Clarity: Personalize the Staffing Telescope Calendar and Views
Clarity: Personalize the Staffing Telescope Calendar and Views
Use the telescopic resource staffing calendar to get complete visibility into all investments for which the active team members are allocated. Navigate through fiscal time periods and identify bottlenecks. Select a time horizon to zoom into an area of focus. For example, view how the team is allocated for the next three months, the next three quarters, or the next two years. Review the near term allocations for the team in smaller time increments (week or month) combined with larger time increments (quarter and year). The near term and long-term pool allocation perspective lets you determine over or under allocated team members for a given investment.
ClarityStaffing Telescope Calendar
The resource staffing telescope calendar constitutes the following:
- Telescope Window:The total set of fiscal periods that appear in the telescope calendar. The telescope window is based on the Start Period and the Time Period Span (number and types of fiscal periods) that you select in the Resource Management settings. By default, the calendar displays 24 monthly fiscal periods.
- Telescope Focus:The fiscal periods in the telescope window that the resource manager (Derrick) has selected by highlighting the periods. Select a subset of fiscal periods in the telescope window to filter the periods that appear in the resource management views.
The following image shows a sample telescope window that covers four different time period types. The calendar covers the first weekly start period through the last annual period. The telescope focus, indicated by the highlighted periods in the calendar, covers only February through September of 2017:
To use the telescope calendar with the resource management views on the Staffing page, verify that your administrator configured the following items in
- A default financial entity for the organization. If multiple entities exist, you must select one entity as the default entity. The organizational fiscal calendar periods determine the start and finish dates for each calendar period. SeeConfigure an Organizational Breakdown Structure (OBS)andCreate an Entity.
- Fiscal time periods for the default entity that include the current date. SeeSet Up a Financial Entity.
- A Standard base calendar. The non-working days that are color-coded gray within the telescope are based on the base calendar. See Configure Calendars, Shifts, and Work Days.
- A default system currency for calculating forecast rates for resources. SeeSet Up Currencies and Foreign Exchange Ratesfor details.
An error message appears for the following conditions when you try to access the telescope calendar:
- A default entity is not defined inClassic PPM.
- A default entity is defined but there is not at least one fiscal period that covers the current start date.
- Gaps exist in the fiscal periods.
- The resource manager does not have booking access rights for the resources.
Video: Setting Up Resource Allocation Periods
In the following video, you learn how to set up a default entity with fiscal periods for your organization in
Classic PPM. Based on what active fiscal time periods are set up in your default entity, the following information is available to you:
- Resource time periods that you can select from in the telescope calendar
- Allocation data that displays in 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.
For more information, see www.ca.com/us/products/ca-project-portfolio-management.html.
Configure the Staffing Settings
When you first access the calendar, the focus is on the first 12 monthly periods out of the total 24 periods. As a resource manager, you can change the default settings to view your resource data differently. For example, you can change the telescope window start period. Or, you can change the time period spans to display 24 months and 2 years for a total of 26 periods.
The changes persist as the saved configuration until you change them or reset them to the default configuration. The next time that you open the telescope calendar, you see your configurations for the start period and the number and type of fiscal periods.
Follow these steps:
- Click the drop-down list next to your avatar and login info, and selectSettings.
- Configure the following settings:
- Start PeriodDefines the first fiscal time period available to the telescope calendar and the resource management views. As a default, the start period is set to the current period. The telescope window is based on the start period and spans across the number and types of the selected fiscal periods. Selecting a subset of fiscal periods in the telescope window acts like a filter and reduces the number of periods that are displayed on the resource management views. Select a new date so that the start period that covers this date appears in the telescope calendar. When the start period changes, the number of selected (focus) periods are retained and start from the newly selected start period.For example,the current Start Period is Nov 2016 and the selected (focus) periods are 6 months (Apr 2017 through Sep 2017). Derrick changes the Start Period to Jan 2016. The telescope calendar new start period is now Jan 2016 and the 6 selected (focus) periods are retained and cover Jan 2016 through Jun 2016.You can also change the telescope calendar start period from the Staffing page. Click the start period date that appears to the left of the telescope calendar icon at the top of the page. By default, the start period displays as Current Time Period. You can the change the default value by selecting a different date.
- Time Period SpanDefines the time period spans available to the telescope calendar and the resource management views. You can select up to four different time spans with a combination of period types (weekly, monthly, quarterly, annual) for a total of 60 periods to display in the telescope window. Corresponding fiscal time periods must exist in the default entity defined inClassic PPM. For example, if you have not defined weekly fiscal time periods for your entity, Weekly is unavailable as a period type option.Based on the time spans, the telescope calendar provides resource allocation visibility for varied lengths of time. After you select a period type for the first span, the options for the remaining spans vary. For example, if you select Monthly for the first time period span, the remaining options become Quarterly and Annually for the other two spans. The following example shows a time period span structure with four spans for which corresponding fiscal time periods exist in the default entity:
- Span 1: weeks (8)
- Span 2: months (12)
- Span 3: quarters (4)
- Span 4: years (2)
- Unit of MeasureDefines the unit for measuring resource capacity and allocation (hours or FTE) displayed on the resource management views. Select how many decimal units you want to display in the views view (none, 1 or 2).
- CurrencyDefines the currency used for forecasting hourly rates displayed on the resource management views. You cannot change the default currency.
- Allocation ThresholdDefines the under and over allocation thresholds. The thresholds only apply to the Resources-to-Investments view.
- Under 100%Defines the under-allocation threshold as a percentage below the total capacity for the telescope calendar. For example, if you enter 40, it means that resources are considered under-allocated when they are at least 40 percent below their full allocation capacity. Full allocation capacity is assumed as 100 percent.
- Over 100%Defines the over-allocation threshold as a percentage above the total capacity for the telescope calendar. For example, if you enter 20, it means that resources are considered over-allocated when they are at least 20 percent above their full allocation capacity. Full allocation capacity is assumed as 100 percent.
- Heat MapRepresents the over and under allocation data within the fiscal period date range. The calendar shows red for periods where the team is over allocated and green for periods where the team is under allocated. The heat map gradients are based on a gradient scale.The gradients appear in increments of 20 percent. The heat map shows green gradients light to dark, the more the amount is under the threshold. The heat map shows red gradients light to dark, the more the amount is over the threshold. For example, any allocation value over 200 percent gets the (last) darkest color. You cannot change the heat map scale for the red or green color gradients.
You can use the Staffing settings to define the telescope gradient colors based on allocation data by resource. Set the gradient scale to indicate resources that need your attention over any time period. The settings will show telescope gradient colors based on allocation data by resource. To see the gradient, you have to select a resource and then click on the Telescope.
Configure the Staffing Views
When you first open the resource staffing views, the fiscal time periods show the current allocations for your team members (My Team) for all active investments. Using the telescope calendar, you can navigate forward or backward in the time periods to select a different focus area. The time periods on the views refresh to match the time periods selected in the telescope calendar (also known as the telescope
focus). The changes persist across all staffing views and sessions until you change the focus again.
For example, the Resources-to-Investments view currently displays 13 monthly time periods spanning December 2017 until December 2018. You open the telescope calendar and select only the last six monthly periods in 2018. Back on the Resources-to-Investments view, the focus on the grid changes accordingly to display only the last six months in 2018.
We recommend that you not select mixed time periods for heavy editing. For example, say you have selected monthly, quarterly, and yearly fiscal periods where the year includes the quarters and months. In this case, if you remove the allocation values for the year, the values from the quarterly and monthly periods also get wiped out.
The following image shows how to select a focus area in the telescope calendar. Only five months are selected to review and balance the workload for the over allocated resources only in the view. Before selecting a focus area, try filtering the default view so you can see the under and over allocation heat maps. In the following example, the default view is filtered by resource manager, Derrick Joseph.
Follows these steps:
- Click theTelescopecalendar icon at the top of theStaffingpage.
- In the telescope calendar, click the first time period in the range that you want to define.
- Drag your mouse over the remaining time periods in the range.
- ClickTelescopeagain to close the telescope calendar.The staffing views show the allocation time periods and match the focus range from the telescope calendar.
- To change the telescope calendar start period, click the date filter near theTelescopeicon. The default start period isCurrent Time Period. From the calendar widget, select a new start period date.The starting period for the allocations changes on the calendar and on the staffing views.
Modify a Focus Range
Ctrlkey to modify an existing focus range in the calendar:
- You can add more contiguous time periods in the focus range. For example, add the first six months of 2018 to the existing focus range: 1/2017 - 12/2017.
- You can remove time periods from the focus range. For example, unselect 1/2017 - 3/2017 from the existing focus range: 1/2017 - 12/2017.
If you select a non-contiguous time period, the gaps between the selected and non-contiguous time periods are auto-selected. For example, the focus range is 1/2019 - 12/2019 and the user selects time period 3/2020. Time periods 1/2020 and 2/2020 are auto-selected, making the focus range contiguous.
Once you change the telescope focus, the views refresh to display the following investments types:
- Investments with start and finish dates that fall within the focus range
- Investments with start and finish dates that straddle the focus range.