Resource plans

Resource plans are the key element in resource management.

Resource requesters, such as project managers, create resource plans to ask for resources, track effort, and track costs. Resource managers modify and approve resource plans before the plans are used.

All resource plans for a task appear on the Resource Plan related list of the Project task form, where resource requesters can access them.

Figure 1. Project resource plan on the project form
Resource plans progress through several states.
Table 1. Resource plan states
State Description
Planning

During the Planning state, resource requesters create resource plans. Any plan in this state can be edited.

When a resource requester asks for a change to a plan that was already submitted, the plan reverts back to the Planning state.

The resource plans are created in Planning state by default.

Requested

After the Planning state, resource requesters send resource plans to resource managers for review. This moves the resource plan into the Requested state. Resource managers allocate resources or reject the plan, and finally close the plan.

The resource plan can request a group, specific users in a group, or a specific user to work on the selected task. After you submit the plan for review, a resource manager can then allocate some or all of the requested users.

Multiple resource plans can be created for the given task, if more than one users or groups are required by the task.

Rejected The resource manager rejects the plan. Rejected plans stay in that state until changes are made and the requester can re-request the resources.
Allocated After the plan is requested, the resource manager can review his plans, view availability, change resource preferences and perform the resource allocation. Then the plan becomes allocated. You can only set a plan to the Allocated state when it is in the Requested state. Once a plan is in the Allocated state, it can only be cancelled, completed or modified by the resource manager.
The following modifications can be made by a resource manager when the plan is in Allocated state:
  • New resource allocations can be created.
  • Resource events for the existing allocations can be can be deleted.
  • Soft allocations can be modified and converted to hard allocations.
Completed

After resources are allocated, if no more changes are required, the resource manager can change the status of the plan to complete.

Cancelled An allocated plan can be cancelled if the allocations are no longer required. This removes all future allocations. The past allocations are not cancelled or removed. A cancelled plan can be brought back to the Planning state if allocations were not made.
Figure 2. States in Resource Management
Note: The Change state is not available in the Geneva release. When a resource requester wants to change a plan that was already submitted for review (but not yet allocated), the requester can request a change. The plan then moves back to the Planning state.

Resource Management supports time zones, which are important in the My Calendar and Resource Workbench modules.

Request type

There are two types of resource requests that you can make:
  • Hourly: The request is in terms of the number of hours the resources are necessary.
  • FTE: The request is in terms of an equivalent value that represents full time work. When the request type is FTE, planned hours are calculated as: Average Daily FTE * number of working days in resource plan * the FTE value. The average daily FTE hours are specified in User and Group records. If there is no value specified at User or Group record, the average daily FTE hours is taken from the Default Average Daily FTE property.

    The number of working days is calculated based on the user’s schedule for a user resource or the default schedule for group resources. The default schedule is taken from Default Schedule Name property.

    For example, the average daily FTE hours is 40 hrs for a group, the resource plan dates are from Sep. 01 2015 to Sep. 10, 2015. and you specify the FTE as 0.5.

    Then planned hours = 40 * 8 * .5 = 160 hours. This assumes there are 8 working days between Sep. 1 and Sep. 10.
    Note: Capacity is not derived from FTE, but from schedules. Both FTE and schedules must be in synchronization with each other.