Clarity: Configure Teams on the Resources Page

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HID_newux_admin_team
As an administrator, you can create and configure teams for people planning and can allocate teams for either agile or traditional work management. You can quickly search through your teams by the team name or ID. You can directly allocate work to your teams, based on your requirements. You can add resources to a team or search for a specific resource of the team. You can update resource allocations for precise staffing and remove a resource from the team.
The new workspace to administer Teams is called Resources in
Clarity
.
2
  • In
    Clarity
    15.6.1 and lower releases, 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 the 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 at a time.
  • Project managers can allocate pre-configured teams to project tasks. They can also populate cost plans based on team allocations or assignments.
Example:
An administrator creates a team in
Clarity
. In
Classic PPM
, the administrator grants the
Resource - Hard Book
instance access right to a project coordinator for the new team resource. The project coordinator can now staff the team on the investments for which she has edit or view access.
Prerequisites
Ensure that you have the following access rights to use this feature:
Resource Management – Navigate
allows users access to the Resource management page in
Clarity
. The user will only be able to view information for teams to which they have access. Some other rights you may need to have are:
  • Team – Create
  • Team – Delete – All
  • Team – Edit - All
  • Team – View - All
For more information, see
Clarity
: Team Access Rights
in
Clarity
 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 a 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,
Clarity
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 on 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 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
    Clarity
    . 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 remain 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. Any changes to the Total Availability rate will impact the existing allocation data for the team on investments.
    Removing, adding, or updating the percentages will update the total availability rate on the Team Resource. You can view this on the Team's Resource Properties page in Classic PPM. When the Time Slicing job is executed, the allocations on all the investments are updated to reflect this new allocation rate.
  • 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
    Clarity
    .
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 the 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
DELETE TEAM
. The delete button 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.
Enable Team Time Entry
For an individual to be able to make entry and submit the timesheets for a team you must provide the individual user with the necessary access.
Follow these steps:
  1. Log in to the
    Classic PPM
    UI.
  2. Navigate to Home, Resources, Properties, Financial Properties.
  3. Set the following values in the respective fields
    1. Track Mode - Type PPM
    2. Select the checkbox Open for Time Entry.
    3. Input Type Code = Any Value (e.g., Billable)
  4. Ensure the Team resource is financially enabled as follows:
    1. Financially Enabled = Yes
    2. Financial Department
    3. Financial Location
    4. Transaction Class
    5. Resource Class
      The resource can now enter timesheets for their team.
Run Jobs to Capture Time Entry Data
To properly capture time entry data, ensure that the following jobs are run in the following sequence:
  1. Rate Matrix Extraction (Run this job if the rates changed or if project staffing or assignments have changed)
  2. Post Timesheets
  3. Post Transactions to Financials
  4. Post to WIP
  5. Post to WIP manually (if future dates are required – navigate to Home, Financial Management, Post to WIP, selected date range)