Resource workbench

The resource workbench gives resource managers a comprehensive view of resource capacity, allocations, utilization, and availability for a specific resource.

Use the workbench to make sure that your resources are being managed effectively. With the resource manager role, you can use the resource workbench for:
  • Resource confirmation: Review capacity and existing allocations and then confirm the resources to a demand or a project.
  • Resource allocation: Review availability of all resources in a group and then allocate the named resource to a project.
Note:
  • Resource workbench is based on Service Portal which allows you to configure, customize, and extend it as per your requirements and organizational workflow. See Service Portal documentation for more information.
  • Resource workbench does not support mobile device.

The components of resource workbench are:

Workbench header

The workbench header provides menus - Confirm Resources and Allocate Resources. Click a menu to switch between the Confirmation flow view and Allocation flow view for the resource plans.

Figure 1. Workbench header
The Workbench header

Confirm Resources view

The Confirm Resources view comprises of the following sections to review the team load and confirm the resources:

Figure 2. Confirm Resources view example
Confirm resources view

Resource Plans: The left panel Resource Plans provides the following fields:

  • Select All check box: A check box to select all the resource plans listed in the section.
  • Filters: Filter criteria to filter the list of resource plans displayed.
  • Resource plan list: The resource plans are displayed as cards based on the filter conditions. You can select more than one resource plans to review and confirm.

Resource Forecast: Select a resource plan in the left panel to view the resource forecast and confirm the resources.

  • Overview tab: The tab shows following items in the stacked bar chart. Point to any of the sections on the bar chart to view its details:
    • Confirmed hours: The number of hours confirmed. The value considers all resource plans and the hours across all projects and demands for group/user requested for selected resource plans.
    • Allocated hours: The number of hours that the resource is already committed. The value considers all resource plans and the hours on the user calendar, such as hours allocated for operational work or meetings across all projects and demands for group/user requested for selected resource plans.
    • Requested hours: The number of hours that the resource has been requested for the selected resource plans only.
    • Capacity: The total capacity trend for the resources, which is derived from the user or groups schedule. Group capacity is rolled up from the schedules of all the members. See Define a schedule.
    Note:
    • Click any of the items in the legend under the graph. It shows or hide the respective bar/line in the graph.
    • Click the section of the bar chart that shows allocated or requested or confirmed resources to open the list view of tasks that the resource is associated with. The tasks shown are for the time period that you clicked. You can then click links in the list to view more information.

      When a user clicks a stacked bar, the details of all allocations that overlap for the corresponding time period are displayed.

  • % Utilization tab: The tab shows the heat map for % utilization of resources including both hard and soft allocations and requested hours for the selected resource plans. The heat map is useful for resource managers to understand how committed utilization would look if resources are allocated to resource plans in the requested state. If utilization is greater than 100%, resources are over-allocated. Resource manager must ensure that % utilization of all resources is within 100%.

Allocate Resources view

The Allocate Resources view comprises of the following components to view the availability and utilization of the resources and allocate them:

Resource Plans: The list of resource plans based on the filter conditions applied.
Note: You can select only one resource plan to allocate at a time.

Resource Plan details

Figure 3. Resource plan details example
Resource plan details
  • Suggested Allocation breakdown (hrs): The soft allocations created by the system. You can review the members to hard allocate them to the resource plan.
  • Available Hours tab: Heat map for the amount of time the resource is available for a time period. Available hours is the capacity of the resource minus the hours allocated (soft as well as hard excluding the current plan).
  • Forecasted Utilization tab: Heat map for resource utilization including both soft and hard allocations. The calculation for it is (Total hours from plans in the confirmed and allocated state including the current plan / Capacity). If utilization is greater than 100, resources are over-allocated.
Note: Click a section of the heat map. The list view of the tasks that the resource is associated with opens. The tasks shown are for the time period that you clicked. You can then click links in the list to view more information.