Create a resource plan

As a resource requester, you can create a resource plan from the Resource Management application, a project, or a project task. You can edit and adjust the plan until you submit it for approval.

Before you begin

Role required: resource_user, admin

Procedure

  1. Create the resource plan with one of these options.
    OptionDescription
    From a project
    1. Navigate to Project > Projects > All.
    2. Open the project record.
    3. Click New on the Resource Plan related list.
    From a project task
    1. Navigate to Project > Tasks > All.
    2. Open the project task.
    3. Click New on the Resource Plan related list.
    From the resource plan list
    1. Navigate to Resource > Resource Plans > All.
    2. Click New.
    From an existing resource plan
    1. Open the resource plan record that you want to copy.
    2. Click Copy Resource Plan in the related links.
    Note: When you create a resource plan from an existing resource plan, all fields are copied over to the new resource plan. The new plan is created in Planning state.
  2. Fill in the fields as appropriate.
    Table 1. Resource Plan form
    Field Description
    Number Automatically generated identification number for the plan.
    Resource Type Category of resource. Select Group Resource to select a group or User Resource to select an individual user.
    Group Resource / User Resource Specific group or user resource to associate with the plan.
    Members preference Whether you want Specific members from the group or Any member or All members. The default is set to All members.
    • If all members of a group must be requested, then select All members. This makes a request for all the members of the group and divides the time among group members proportionally depending upon their capacity. Before making the hard allocation, if all members are not required, the resource manager can select only the desired members from the group.
    • If Specific member is selected, a request for the specified members is made and the requested hours are proportionately split among specified users of the group based on available capacity.
    • Select Any member if the name of a specific resource is not known, and you do not require all the members of a group. The most available resource(s) from the group in the specified time frame is requested first and the soft allocation only for these resource(s) are created upon confirmation.

    See Resource allocation to understand the effect of members preference on calculation of hours for soft and hard allocations.

    Role Specific resource role that you want from the group resource to associate with the plan.
    Skills Specific skill(s) that you want from the group resource to associate with the plan.
    Request type The type of request: hourly or full time. Select Hours to specify a request in terms of hours and FTE to specify a request in terms of full time equivalents.
    FTE The number of units for the full time equivalent selection. This option appears if you select FTE for the Request type. See Resource plans for an explanation of FTEs
    Planned Hours Estimated number of work hours required to complete all resource plan work. This option appears if you select Hours for the Request type.
    Allocated Hours Total hours that the resources are allocated to resource plan work. These are considered hard allocations. This value is rolled up from the hours allocated on all resource allocations associated with the plan.
    Actual Hours All hours recorded on the approved time cards which refer to the resource plan for users who completed planned work. The actual hours from approved time cards are updated only if the time sheet policy Update actual hours and cost in resource plan is set to true.
    Hard Allocation Spread Type of hard allocation. The value in this field determines the manner in which the allocated hours are spread while creating hard allocations. Select any of the following options:
    • Even: Create resource events for the resource by splitting the hours evenly across all working days for the allocation duration.
    • Front Load: Create resource events for the resource by filling up all available slots of the resource from the start date of the allocation.
    For example, if a resource is requested for 30 hours in Week 10, then
    • selecting Even will equally divide 30 hours to all weekdays i.e. 6 hours per day for a five day working week.
    • selecting Front Load will first consume all available hours on Monday, then move on to Tuesday and so on until all 30 hours are allocated. If the resource is not available for 30 hours in Week 10, it will over-allocate by filling up the remaining hours from start date up to 24 hours per day.
    Allocations The type of resource distribution across the project. This determines the type of allocation records. The value in this field determines how the planned hours will be distributed across resource plan duration among requested resources. Select any of the following options:
    • Weekly: Create week-long allocations up to the end of the planned end date.
    • Monthly: Create month-long allocations up to the end of the planned end date. This is the default value.
    • Plan Duration: Create one allocation for each user for the entire duration of the resource plan.
    For example, if a resource is requested from Jan. 1st to Mar. 31st, the following records would be created for each type:
    • Monthly: 3 allocation records, one for each month.
    • Weekly: 14 allocation records, one for each week with Monday being first day of the week.
    • Plan Duration: Only 1 record for the entire duration of the resource plan.
    Task Task to which the plan applies. If the resource plan was created from a project task, the task number appears here.
    Name A descriptive name for the plan. If you do not enter a name, the name becomes the Number + Short description. If the short description for the task is empty, the plan number is used.
    Start Date

    Start date for the resource plan. By default, this shows the Planned start date of the associated project record or task record. Edit the default date, if necessary.

    End Date End date for the resource plan. By default, the date is derived from the Planned end date of the associated project record or task record. Edit the default date, if necessary.
    State The plan starts in the Planning state. See Resource plans for a description of states.
    Planned Cost Amount in Planned Hours multiplied by the hourly rate of the specified user or group resource. This is a first draft estimate of the resource plan cost.

    Planned cost is rolled up from Requested Allocations for plans in Planning/Requested state and from resource allocations for plans in Confirmed/Allocated state.

    Note: While requesting for resources from a group, if a resource role is specified, then the planned cost is calculated from hourly rate of the specified role.
    Allocated Cost Amount on all resource rate cards multiplied by total allocated hours. Used to give a more accurate estimation on the cost of the plan when it is being allocated.

    If no labor card is found for the user, then the hourly rate is taken from the following time card property: Default hourly rate used when processing time cards if we can't get a rate from labor rate cards (in system currency).

    Actual Cost Based on the same time cards used for the Actual Hours, the actual cost is calculated using the labor rate of each user and the hours the user worked. Used to inform resource requesters and resource managers of actual costs based on the actual hours that user resources added on their approved time cards.
    Notes Additional correspondence and information.
    Related Links
    Copy Resource Plan Copies the opened resource plan to create a new resource plan.
    Resource Workbench Opens the workbench. The link appears only for resource manager for the resource plans in confirmed or allocated state.
    Update Cost Plan

    If you are using Project Portfolio Suite with Financials, resource plans automatically create cost plans for a project or demand. If you update the resource plan later on, click Update Cost Plan to keep the cost plan up to date.

    Related Lists
    Requested Allocations List of requested allocations for the resource plan.

    The number of requested allocation records created depends on the value of Allocations field. For example, if a resource is requested from Jan. 1st to Mar. 31st, the following requested allocation records are created for each type:

    • Monthly: 3 allocation records, one for each month.
    • Weekly: 14 allocation records, one for each week with Monday being first day of the week.
    • Plan Duration: Only 1 record for the entire planned duration.
    Resource Allocations List of resources allocated to the plan.
  3. Right-click the form header and select Save.
    The plan is saved and placed in the Planning state.
  4. Use the resource reports to view availability.