for shifting allocations. Allocations cannot shift beyond the last date.
    • Scale Allocation % By
      Defines the percentage change in the allocation that is required for the shift. If you leave the field empty, no scaling occurs.
  6. Save your changes.
Remove Investments from Resource Workloads
You can remove projects and investments from the workload of a resource at any time. If a project is locked, you cannot remove that project from the workload of the resource.
When you staff a resource as a project participant, go to the team participants page to remove the resource from participant status.
Follow these steps:
  1. Open 
    Home
    , and from 
    Resource Management
    , click 
    Resources
    .
  2. Open the resource and click Allocations.
  3. Select an investment and click Remove. 
    The confirmation page appears.
  4. Click
    Yes
    to remove the investment from the list of investments for the resource.
Replace a Role with a Named Resource
You can replace a role in a project with a specific named resource. Replace a role with a resource when the team is ready to start the project and report approved actuals.
Follow these steps:
  1. Click Home, and from Portfolio Management, select Projects.
  2. Open a project.
  3. Click the Team tab.
  4. In a row for the soft-booked role that you want to replace, click Resource Finder.
    The Find Resources page filters on the selected role to display matching resources.
    The
    Include Soft-booked Resources
    check box is not selected. When selected, the number of matching resources typically expands; however, the Availability Match scores decline. To evaluate the more accurate hard booking status, do not include soft-booked resources.
  5. Examine the Availability Match column and determine the best resource. You can select any resource, even one that is already assigned to the project. Select one or more checkboxes and then click Replace.
    The Booking Confirmation page shows the Remaining Availability of each resource. A negative value indicates that the resource is over-allocated. Some portion of the overallocation can be attributed to soft-booked allocations.
  6. To book the resource as a replacement for the role, click Yes. Contact the resource manager and discuss the booking status of the resource on other investments. Try to get the booking reduced so that you can confirm this booking and then set it to Hard.
  7. (Optional) If the resource is potentially over-allocated, click Overallocate or Remaining Only.
    If already assigned to the project team, the named resource takes on the full allocation of the generic role but not all the assignments. If you replace a role with a resource that is not already on the team, the allocation and assignments transfer to the new resource.
  8. To transfer the ETC (assignments) from the generic role to the named resource:
    1. Click the Task tab and select Assignments.
    2. Filter for, and select, all the tasks that are assigned to the generic role.
    3. Reassign them to the named resource.
Replace Resources on Investments
You can generate a list of resources with the same role and availability during the time of the investment. You can also use this procedure for replacing a resource on a project. The following rules apply:
  • Replacing a resource does not transfer the actuals, pending actuals, and baseline of the original to the new staff member. Only the remaining ETC is transferred to the new staff member.
  • The original staff member must complete any outstanding time entries so that the actual data is posted before the replacement occurs.
  • The project role of the original staff member is transferred to the new staff member (unless you are replacing a role with a different role).
  • If a project is locked, you cannot replace existing team members resulting in deleting a team member and transferring assignments. The Replace button appears disabled in this case. You can be allowed to replace a resource role only (without replacing task assignment) based on the role replacement settings. For more information about this setting, contact your administrator.
Follow these steps:
  1. Open 
    Home
    , and from 
    Resource Management
    , click 
    Resources
    .
  2. Open the resource and click Allocations.
  3. To replace a resource, click the Resource Finder icon next to the investment.
  4. To narrow the resource list, enter filter values.
  5. To view all resources, click Show All.
  6. Examine the following fields:
    • Availability 
      Identifies the project period and the number of hours the resource you are replacing was allocated to the project. Both the dates and the hours that are allocated are transferred to the new replacement.
    • Availability Match 
      Displays a weighted average that factors in the work period and the availability of each resource. If you do not add any skill specifications to your search criteria, the Total Match column duplicates the Availability Match number. The Skill Match column remains blank. Searching by skills and availability criteria, displays an average of the two in the Total Match column.
  7. The following message can appear at the top of the page:
     
    Match scores can be inaccurate if availability dates do not fall into the following range: ddmmyy - ddmmyy
    This message indicates a discrepancy between the date range in the message and the dates in the Availability field. The Availability Match score can be inaccurate. For example, the dates in the Availability field are 9/1/2017 - 2/7/2018 and the date range in the message is 9/7/2017 - 9/7/2018. A one-to-one comparison for any resource does not exist and this condition lowers the overall availability match scores.
  8. To replace the previous resource, select one or more resources and click Replace.
  9. Confirm the selection by clicking Yes. 
    The allocations page appears. As a result of replacing the resource, the investment no longer appears in the list of investments for the resource.
  10. If the available hours for a resource are less than the total number of hours, the remaining availability (not the booking) confirmation page appears. If you add resources to the project or investment, the remaining availability confirmation page indicates overbooking of the resource. If you book at 100 percent (default) availability of the resource, the 100 percent Resource Allocation column lists the number of hours utilized. The Remaining Availability column indicates the actual number of work hours available for the resource to work on the project. 
    Select one of the following values:
    • Over-allocate 
      to over-allocate the resource.
    • Remaining Only
       to book the resource for the amount that is listed in the Remaining Availability column.
Deactivate a Resource or Role Profile
When a resource or role is no longer needed, you can deactivate it. Other users cannot assign deactivated resources or roles to tasks. The inactive resource or role continues to appear in the resource list unless you filter it out.
Follow these steps:
  1. Open 
    Home
    , and from 
    Resource Management
    , click 
    Resources
    .
  2. Open the resource or role.
  3. Clear the Active check box, and click Save.
Resource Availability Examples
Use this topic to understand the relationship between a resource calendar with shift adjustments, a base calendar, and the Availability field. These related values influence resource availability calculations, planning graphs, and the Missing Time report. Resource availability is based on the calendar for the resource. If a resource has a calendar with shifts, their availability in resource planning portlets and reports reflects those shifts.
Example: Calendars with Irregular Shifts
As a resource manager, you want to implement the following work shifts:
Normal hours from Jan 1 to Jun 30 and from Sep 1 to Dec 31
  • Monday to Thursday: 08:30-14:00 and 15:30-18:30
  • Friday: 08:30-14:30
Summer hours from Jul 1 to Aug 31
  • Monday to Friday 08:00-14:30
Follow these steps:
  1. Click Administration. Under Project Management, click Base Calendars.
  2. Create a base calendar for the normal workdays with two shifts and the unique short Friday-only shift.
  3. Select Monday, Tuesday, Wednesday, and Thursday and set the two shifts in one calendar.
  4. Select Friday and set the shift that begins at 08:30 in the same calendar.
  5. Apply this arrangement for the following months: January to June, and September to December.
  6. Create a base calendar for the two summer months.
  7. For the months of July and August, set the new summer shift that begins at 08:00 on all workdays.
    You can also use one calendar and adjust every workday in July and August.
  8. Navigate to the resource profile for each resource and assign a calendar.
    You see the shifts on their calendar. The Resource Availability field varies from one resource to another even though they are assigned to the same calendar.
    • Each resource works 8.5 hours per day for 4 days, and 6 hours on Friday. Their availability is 40 hours per week or 160 hours each month.
    • In the two summer months, each resource works 6.5 hours per day for five days. Their availability is 32.5 hours per week or 130 hours each month.
    • You can have other resources who are assigned to a different calendar. For example, 8 hours per day and 5 days per week. Their availability is 40 hours per week or 160 hours each month.
  9. You can adjust an assigned calendar at the resource level. For example, add one or more vacation days on the resource calendar. A resource on vacation for 2 days shows a decrease in availability. The availability of a resource working 8.5 hours per day drops 17 hours for a two-day vacation. However, the availability of a resource working 6.5 hours per day only drops 13 hours for a two-day vacation.
  10. Portlets, pages, and reports use the availability time slice for availability amounts. Availability is always derived from the resource calendar. The original value that you enter in the Availability field on the resource profile is not used in availability calculations.
    Instead of hours, you can also use FTEs to measure resource availability. To calculate the FTE availability, the application divides the availability of the resource by the standard calendar. For more information about how FTE allocation is calculated, see Knowledge Base article TEC1112555 on CA Support Online.
  11. Click the Home menu. Under Resource Management, click Resources.
  12. Open a resource.
  13. To reflect their current availability, set the Availability field for each individual resource. Availability can be different, even for resources who are assigned to the same base calendar. For example, you assign a resource who is typically available 6 hours per day to a base calendar with five 8-hour shifts. The Availability field shows 5.65. When you change the base calendar to one with 8.5 hour shifts, the Availability field shows 6.38. You can also adjust the shifts on the individual resource calendar. The value that you set last (Availability or Base Calendar with or without adjustments) determines their most current availability.
    The availability values in portlets and reports are also calculated in the same manner. When a resource calendar includes irregular shifts, the hours that appear in the Availability field for the resources equal the longest work day in the calendar. You can also manually adjust the Availability value.
Example: Monthly Resource Availability
This example demonstrates monthly resource availability calculations.
  1. Create a base calendar for December with 5-hour shifts per day. 
    December has 22 days. The total hours are (5 × 22) = 110.
  2. Assign this base calendar to a resource. 
    Daily resource availability is 5.
  3. Change the Availability field value from 5 to 8. 
    The calendar still displays 5-hour shifts.
    Portlets show December availability as (8 × 22) = 176 hours.
  4. Change the resource calendar to reflect 4-hour shifts for December for this resource. The availability of the resource is greater than 4 because you previously indicated a value of 8.
  5. The Availability field shows 8, the base calendar shows 5, and the resource calendar shows 4. The calculated availability in hours for the resource for December is as follows:
      (4/5) × 8 × 22 = 140.8 
Example: Resource Allocations
You can book a resource as a staff member for an investment. The application generates an allocation amount for each resource. You can calculate resource allocation using the following equation:
 
Resource allocation amount = (Availability) x (resource workdays in the investment time period)
 
The number of working days for an individual resource during an investment is based on the resource calendar. All days that a resource is available during an investment time period are counted, including the start and finish dates.
For example, the following list shows the weekly availability of some resources during an investment time period:
  • Resource A works four hours a day for five days a week
  • Resources B works eight hours a day for five days a week
  • Resource C works eight hours a day for three days a week
If all the resources are allocated at 100 percent to the investment for three weeks, their allocation is as follows:
  • Resource A = 60 hours
  • Resource B = 120 hours
  • Resource C = 72 hours
If you attempt to over-allocate a resource by staffing the resource to extra investments, you are warned. An over-allocated resource cannot perform work efficiently or cannot complete work by the established end date. For this reason, it is important to be aware of how resources are allocated to investments.
In these examples, John, Bill, and Sue are the direct reports of Mary:
  • John is hard-booked for 20 hours next week to project A, and soft-booked 10 hours to project B. The total demand for John next week is 30 hours.
  • Bill is hard-booked for 40 hours next week to project A, and is mixed-booked for 20 hours to project B. The total demand for Bill next week is 60 hours.
  • Sue is not allocated to any project. The demand for Sue is 0 hours.
  • A role is designated and soft-booked for 35 hours next week to project A. In the role properties for that project, Mary is designated as the Staff OBS unit. The demand for that role on the team is 35 hours next week.
  • The total allocation or demand next week for the resources is 125 hours: 60 hours hard-booked staff, 30 hours soft-booked staff, and 35 hours soft-booked unfilled roles.