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Create a resource plan

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Create a resource plan

You can create a resource plan from the Resource Management application, a demand, 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 a resource plan using one of the following options.
    OptionDescription
    From Allocation Workbench
    1. Navigate to Resource > Resource Workbench > Allocation Workbench.
    2. Click the required allocation board.
    3. In the Allocation workbench, click the New Plan button available in the top-right corner.
    From Resource tab in project workspace
    1. Open a project record in project workspace.
    2. On the Resources tab, click New.
    From a project form
    1. Navigate to Project > Projects > Project Workspace.
    2. Open a project record.
    3. In the Resource Plan related list, click New.
    From a demand form
    1. Navigate to Demand > Demands > All.
    2. Open a demand.
    3. In the Resource Plans related list, click Manage.
    4. On the Resource Plans page, click New.
    From a project task
    1. Navigate to Project > Projects > Project Workspace.
    2. Open a project record.
    3. Click the Details tab.
    4. In the Project Tasks related list, open a task.
    5. In the Resource Plan related list, 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 the 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. To select an individual user, select User. To select a resource by role, select Role.
    Group Specific group resource to associate with the plan.

    If you select Role in the Resource type field, then the Group list contains groups only for the selected role.

    User Specific user resource to associate with the plan.

    This field appears if you select User in the Resource type field.

    Role Specific resource role that you want to associate with the plan.

    This field appears if you select Role in the Resource type field.

    Members preference Specific members, any member, or all members from the selected group or role. The default is All members.

    This field appears only when the Group or Role option is selected in the Resource type field.

    • To request all members of a group or role, select All members. The requested time gets split among all members of the selected group or role 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 of the group or role.
    • To request specific members of a group or role, select Specific members, and then select members from the Members list. The requested time gets split among the selected members of the selected group or role proportionally depending on their capacity.
    • To select any member of a group or role, select Any member. Resources that are most available during the plan duration are requested first. Soft allocation is created only for these resources on confirmation.

    For more information about the effect of members preference on the calculation of hours for soft and hard allocations, see Resource allocation.

    Skills Specific skills the requested resources should possess to allocate them to the resource plan.

    This field appears if you select Group or Role in the Resource type field, and All members or Any member in the Members preference field.

    For more information, see Skills Management

    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 field appears if you select FTE in the Request type field.

    For more information, see Resource plans.
    Planned hours Estimated number of work hours required to complete all resource plan work.
    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 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

    State of the resource plan. The plan starts in the Planning state.

    Rate override

    Option for overriding the hourly rate derived from the rate model or the labor rate card.

    When the option is selected,
    • The planned, confirmed, and allocated costs of the resource plan is derived from the rate specified in the Resource Rate field.
    • When the user submits the time card for the resource plan, the rate specified in the Resource Rate field is used to calculate the actual cost of the resource plan.

    The option is enabled only if the resource plan is in the Planned state.

    By default, the option is not selected.

    Resource rate Hourly rate of resource that overrides the hourly rate returned from the rate model to calculate the planned and actual costs of the resource plan.

    This field appears when the Rate override option is selected.

    Note: The Members Preference, Allocation spread, and State fields are not available by default on the form when opened from the resource grid. If required, you can configure these fields. If the resource plan is created from the list view, the fields are already available.
  3. Click Save on the form header.
    The resource plan is saved and placed in the Planning state.
  4. Review and if required update values in the following tabs:
    Table 2. Resource Plan form tabs
    Field Description
    Resource Details
    Resource type Type of resource selected during the creation of resource plan.
    • The Members preference and Skills fields are displayed only if you select Group or Role in the Resource type field.
    • The User field is displayed only if you select User in the Resource type field.
    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.
    Confirmed/Allocated hours Confirmed or allocated hours rolled up from resource allocations.
    Actual hours Actual hours rolled 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.
    The hourly rate is derived from one of the following sources:
    • If the Rate override option is selected, the hourly rate specified in the Resource rate field is used.
    • If a rate model is populated on the project or demand to which the resource plan is associated, the hourly rate is derived from the rate model.
    • If the resource plan is assigned to a specific user and the time sheet policy of the user is set for 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 the user is not set for multiple rate types, the planned cost is determined using the labor rate card with no rate type. Otherwise, the system rate is used.
    • If the hourly rate is in non-functional currency, budget reference rates are used.
    Note: Setting up rates for resources would provide more accurate forecast and plan costs for resource plans.

    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.

    Confirmed/Allocated cost Amount of confirmed or allocated hours multiplied by the hourly rate of the confirmed or allocated resources. Provides a more accurate estimation of the cost of the plan that is confirmed or allocated.
    • If the Rate override option is selected, the hourly rate specified in the Resource rate field is used.
    • If a rate model is populated on the project or demand to which the resource plan is associated, the hourly rate is derived from the rate model.
    • If rate model is not available, labor rate card determines the hourly rate.
    • 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 hourly rate of each user and the hours 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.
    The hourly rate is derived as:
    • If the Rate override option is selected, the hourly rate specified in the Resource rate field is used.
    • If a rate model is populated on the project or demand to which the resource plan is associated, the hourly rate is derived from the rate model.
    • If the time sheet policy of a user is set for 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 is set for 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 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 January 1 to March 31, 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 selected during the creation of the resource plan.
    Notes
    Notes Other correspondence and notes about the resource plan.
    Note: If the assigned rate model is removed or replaced, or the hourly rates in the rate model are changed, the cost fields on the associated resource plans are not recalculated automatically. You must recalculate the resource costs of the resource plan to reflect new rates from the rate model.

    However, if any of the fields affecting the cost are updated on the resource plan, the rate model is invoked for getting the hourly rates. For example, extending a resource plan by modifying the end date of the resource plan invokes the rate model as there can be new rates available.

Result

  • The resource plan is saved and placed in the Planning state.
  • When the resource plan is created from resource grid, the plan appears as top row in the resource plan list of the project or demand. The plan has one of the following prefixes:
    • [G] for a resource plan created for a group.
    • [R] for a role resource plan created for a role.
    • [U] for a user resource plan created for a user.

    The prefix is based on the type of resource selected in the Resource type field.

  • The resource plan which is created last appears at the top in the resource plan list of the project or demand.

What to do next

Use the following related links and lists:
Table 3. Resource Plan related links and lists
Field Description
Related Links
Copy Resource Plan

Copies the opened resource plan into 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 Management, resource plans automatically create cost plans for a project or demand.

Whenever you update the resource plan, click Update Cost Plan to keep the cost plan up-to-date.
Note: The cost plan associated to a resource plan is also automatically updated when the resource plan is updated.
Recalculate Resource Cost

Recalculates the resource costs of the resource plan whenever the hourly rates change in the rate model to keep the costs 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 Allocation type field. For example, if a resource is requested from January 1 to March 31, 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.
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