Create a resource plan

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 or 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. In the Resource Plan related list, click New.
    From a project task
    1. Navigate to Project > Tasks > All.
    2. Open the project task.
    3. In the Resource Plan related list, click New.
    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. In the related links, click Copy Resource Plan.
    Note: When you create a resource plan from an existing resource plan, all fields are copied to the new resource plan. The new plan is created in Planning state.
  2. On the form, fill in the fields.
    Table 1. Resource Plan form
    Field Description
    Number Automatically generated identification number for the plan.
    Resource type Category of resource. To select a group, select Group Resource. To select an individual user, select User Resource.
    Group resource or User resource Specific group or user resource to associate with the plan.
    Members preference Specific members from the group, any member, or all members. The default is All members.
    • If all members of a group must be requested, select All members. This selection makes a request for all the members of the group and divides the time among group members proportionally, depending on 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 members is selected, a request for the specific member is made and the requested hours are proportionately split among specific users of the group based on available capacity.
    • If the name of a specific resource is not known, and you do not require all the members of a group, select Any member. The most available resources from the group in the specified time frame is requested first and the soft allocation only for these resources is 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 Type of request. To specify a request in hours, select Hours. To specify a request in full-time equivalents, select FTE.
    FTE Number of units for the full-time equivalent selection. This option appears if you select FTE for the Request typefield. See Resource plans for information about 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 field.
    Name 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.
    Task Task to which the plan applies. If the resource plan was created from a project task, the task number appears here.
    Start Date

    Start date for the resource plan. By default, this field 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.
    Allocation type Type of resource distribution across the project that determines the type of allocation records. The value in this field determines how the planned hours are distributed across resource plan duration among requested resources:
    • 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. (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 the first day of the week.
    • Plan duration: Only 1 record for the entire duration of the resource plan.
    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 either option:
    • 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:
    • Selecting Even equally divides 30 hours to all weekdays, that is, 6 hours per day for a five-day work week.
    • Selecting Front load first consumes 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, Front load over-allocates by filling up the remaining hours from start date up to 24 hours per day.
    State The plan starts in the planning state. See Resource plans for a description of states.
  3. Right-click the form header and select Save.
    The plan is saved and placed in the Planning state.
  4. Verify and if required modify values in the following tabs:
    Note: When you modify any value in the following tabs and click Update, the resource plan moves to Canceled state.
    OptionDescription
    Resource Details Resource type: Type of resource selected during the creation of resource plan.
    • If you select Group resource in the Resource type field, the Group resource, Members preference, Role, and Skills fields are displayed.
    • If you select User resource in the Resource type field, the User resource field is displayed.
    Request Details
    • Request type: Type of request selected during the creation of resource plan.
      • If you select FTE in the Request Type field, the FTE field is displayed.
      • If you select Person Days in the Request Type field, the Person days field is displayed.
      • If you select Hours in the Request Type field, the Planned hours field is displayed.
    • Allocated hours: Allocated hours roll up from hard resource allocations.
    • Actual hours: Actual hours roll up from time card entries.
    • Planned cost: Amount in Planned hours multiplied by the hourly rate of the specified user or group resource. This amount 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 state and from Resource allocations for plans in the Confirmed or Allocated state. While requesting resources from a group, if a resource role is specified, the planned cost is calculated from the hourly rate of the specified role.
      Note:
      • If the resource plan is assigned to a specific user and the time sheet policy of a user allows multiple rate types, the planned cost is determined using the labor rate card with the default rate type. If the default rate type is inactive, the system rate is used to determine the planned cost.
      • If the resource plan is assigned to a specific user and the time sheet policy of a user does not allow multiple rate types, the planned cost is determined using the labor rate card with no rate type. Otherwise, the system rate is used.
    • Allocated cost: Amount of allocated hours multiplied by the labor rate card of the allocated user resources. Used to give a more accurate estimation of the cost of the plan that is allocated.

      If no labor card is found for the user, 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.
      Note:
      • If the time sheet policy of a user permits multiple rate types, the actual cost is determined using the labor rate card with the default rate type.
      • If the default rate type is inactive, the system rate is used to determine the actual cost.
      • If the time sheet policy of a user does not allow multiple rate types, the actual cost is determined using the labor rate card with no rate type. Otherwise, the system rate is used.
    Allocation Config
    • Allocation type: Type of allocation selected during the creation of the resource plan.
    • Allocation spread: Type of hard allocation selected during the creation of the resource plan.
    Notes Additional correspondence and notes about the resource plan.

What to do next

Use the following related links and lists:
Table 2. Resource Plan related links and lists
Field Description
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 the resource manager for 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, 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 the 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 the first day of the week.
  • Plan duration: Only 1 record for the entire planned duration.
Resource Allocations List of resources allocated to the plan.