Create an operational resource plan

Create an operational resource plan and allocate a certain portion of your team capacity for operational work, such as administration, meeting, or training.

Before you begin

Role required: resource_manager or admin

Procedure

  1. Navigate to Resources > Resource Plans > Create New Operational Plan.
  2. On the Resource form, fill in the fields.
    Table 1. Resource form
    Field Description
    Number Automatically generated identification number for the operational resource plan.
    Resource type Resource category. To select a group, select the Group resource option. To select an individual user, select the User resource option.
    Group resource Group for which the operational resource plan is created.
    User resource User for whom the operational resource plan is created.
    Members preference
    Note: This field appears only when the Group resource option is selected in the Resource type field.
    You can select All members from the group or Specific members from the group. The default is set to All members.
    • If the All members option is selected, the resource plan includes all members of the group. Time is proportionally divided among group members, depending upon their capacity. Before making the hard allocation, if all members are not required, as a resource manager, you can select only specific members from the group.
    • If the Specific member option is selected, a request is made for the specified members. The requested hours are proportionately split among specified users of the group, based on their available capacity.
    Role
    Note: This field appears only when the All members option is selected in the Members preference field.
    From the group resource, select the specific resource role that you want to associate with the plan.
    Skills
    Note: This field appears only when the All members option is selected in the Members preference field.
    From the group resource, select the specific skill(s) that you want to associate with the plan.
    Request type Type of request: Hourly or % Capacity. To estimate the work in hours, select the Hourly option. To estimate the work in percentage of capacity, select the %Capacity option.
    Planned hours Estimated number of hours required to complete the operational work.
    Number of hours allocated for operational work Hours of a resource allocated for operational work.
    Name Descriptive name for the operational resource plan.
    Operational work type Type of operational work: KLTO, Admin, Meeting, Training, Out of office, External labor, Time off, Appointment, and Phone call. The default is KTLO.
    Start date

    Date when the operational resource plan starts.

    End date Date when the operational resource plan ends.
    Allocation type Resource distribution type that determines the type of allocation records. The value in this field determines how the planned hours are distributed across the resource plan duration, among requested resources. Select any of the following options:
    • Weekly: Creates week-long allocations up to the end of the planned end date.
    • Monthly: Creates month-long allocations up to the end of the planned end date. Monthly is the default value.
    • Plan Duration: Creates 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 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 duration of the resource plan.
    Allocation spread Type of allocation spread. The value in this field determines the manner in which the allocated hours are spread while creating hard allocations:
    • Even: Creates resource events for the resource by splitting the hours evenly across all the working days for the allocation duration.
    • Front Load: Creates resource events for the resource by filling up all the 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 equally divides 30 hours between all weekdays, which is 6 hours per day for a five-day work week.
    • Selecting Front Load consumes all the available hours on Monday, moves on to Tuesday, and so on, until all the 30 hours are allocated. If the resource is not available for 30 hours in week 10, it over-allocates by filling up the remaining hours from the start date up to 24 hours per day.
    State A plan starts in the Planning state. The plan moves to the Requested state after its submission.
    Planned cost Amount, in Planned Hours, multiplied by the hourly rate of the specified user or group resource. Planned cost is a first draft estimate of the resource plan cost.

    Planned cost is rolled up from Requested Allocations for plans in the Planning or Requested states and from resource allocations for plans in the Allocated state.

    Note: When requesting resources from a group, if a resource role is specified, the planned cost is calculated from the hourly rate of the specified role.
    Allocated cost Amount on all resource rate cards multiplied by the total allocated hours. Provides a more accurate estimation on the cost 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 cannot get a rate from labor rate cards (in system currency).

    Notes Additional correspondence and information.
    Related Links
    Copy Resource Plan Copies the opened resource plan to create a new resource plan.
    Related Lists
    Requested Allocations List of requested allocations for the resource plan.

    The number of requested allocation records created depends on the value in the Allocations type field. For example, if a resource is requested from Jan first 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 the first day of the week.
    • Plan Duration: Only 1 record for the entire planned duration of the resource plan.
    Resource Allocations List of resources allocated to the plan.