New User Experience: Resource Management Settings and Views
New User Experienceincludes the following new resource management views for investment staffing:
- Resources-to-Investments: Lists resources at the parent level with their investment allocations at the child level. The view is also referred to as the Resources view.
- Investments-to-Resources: Lists investments at the parent level with their requested resource and role allocations at the child level. The view is also referred to as the Investments view.
- Requests: Lists staffing requests that are grouped by roles.
The following topics help you start working in the new resource management views:
Resource Management Default Settings
The default settings enable a resource manager (Derrick) and project coordinator (Barb) to perform staffing activities using a telescopic calendar. The telescopic calendar uses the fiscal time periods that are defined in the default entity for the organization.
See the following video to learn how to set up a default entity with active fiscal time periods in Classic
Clarity PPMfor use by the telescope calendar and the resource management views:
To play the video in full screen, click the YouTube logo in the right of Settings at the bottom of the video.
The telescope calendar shows 24 monthly periods starting with a monthly period that covers the current date. By default, 12 of 24 total months are selected for the Resources-to-Investments view. You can configure many of the default settings.
As an administrator, verify the following settings:
- Assign the required access rights for your team members to see resource management data. See What You Can Do in the New User Experience.
- Configure a default entity. SeeCreate an Entityin Configure an Organizational Breakdown Structure.
- Configure monthly fiscal time periods that include the current date. See Set Up a Financial Entity.
- Configure the default system currency for calculating forecast rates for resources. See Set Up Currencies and Foreign Exchange Rates.
As a resource manager or other user with access, you can personalize some of the following default settings. See New User Experience: Personalize the Staffing Telescope Calendar and Views.
- The default unit of measure isFTE(full-time equivalent). You can change the unit of measure toHours.
- Allocation values appear with two decimal places. You can change the default to display only one decimal value or none.
- The current date (today) in the current time period is the default starting date and determines the first period in the resource views.
- The following default allocation thresholds determine whether a resource is under-allocated or is over-allocated:
- Under-allocated (30 percent under 100 percent): The resource allocation is 30 percent less than available capacity. Under-allocated resources have positive remaining capacity.
- Over-allocated (10 percent over 100 percent): The resource allocation exceeds available capacity by 10 percent. Over-allocated resources have negative remaining capacity.
- The heat map gradients appear in increments of 20 percent for remaining allocation amount or capacity (over or under). Over-allocated resources by a percentage greater than the over-allocated threshold percentage parameter appear red on the page. Under-allocated resources by a percentage greater than the under-allocated threshold percentage parameter appear green on the page.
- Anything above the over-allocation threshold starts out as a pale red and the gradient gets darker the higher the number is over the threshold.
- Anything below the under-allocation threshold starts out as a pale green and the gradient gets darker the lower the number is under the threshold.
Tips to Improve Performance
The following factors can impact the performance of the new resource management views in the
New User Experience:
- The number of active investments with long time ranges between start and finish dates
- The number of active investments with many team allocations
For optimal performance, consider the following recommendations when using the new resource views:
- Do not exceed 35,000 booking rights per resource management user.
- Do not use the resource management views as a reporting tool with large volumes of data.
- Organizations with many resources can have separate resource managers staffing smaller resource pools. The resource management views are not intended for a single user to manage all resources.
- Use the Advanced Reporting and the PMO Accelerator, Resource Management reports to analyze data across a large section of your resource pool.
- On the resource Settings page, set your telescope calendar time period span to include only the time periods you want to manage.
- Limit the number of time periods in the telescope calendar to narrow the list of investments returned based on investment dates.
- Use filters in resource management views to reduce the amount of data that is displayed.
- Use the Pinning option to focus on specific resources and investments and improve data processing in the resource management views.
- Optimize the security for your resource managers (Derrick) and project coordinators (Barb) as follows:
- On the Resources to Investments view, use resource booking rights to control the visibility of the resource rows.
- On the Investments to Resources view, use the investment edit and view rights to control the visibility of the investment rows.
Visual Indicators and Icons
Refer to the following table to familiarize yourself with the visual indicators and icons on the resource management views:
The following image shows a sample of the Resources to Investments view displaying active resources that report directly to you. When you expand a resource, you see active investments that are allocated to the resource. The following behavior describes how data is visually presented on the view:
- Red cells represent over allocation and green cells indicate under allocation.
- Rows with dimmed cell values indicate that you have read-only access to those allocations.
- Rows with blank cells (with no values) indicate that they are outside the boundaries of the investment dates.
- Gray rows indicate inactive investment allocations.
You can view a maximum of 200 parent records and 50 child records on a page. Pagination options appear to display more than 200 parent rows or 50 child rows.
Editing the Values in the Views
Use the following guidelines for editing the time-scaled values in the resource management views. The same rules apply when you update the values in the resources and investment views.
- Use the mouse to select values in cells.
- You can copy values from both cells that allow editing and read-only cells.
- Press Ctrl+C to copy values and Ctrl+V to paste.
- You can paste values into cells that allow editing. If you try pasting into read-only cells, the values are ignored.
- You can copy values from an Excel spreadsheet and paste into the cells.
- You can copy and paste values from one or more cells. Use the same cell dimensions. For example, you copy four rows of cells in two columns (4x2). Paste your data into the same 4x2 arrangement of cells.
- To do a dimensional paste, place the cursor on the upper left corner of the cell. The first target cell that you select must be editable.
- You can copy the value from a single cell and paste it into multiple cells.
- To remove values, select one or more cells that allow editing and press the Delete key.
When editing a cell, if you enter an incorrect value, use the Escape (Esc) key to revert to the original value. After you move away from the cell, auto-save applies and this escape feature no longer applies.
- Copying and pasting values is not supported for the Safari browser.
- Donotuse copy and paste to bulk load rows of data from Excel to the resource management views. The copying and pasting of data from Excel into the resource views is only intended for smaller updates.
Saving Values and Refreshing Totals after Editing
As you move from cell to cell and make edits or even move away to another view, all changes are auto-saved. For example, you can move from the Resources to the Investments view and back to the Resources view and your changes are saved. You can also move back and forth between the Pinned and All tabs on a view without losing your edits.
The row and column totals are refreshed only when you press return or you navigate to a new row.