New User Experience: Manage Resources and Teams

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Resources is now added to the main menu in the New User Experience. Based on your access rights you can now add teams and the resources for the team from the Resources page.
In the last release only users with the rights to enter time for others could enter time for a task assigned to a team. In this release individual team members now can enter time for the work they completed for a task that is assigned to a team. The time entered by the individual will be recorded for the team.
Users (non-administrators) with proper rights can manage teams. The Resources page displays resource specific information in a grid layout. All the common grid layout properties apply to this page. The Details panel displays allocation specific details of team members. Click a resource from the grid and then open the Details panel to view the allocation for the resource. You can add individual team members, or add all the resources that belong to an OBS. 
 
2
 
 
  • In the last release only users with the rights to enter time for others could enter time for a task assigned to a team.
  • In this release individual team members now can enter time for the work they completed for a task that is assigned to a team.
  • Now that Teams are in their own workspace - Resources, users (non-administrators) with proper rights can manage Teams. Individual Team members with proper rights can now enter the time for the work they completed for a Task that is assigned to a Team. The time entered by the individual will be recorded for the team. 
  • The project financials Planned to Actuals displays the team actuals based on the time entered. For more information, see Manage  Financial Plans.
  • The Team List view and Team Member List view display resource specific information in a grid layout. All the existing common grid layout properties apply to this page.
  • The Details panel displays allocation specific details of team members. Click a resource from the grid and then open the Details panel to view the allocation for the resource. You can add individual team members, or add all the resources that belong to an OBS.  
  • Allocation is 0% when you create a resource for first time through the 
    icon in the grid. Allocation is 100% when you use the option 
    Add From Resource OBS
    .  
  •  A Team cannot be deleted if it is allocated to a Project. An error message is displayed if attempted. Remove the Team allocation and the team can be deleted. 
  •  Team members are removed one user at a time.
  • Project managers can allocate the pre-configured teams to project tasks. They can also populate cost plans based on team allocations or assignments.
Prerequisites
Ensure that you have the following access rights to use this feature:
Resource Management – Navigate 
 Allows user access to the Resource management pages in the new user experience. The user will only be able to view information for teams to which the user has access. 
  • Team – Create
  • Team – Delete – All
  • Team – Edit – All
  • Team – View – All
For more information, see 
New User Experience: Team Access Rights
 in 
CA PPM Access Rights Reference
View the Team List
Ian wants to allocate a specific requirement to a dedicated team. Ian has 
Team - View
 access right. Ian wants to view all the teams currently available for people planning and work allocation.
Ian navigates to the Resources page, he can view the list of teams, the number of resources that are allocated to each team, who created the team or last modified it. Ian can use the (+) plus icon to add new team, use ADD FILTER button to filter the teams using team name or team ID. Ian can also filter teams based on team status. By default active team status is selected for the ACTIVE STATUS filter.  Ian can clear the filter to see list of active and inactive teams. Inactive teams are highlighted in gray, in the search results.
Create a Team
You can create a team of resources to assign them to one or more projects. The resources and roles on the team can change; however, for business continuity, the team persists. Create agile scrum teams or focused teams by initiative or theme. For example, 
Architectural Review
UX
Ops
Security
, and 
Bug-Fixers
 are all possible names for teams.
You can add the same resource to multiple teams.
 
Follow these steps:
 
  1. In the main menu, click 
    Resources
    . The Resources page appears.  
  2. Click the(
    +
    ) plus icon to create a team.
  3. Click the column picker to specify the columns that must appear.
The team is created.  
After you create a team, 
New User Experience
 shows the team on the Resource List page under the Home menu. The following business rules apply to teams:
  • For simplicity, the entire team is treated as a single labor resource with a read-only value in the Availability field. The application updates the value in this field with the current calculated availability of all the team members in the following cases:
    • When you add a resource to the team
    • When you remove a resource from the team
    • When you change the allocation percentage for a resource
    If an individual resource on the team is inactivated, there is no impact to the total team availability rate.
  • The team name appears in the Full Name field for the new team resource. Each team has a unique TEAM ID in the Resource ID field (for example, TM00003).
  • The application creates the resource entry for the team in Classic CA PPM even if you do not have the 
    Resource - Create
     access right. Your permissions to create a new team include the creation of this new team resource.
  • Any changes to the team name, ID, or status attributes are synchronized with the resource record in Classic PPM. An administrator who can edit resources in Classic PPM can edit the properties of the team resource record. For example, enable time tracking or edit OBS unit associations and financial properties.
  • The team does not consume user licenses.
  • Since a team is a resource, you can select it for the Resource column in a cost and rate matrix. Set up the financial properties on the team resource profile and go into the matrix that has the Resource column configured and you can select the team resource.
Edit a Team
You can add and remove the resources on each team. You can edit the team name or status.
Follow these steps:
 
  1. In the main menu, click 
    Resources
    . The Resources page appears. 
  2. Double-click in the 
    Team Name
     row to edit the team name. 
    Tip!
     Alternatively, you can edit the team details from the Details panel.  
  3. Click the 
    Active 
    column corresponding to a team to indicate the team status. The team name and status are updated. 
You can remove one resource or role at a time. To remove resources or roles in bulk, use Classic PPM.
You cannot edit the properties of the resources added to a team. However, you can remove a resource from a team or change their allocation percentage. Switch to Classic PPM to manage other resource properties.
Resource Allocations for a Defined Team
You can edit the default allocation field and can help address bottlenecks. The following rules describe the default application behavior:
  • Default Team allocation
    • Single resource - When adding resources to a Team using the in-line edit (one at a time), they will be added (to the Team) at 
      0% 
      allocation by default. When the same resource is added to a second team using the in-line edit (one at a time), they will be added (to the Team) at 
      0%
       allocation by default.
    • Resource OBS - When adding resources to a Team using 
      Add From Resource OBS
      , each resource will be added (to the Team) at 
      100%
       allocation by default. When adding the same set of resources to a second Team using 
      Add From Resource OBS
      , each resource will be added (to the Team) at 0% allocation by default. 
  • The Availability rate on the Resource-Team <
    name>
     general properties page in classic PPM is updated based on the resource team allocation in the 
    New User Experience
    . To open the resource team properties page, select 
    Classic PPM
     in the main menu.
  • When you deactivate a resource in classic PPM, the allocation percentage and the availability rate for the resource remains a part of the team definition. As an administrator, review the team allocations for the deactivated resource and manage them to suit your business needs. For example, you can remove the deactivated resource from the team or you can change the team allocation percentage.
  • The existing allocations for a team are only affected if you reset the Availability rate in classic PPM or adjust the individual investment allocations in the 
    New User Experience
    .
Follow these steps:
  1. In the main menu, click 
    Resources
    . The Resources page appears.
  2. Click a team name.The team page appears.
  3. Click the 
    +
     (plus) icon to add a resource.
    The following image displays how to add individual resources inline.
    Add Team Members Inline
  4. To add all the resources that belong to a specific OBS click 
    ADD FROM RESOURCE OBS
     
    Note:
     Allocation is 0% when you create a resource for first time through the (
    +
    ) plus icon in the grid. Allocation is 100% when you use the option 
    Add From Resource OBS
    .
    The following image displays how to add team members of an OBS.
    Add Team Members Of an OBS
     
The resource is added. 
Delete a Team
To delete a team, select a team, right-click and select 
DELETE ROW
. The delete option appears when you have the required rights to delete a team.
When you delete a team, it is completely removed from the system including access rights to the team granted to the licensed users.
You can delete a team only when the following conditions are true:
  • The team is not allocated to a project or another investment.
  • The team is not used in a financial plan.
  • The team has no actuals or pending actuals.
The following messages can appear when trying to delete a team:
  • Cannot delete a team with pending or posted actuals
    .
    To preserve system integrity, the application does not allow you to delete teams with pending or posted actuals. If the team has only pending actuals but no posted actuals, you can delete all time entry rows for open or returned timesheets. If you can remove all time entry rows for all timesheets for the defined team, then you can delete the team.
  •  
    Cannot delete a team that is staffed
    .
    If the allocations do not have actuals, you could remove the allocations from all projects and investments. You can then delete the team. Use the Allocations tab for a resource in classic PPM to locate all staffed investments.
  •  
    Cannot delete a team that is on financial plans
    .
    You could try deleting rows from one or more cost plans grouped by resource. If the team that you want to delete is on an approved budget plan, you cannot delete any rows in the plan.
If you are unable to delete a team, you can inactivate the team definition. An inactive team does not appear as an available resource.