Understanding the Business Process Steps, Apps, and Roles, for Managing Resources using SAP S/4HANA Cloud for Projects, Resource Management

Ensure that new assignments matching your experience can be assigned to you by keeping your project experience details up to date.

You can use the My Project Experience app to maintain your previous work experience, project roles, and qualifications. The information from the My Project Experience app is then used to assign you to ongoing projects and other activities based on your experience and availability. Resource managers can also navigate to your project experience page to see if you're a good match for the resource requests that they staff.

You can update your skills, roles, and external work experience. The information regarding your internal work experience is updated automatically based on your assignments.

1. Open the My Project Experience app. If your profile is not valid, a pop up appears indicating that your profile cannot be edited.

2. Choose Edit.

3. Add a profile picture:

   Note

   • The file format must be jpeg or png and the file size must not exceed 2 MB.
   • Metadata such as Exchangeable Image File Format (EXIF) associated with the image is deleted.
     • In the Header click Upload file.
   • Select a file from your device and upload it.

4. Add your skills:

   In the Skills section, choose Create.

   • Select a skill from the value help.
   • Select the proficiency level that best describes your level of expertise in the skill.

5. Add your previous roles:

   • In the Previous Roles section, choose Create.
   • Select a project role from the value help.

6. Enter your external work experience:

   • In the External Work Experience section, choose Create.
   • Enter information about your work experience. Project Name, Company, Project Role, Start Date, and End Date are mandatory fields.

     You can use the Comment section to provide more details about your role in the project.

   • Choose Apply.

7. Add a resume:

   • In the Attachment section, choose Upload file.
   • Select a file from your device and upload it.
     Note

     • The file format must be DOCX or PDF and the file size must not exceed 2 MB.
     • The file is checked for malware before the final upload. This could cause a delay in uploading the file.

8. (Optional): Delete items:

   Mark the checkbox next to the skill, role, or external work experience you would like to delete.

   • Choose Delete.
   • Confirm the action.

9. Save your changes.

Inform yourself about your current and upcoming assignments so that you can plan your work schedule accordingly.

1. Open the My Project Experience app.

2. Go to Internal Work Experience in the section Prior Experience.

   Your assignments are listed in the Assignments table. In this table, you can view the general information about each assignment, including whether an assignment is soft-booked or hard-booked.

3. Select an assignment you want to view.

   In addition to the general information, you can view the effort (in hours) and skills required for the assignment.

View your utilization and availability for the next six months and for the current calendar year.

The My Project Experience app provides an overview of your average utilization for the current calendar year. You can also view more detailed information about your monthly utilization.

Your utilization is based on your available capacity and your capacity that is taken up by assignments, including both soft-booked and hard-booked assignments.

1. Open the My Project Experience app.

2. View your average utilization in the header.

   This percentage is the average utilization of your available capacity for the current year.

   The following thresholds determine whether you are considered to be overbooked or to have free capacity:

   Threshold	Resource Utilization
   Overbooked	Above 110%
   Free capacity	Below 80%

   Colors are used to show how your utilization relates to the thresholds for overbooking and free capacity:

   Color	Resource Utilization
   Green	Between 80% and 110%
   Orange	Between 70% and 79% or between 111% and 120%
   Red	Below 70% or above 120%

3. Go to the Availability section.

   The chart shows the utilization of your available capacity as a percentage for each month in the next six months. You can display the value for each month by hovering over the respective data point. Note that the values in the chart have been rounded down to two decimal places.

   The table presents your availability for the next six months. For each month, you can view the following information about your availability:

   Column	Description
   Available	Your total available capacity
   Assigned	The capacity taken up by your assignments
   Free	Your remaining capacity that can be used for new assignments
   Utilization	Your utilization for that month. Note that these values have been rounded down to the nearest integer.

   Your Utilization

   The utilization of your available capacity is shown as a percentage for the calendar year and for each month within the next six months.

   The average utilization percentage is calculated based on your available capacity and the capacity taken up by your assignments (assigned capacity):

   Resource Utilization (%) = (100 * Assigned Capacity / Available Capacity)

   Note

   Your assigned capacity includes both soft-booked and hard-booked assignments.

   Example

   Let's assume that you are generally available for 8 hours per day from Monday to Thursday and for 4 hours on Fridays. Your available capacity per work week is 36 hours. Next week, you are assigned to a resource request that requires 10 hours from Monday to Wednesday. So far, this is the only request to which you are assigned. The app calculates your utilization for the next work week as follows: Resource Utilization (%) = (100 * 10 / 36) = 27%. Note that decimal values are rounded down to the nearest integer value.

   Keep in mind that available capacity is the capacity that is generally available for assignments. In contrast to free capacity, available capacity does not include existing assignments.

   Available capacity is calculated as follows:

   Available Capacity = Planned Working Time per Day + Overtime per Day - Non-Working Time per Day - Time Blocked That Is Not Available for Assignments

   Note

   Non-working times per day are, for example, breaks or planned vacations.

Keep track of when you're required to work on each assignment and access the assignment details.

When resource managers create assignments for you, they specify how much of your capacity is required as well as when you're required to work on the assignment. In the My Assignments app, you can use the calendar view to check this information for all the assignments that you have in a specific time period. Soft-booked assignments are also displayed.

1. Open the My Assignments app.

2. Set the calendar view to show either days or months.

   If you set the calendar view to days, the calendar displays data for the current week. You can navigate backward and forward through the weeks, or you can use the calendar to select a specific week.

   If you set the calendar view to months, the calendar displays data for the current month and the following 5 months.

3. View how your capacity is utilized in the selected time period.

   Your utilization is displayed at the top of each day or month. Colors are used to show whether you're overbooked or have free capacity:

   Color	Utilization
   Green	Between 80% and 110%
   Orange	Between 70% and 79% or between 111% and 120%
   Red	Below 70% or above 120%

4. View your assignments for a particular day or month.

   For each assignment, the request name and the assigned capacity are displayed. If you've set the calendar view to days, the displayed value is the assigned capacity for that day. If you've set the calendar view to months, the displayed value is the sum of the assigned capacity for each day in that month.

5. View the details of an assignment by doing the following:

   1. Choose the assignment you want to view. Your assignments are labelled using the request name. You can filter for a particular assignment by searching for the request name or the customer in the search bar.
   2. From the assignment popover, navigate to the details page of the assignment.

Edit your assignments to redistribute assigned hours.

When you look at your assignments over several weeks or months, you may want to review the assigned hours and how they are distributed. You may need to resolve situations where you're overbooked or where the real work happens at a later point in time. In the My Assignments app, you can use the calendar view to check this information for all the soft-booked and hard-booked assignments that you have in a specific time period.

You can edit your assigned hours only if you are authorized to do so.

1. Open the My Assignments app.

2. Set the calendar view to show months.

   If you set the calendar view to months, the calendar displays data for the current month and the following 5 months.

3. View how your capacity is utilized in the selected time period.

4. Choose the assignment that you want to edit.

5. On the assignment popover, choose Edit.

   The popover displays the assigned hours for each month of the assignment.

6. Edit the assigned hours by updating them in respective months.

   The assigned effort is updated as you update the hours in each month.

7. Save your changes.

   Changes to the assigned hours are reflected in your utilization. Similarly, the staffing status and the assignment status of the corresponding resource request are also updated.

Start the process of staffing a project or other activity by enriching a resource request with additional information.

In the Manage Resource Requests app, you can find all resource requests that were created automatically based on data from a source system. For example, resource requests can be based on demands replicated from SAP S/4HANA Cloud. In this case, the system creates one resource request for each demand. Resource requests can also be created from other source systems using the Resource Request API.

The resource requests contain basic data such as the start and end date and the estimated total effort. Before you publish a resource request for staffing, you enrich it with additional information to specify your requirements. For example, based on the original estimated effort, you can set the required effort for the resource request. When you set the required effort, you can do so by specifying the total effort or by distributing effort across the days or weeks within the requested time period.

You have access to all resource requests that belong to a resource organization you have authorization for.

1. Open the Manage Resource Requests app.

   The system displays a list of all your resource requests, sorted by the request ID in descending order.

2. (Optional): Set the filter for the publishing status to Not Published and choose Go.

3. (Optional): To export a list of resource requests with separate columns for each assignment status, add the Assignment Status Overview column to the table. Thereafter, choose Export As..., select a format, and mark the checkbox Split cells with multiple values to export the list.

4. Select a resource request you want to enrich.

5. In the details view for the resource request, choose Edit.

6. In the Resource Request Details section, enter all required information. Mandatory fields are marked with an asterisk (*).

7. Specify any additional requirements in the Description field.

8. In the Effort section, set the time period for the request.

9. Under Effort Distribution, choose Edit to specify the effort distribution method. The following options are available:

   • Total effort

     Choose this option if you only want to specify the total required effort. Specify the number of hours in the Required Effort field.

   • Daily effort

     Choose this option if you want to define the required effort per day. Under Required Effort, choose Edit to maintain the daily effort. A calendar is displayed, which shows the individual days in the requested time period.

     Enter the number of hours for each day and choose OK. The values entered are added up and shown as the total required effort.

   • Weekly effort

     Choose this option if you want to define the required effort per calendar week. Under Required Effort, choose Edit to maintain the weekly effort. A calendar is displayed, which shows the individual calendar weeks for each quarter in the requested time period. Weeks that are split up between two months are displayed in the month that has more days in it. The first day of a calendar week is Monday.

     Enter the number of hours for each week and choose OK. The values entered are added up and shown as the total required effort.

10. When you have already entered some effort and then switch the effort distribution method, the following applies:

    • When you switch to a less granular distribution method, the effort already entered is aggregated. For example, when you switch from daily effort to weekly effort, the effort maintained for the individual days in a calendar week is summed up to give the weekly effort for that week.
    • When you switch to a more granular distribution method, all effort already maintained is deleted. For example, when you switch from total effort to weekly effort, the initial required effort is not distributed automatically, but it is set to 0 and you have to maintain the required effort for the individual calendar weeks.

11. In the Required Skills section, choose Create to add a line for each skill you want to add.

12. Select a skill from the value help. Then select the required proficiency level for this skill and indicate whether the skill is mandatory.

    The skills listed in the value help and their proficiency levels are preconfigured. You can only add these preconfigured skills and choose from the proficiency levels available for them.

13. Save your changes.

    You can only save the resource request if all mandatory fields are filled.

    

Start the process of staffing a project or other activity by creating a resource request.

Using the Manage Resource Requests app, you can create resource requests manually without first replicating any project data or other information from a source system.

You can create resource requests for all resource organizations you have authorization for. Authorization for a resource organization is determined based on the cost centers assigned under

1. Open the Manage Resource Requests app.

2. Choose Create.

3. (Optional): In the Reference Type section, choose the type of reference object for the resource request and then in the Reference Object section, select an object.

   Details such as the name, the start date, and end date of the reference object are displayed.

4. In the Resource Request Details section, enter all required information. Mandatory fields are marked with an asterisk (*).

5. Specify any additional requirements in the Description field.

6. In the Effort section, set the time period for the request.

7. Under Effort Distribution, choose Edit to specify the effort distribution method. The following options are available:

   • Total effort

     Choose this option if you only want to specify the total required effort. Specify the number of hours in the Required Effort field.

   • Daily effort

     Choose this option if you want to define the required effort per day. Under Required Effort, choose Edit to maintain the daily effort. A calendar is displayed, which shows the individual days in the requested time period.

     Enter the number of hours for each day and choose OK. The values entered are added up and shown as the total required effort.

   • Weekly effort

     Choose this option if you want to define the required effort per calendar week. Under Required Effort, choose Edit to maintain the weekly effort. A calendar is displayed, which shows the individual calendar weeks for each quarter in the requested time period. Weeks that are split up between two months are displayed in the month that has more days in it. The first day of a calendar week is Monday.

     Enter the number of hours for each week and choose OK. The values entered are added up and shown as the total required effort.

8. When you have already entered some effort and then switch the effort distribution method, the following applies:

   • When you switch to a less granular distribution method, the effort already entered is aggregated. For example, when you switch from daily effort to weekly effort, the effort maintained for the individual days in a calendar week is summed up to give the weekly effort for that week.
   • When you switch to a more granular distribution method, all effort already maintained is deleted. For example, when you switch from total effort to weekly effort, the initial required effort is not distributed automatically, but it is set to 0 and you have to maintain the required effort for the individual calendar weeks.

9. In the Required Skills section, choose Create to add a line for each skill you want to add.

10. Select a skill from the value help. Then select the required proficiency level for this skill and indicate whether the skill is mandatory.

    The skills listed in the value help and their proficiency levels are preconfigured. You can only add these preconfigured skills and choose from the proficiency levels available for them.

11. In the footer toolbar, choose Create.

    You can only create the resource request if all mandatory fields are filled. The resource request is now visible to other project managers.

Change or adjust the details of a resource request by editing it.

You can fully edit saved resource requests that are not yet published or that have been withdrawn from the staffing process. You can, for example, add more skills, change the required effort, or adjust the requested start date or end date.

You can also partially edit the details of a published resource request, by changing the request duration or the effort required. Ensure that the start and the end dates of the changed request duration fall beyond the assignment durations, if they exist.

You have access to all resource requests that belong to a resource organization you have authorization for.

1. Open the Manage Resource Requests app.

   The system displays a list of all your resource requests, sorted by the request ID in descending order.

2. Select a resource request you want to edit.

3. In the details view for the resource request, choose Edit.

   You can now edit the resource request details.

4. Save your changes.

Make a resource request available for staffing by publishing it.

You must publish your resource requests so that they are visible for resource managers. As long as the publishing status of a resource request is Not Published, it's only visible in the Manage Resource Requests app for you and other project managers. Once the resource request is published, the resource manager can start the staffing process.

1. Open the Manage Resource Requests app.

   The system displays a list of all your resource requests, sorted by the request ID in descending order.

2. (Optional): Set the filter for the editing status to Unchanged to find saved resource requests that no one is working on. Set the filter for the publishing status to Not Published and choose Go.

3. Select a resource request you want to publish.

4. In the details view for the resource request, choose Publish.

   The publishing status of the resource request is set to Published. The resource request is now visible for the resource manager, who can start the staffing process. If you have authorization for the Staff Resource Requests app, you can open the resource request in that app and start staffing it yourself, for example, using the Open In option.

   

Recall an unstaffed resource request from the staffing process by withdrawing it. The resource request can then be edited or deleted.

If you want to edit or delete a resource request that has already been published, you must first withdraw it. This recalls the resource request from the staffing process so that you can resume editing it. When you’re done, you can publish it again.

1. Open the Manage Resource Requests app.

   The system displays a list of all your resource requests, sorted by the request ID in descending order.

2. (Optional): Set the filter for the publishing status to Published and choose Go.

3. Select a resource request you want to edit or delete.

4. In the details view for the resource request, choose Withdraw.

   The publishing status of the resource request is set back to Not Published. You can now edit or delete it.

View the progress of a published resource request by tracking the staffing status.

Once you have published a resource request, you can monitor the progress of the staffing process. You can, for example, see how many hours are already staffed and who is processing the resource request. You can also easily find unpublished resource requests so that you can edit and publish them. In the resource request details, you can also find the resources that are assigned to the resource request.

1. Open the Manage Resource Requests app.

   The system displays a list of all your resource requests, sorted by the request ID in descending order.

2. (Optional): Set the filter for the publishing status to Published and choose Go. You can also filter, for example, by customer or priority.

3. View the list of resource requests to get an overview.

   You can check how many hours are staffed for each request in the Staffing Status column. If you want to check whether the assignments for a resource request are soft-booked or hard-booked or only a proposal, you can add the Assignment Status Overview column by adjusting the table settings. You can also filter based on the assignment status by adding the Assignment Status filter to the filter bar.

4. Select a resource request to access more details, for example, the resources that are assigned to this resource request, the worker type of each resource, and the assignment status of each assignment.

   To view details about a resource, click the resource name. A popover opens, showing contact and organizational information.

5. If there are proposed assignments, you may select them and either accept or reject the proposals by choosing Accept or Reject.

   The assignment status is updated based on your decision. This is also reflected in the Staff Resource Requests app.

Delete resource requests that are no longer needed.

You can delete resource requests that are not yet published or that have been withdrawn from the staffing process. You have access to all resource requests that belong to a resource organization you have authorization for.

1. Open the Manage Resource Requests app.

   The system displays a list of all your resource requests, sorted by the request ID in descending order.

2. (Optional): Set the filter for the publishing status to Not Published and choose Go.

3. Delete the resource request in one of the following ways:

   • In the list of resource requests, select the checkbox for the one you want to delete and choose Delete.
   • Navigate to the details view for the resource request and choose Delete there.

To provide transparency about who is responsible for a resource request, you can indicate that you take on responsibility in one of the following ways:

• As resource manager

  As the resource manager, you ensure that the resource request is staffed in time. To do so, you ensure that the resource request has all necessary information and you find the appropriate resource organization and processor.

• As processor

  As the processor, you are responsible for staffing the resource request with suitable resources.

• As both resource manager and processor

If you can't find suitable resources in the current resource organization or if you want a processor from a different resource organization to take care of the staffing, you can also forward a resource request to another resource organization you are authorized for. If you have authorization for the Manage Resource Requests app, you can also open the resource request in that app and add more information to the resource request yourself, for example, using the Open In option.

1. Open the Staff Resource Requests app.

   The system displays a list of all your resource requests.

2. (Optional): Set filters and choose Go.

   You can filter the list of resource requests, for example, by customer, by request priority, or by request status.

3. Select a resource request you want to take on or forward.

4. In the details view of the resource request, choose Set My Responsibilities if you want to take on a resource request.

5. In the Processor and Resource Manager fields, select Yes or No as required to indicate the responsibility you want to take on. Confirm the action.

6. Choose Forward if you want to change the resource organization.

7. Select a new resource organization and confirm the action.

To staff a resource request, assign one or more resources to the request.

The Staff Resource Requests app shows resources that are a good match for the requirements specified in the request. You can compare one or more resources with the request requirements to find the best match for the request. These resources can be assigned to the request.

You can also propose resources for assignment, for example, if the requester needs to check and accept the proposed resource before it can be assigned to a resource request. Proposed assignments are not taken into account when calculating the resource's availability or utilization or the overall staffing status of the resource request.

In the Manage Resource Requests app, a requester can accept or reject a proposed assignment. Later on, you can use the Staff Resource Requests app to turn accepted assignments into soft-booked or hard-booked assignments.

1. Open the Staff Resource Requests app.

2. Find the request that you want to staff. You can, for example, use filters to find high-priority requests that have not yet been staffed.

3. (Optional): To export a list of resource requests with separate columns for each assignment status, add the Assignment Status Overview column to the table. Thereafter, choose Export As... and select a format, and mark the checkbox Split cells with multiple values to export the list.

4. (Optional): In the Request Details section, you can check the required effort. If the requester has used daily or weekly effort distribution, the number of hours provides a link to a calendar that shows how the effort is distributed across the days or weeks within the requested time period. This information is useful if you use the Quick Assign option when assigning a resource to the request.

5. Go to Matching Resources.

   The app lists those resources whose cost center belongs to the processing resource organization of the resource request only if you are authorized to staff resources that belong to the resource organization. It already provides a ranking based on the total match percentage.

   You will see all the project roles assigned to a resource. For example, if a resource has the project roles Senior Developer and Business Consultant, the list of matching resources displays this information in one entry for this resource. You will also see the worker type of each resource.

   To view details about a resource, click the resource name. A popover opens, showing contact and organizational information. To view the resource's project experience, click the resource name in the popover.

6. (Optional): Filter and sort the list of matching resources or use the search bar. You can access the filters and sorting options by doing one of the following:

   • Choose the column header of a column.
   • Choose Settings.

7. (Optional): Compare one or more resources with the resource request by doing the following:

   Select the check box of the resources you want to compare.

   • Choose Compare.
   • In the comparison page, go to the Skills Comparison section to get detailed information about how well the skills of each resource match the skills required in the resource request.
   • Go to the Availability Comparison section to view the free capacity of a resource compared to the remaining effort in the resource request.

   

8. Find the resource who you want to assign. To assign the resource, use one of the following options:

   Option	When to use this option
   Assign	You specify when the assignment starts and ends and for how many hours the resource is assigned to the request. Use this option, for example, if you want to assign a resource during specific periods within the requested time period or for a specific number of hours. Also use this option if you want to assign multiple resources to the same request. If you want to propose a resource instead of immediately assigning it or create a soft-booked assignment, you can also indicate this here. The default assignment status is hard-booked.
   Quick Assign	The app creates the assignment as requested, that is, using the requested start and end date, effort distribution method, and number of required hours specified in the resource request. Use this option, for example, if you want to assign only one resource to the request using the effort distribution specified by the requester. Assignments that are created using this option are hard-booked.

9. The assignment appears in the Assigned Resources section.

10. If the assignment dates in this section differ from the dates you selected, it is due to one or more of the following reasons:

    • The selected assignment start or end date falls on a non-working day, such as a weekend or vacation day.
    • The number of hours assigned is less than the number of days of the assignment. The app distributes one hour per day until all hours are distributed. The assignment duration is shortened according to the number of days required by this distribution.

11. If necessary, assign more resources to the request.

    Note

    To delete an assignment, go to the Assigned Resources section and unassign the resource from the request.

End the process of staffing a project by resolving the resource request.

Once your resource request is fully staffed, you can set the processing status to Resolved. You can also resolve resource requests that are not yet staffed or only partially staffed, for example, if the resource request is no longer required.

1. Open the Staff Resource Requests app.

2. (Optional): Set the filter for the request status to Open. You can also filter by the staffing status, for example, to find all resource requests that are fully staffed. Choose Go.

3. Select a resource request you want to resolve.

   Caution

   This step is irreversible. You cannot reopen a resolved resource request. In the details view for the resource request, choose Resolve.

   The request status of the resource request is set to Resolved. The resource request cannot be edited anymore, not even by the requester who requested the resource.

View the average utilization of all your resources and more detailed information for each individual resource.

1. Adjust the time period as necessary and set how the data is displayed. You can display the data by day, week, or month.

2. Open the Manage Resource Utilization app.

3. Set filters to filter the list of resources and choose Go. You can do the following:

   • Enter the name of one or more specific resources
   • Specify one or more resource organizations or cost centers
   • Specify the worker type (exernal worker or employee)
   • Set the average utilization or the minimum number free hours that a resource must have in the specified time period
   • Specify resource requests, projects, customers, or project roles to find resources that have assignments related to these entries

4. Adjust the table layout as necessary. You can do the following:

   • Adjust the width of columns
   • Sort the entries in a column
   • Hide or rearrange columns

   For more detailed information, see the help available in the app.

   Note

   To open the in-app help, choose the question mark in the upper right corner of the screen.

5. To gain extra screen space and to focus on staffing and assignment data, you can hide some of the leading columns by choosing Hide Columns. The Name and Staffing Summary columns remain visible all the time.

6. Review the information you're interested in.

   • The KPIs in the header area show average values for the specified time period, for example, how many resources are, on average, overbooked and how many have free capacity. The following thresholds determine whether a resource is considered as overbooked or as having free capacity:

     Threshold	Resource Utilization
     Overbooked	Above 110%
     Free capacity	Below 80%

   • The Resources table shows the utilization as well as the free and available capacity for each resource. Depending on how you've displayed the data, monthly, weekly or daily values are shown. Colors are used to show how resource utilization relates to the thresholds for overbooking and free capacity:

     Color	Resource Utilization
     Green	Between 80% and 110%
     Orange	Between 70% and 79% or between 111% and 120%
     Red	Below 70% or above 120%

     

7. View more information about your resources. You've the following options:

   • To view details about a resource, choose the resource name. A popover opens, showing the profile picture and contact and organizational information. To view the resource's project experience, choose the resource name in the popover.
     Note

     Profile pictures are loaded when you launch the Manage Resource Utilization app, and cached on the browser for a period of 24 hours. Hence, any change to the profile picture is updated only when the cache is refreshed.
   • To view the resource requests to which a resource is assigned in the specified time period, expand the resource row.
   • To view details about a resource request, choose the request name.

     A popover opens. To open the resource request, for example, to change an assignment, choose the request name in the popover.

   • For each resource request, you can see whether the assignment is soft-booked or hard-booked. You can also immediately change the status of soft-booked assignments to hard-booked. Proposed assignments are not displayed here because they are not taken into account when calculating a resource's utilization or the staffing status of the resource request.

Edit existing assignments to ensure efficient utilization of your resources.

In the Manage Resource Utilization app, you can edit assignments within the table of resources and make adjustments to improve the utilization of your resources. This can be necessary, for example, if the availability of a resource changes or if project requirements change.

1. Open the Manage Resource Utilization app.

2. Adjust the time period as necessary and set how the data is displayed. You can display the data by day, week, or month.

3. Set filters to filter the list of resources and choose Go. You can do the following:

   • Enter the name of one or more specific resources
   • Specify one or more resource organizations or cost centers
   • Specify the worker type (external worker or employee)
   • Set the average utilization or the minimum number free hours that a resource must have in the specified time period
   • Specify resource requests, projects, customers, or project roles to find resources that have assignments related to these entries

   Note

   You cannot change the filters, the time period, or how the data is displayed once the table is in edit mode.

4. To gain extra screen space and to focus on staffing and assignment data, you can hide some of the leading columns by choosing Hide Columns. The Name and Staffing Summary columns remain visible all the time.

5. Choose Edit, either in the menu bar or from the context menu.

6. Expand the row of a resource to show the individual assignments.

7. Make your changes. You can, for instance, adjust the number of assigned hours, or turn a soft-booked assignment into a hard-booked assignment. As you make changes to an assignment, the resource's utilization and the staffed hours of the corresponding resource request are simulated. Any other assignments from the same resource request also show the simulated staffed hours. The values are only updated in the system when you save your changes. If you make changes to weekly or monthly values, the total effort for a single week or month is distributed according to the resource's available capacity for that week or month. The new distribution overwrites any values that have been previously maintained on a more granular level, for example, daily values. For more details, see Distribution of Assigned Hours.

8. Use the Editing Status filter to switch between displaying all assignments or only the assignments that were changed.

9. (Optional): You can discard changes for a specific assignment by doing the following:

   • Mark the checkbox next to the assignment.
   • Choose Discard Changes, either in the menu bar or from the context menu.
   • Confirm the action.

10. Once you’re done, save your changes.

    The system saves changes to assignments by grouping them into their respective projects. However, if an assignment has an error, then none of the assignments for the project are saved. You can view the assignments that have errors, make relevant corrections, and save them at a later point in time.

Create assignments to optimize the utilization of your resources.

In the Manage Resource Utilization app, you can create assignments within the table of resources. This can be helpful, for example, if you want to solve utilization issues for your resources or if you know exactly which resource request you want to assign a particular resource to without the need of checking the request requirements and the matching score.

1. Open the Manage Resource Utilization app.

2. Adjust the time period as necessary and set how the data is displayed. You can display the data by day, week, or month.

3. Set filters to filter the list of resources and choose Go. You can do the following:

   • Enter the name of one or more specific resources
   • Specify one or more resource organizations or cost centers
   • Specify the worker type (external worker or employee)
   • Set the average utilization or the minimum number free hours that a resource must have in the specified time period
   • Specify resource requests, projects, customers, or project roles to find resources that have assignments related to these entries

   Note

   You cannot change the filters, the time period, or how the data is displayed once the table is in edit mode.

4. Choose Edit, either in the menu bar or from the context menu.

5. Mark the checkbox next to the resource or open the context menu and choose Add.

6. Specify a resource request. You can enter the request name or use the value help.

   The app takes over the assignment data as requested, that is, using the requested start and end date, effort distribution method, and number of required hours specified in the resource request. You can edit the data as required, for example, change the number of hours or indicate that you want to create a soft-booked assignment.

   As you make changes to an assignment, the resource's utilization and the staffed hours of the corresponding resource request are simulated. Any other assignments from the same resource request also show the simulated staffed hours. The values are only updated in the system when you save your changes.

   Note

   If you don't see the entire assignment in the table, the start date or end date is outside the selected time period. You can adjust the time period to display the entire assignment.

7. (Optional): If you need more information about the resource request, you can choose View Details from the context menu.

8. (Optional): You can discard changes for the assignment by doing the following:

   • Mark the checkbox next to the assignment or open the context menu and choose Discard Changes.
   • Confirm the action.

9. Once you’re done, save your changes.

Manage the utilization of resources by copying and pasting assignments.

In the Manage Resource Utilization app, you can cut or copy assignment from one resource and paste it to another resource. Similarly, assignments can also be moved by dragging and dropping them.

1. Open the Manage Resource Utilization app.

2. Adjust the time period as necessary and set how the data is displayed. You can display the data by day, week, or month.

3. Set filters to filter the list of resources and choose Go. You can do the following:

   • Enter the name of one or more specific resources
   • Specify one or more resource organizations or cost centers
   • Specify the worker type (external worker or employee)
   • Set the average utilization or the minimum number free hours that a resource must have in the specified time period
   • Specify resource requests, projects, customers, or project roles to find resources that have assignments related to these entries

   Note

   You cannot change the filters, the time period, or how the data is displayed once the table is in edit mode.

4. Choose Edit, either in the menu bar or from the context menu.

5. Expand the node for a resource or the nodes for several resources.

6. Mark the checkbox next to an assignment and choose Copy or Cut from the context menu or from the toolbar.

   A label is displayed next to the assignment, to indicate the action that was performed. You can also drag the selected assignment and drop it to any other selected resource.

7. Unmark the assignment that you selected.

8. Mark the checkbox next to a resource, and choose Paste from the context menu or from the toolbar.

   If there are no errors, the following happens:

   • The assignment that you paste is an exact replica of the assignment that you cut, copied, or dragged and dropped..
   • If you copied an assignment, then a new assignment is created for the selected resource.
   • If you cut or drag and drop an assignment, then it is deleted from the first resource and assigned to the second resource.

   Note

   • You can copy or drag an assignment only from an open resource request.
   • You can paste or drop an assignment only to a resource that belongs to the same resource organization as the resource request.
   • While you may copy several assignments from a resource, you can paste them all to only one resource.

9. (Optional): If you need more information about the resource request, you can choose View Details from the context menu.

10. (Optional): Choose Cancel to discard any actions on assignments within the table of resources.

11. Once you're done, save your changes.

Delete assignments to optimize the utilization of your resources.

In the Manage Resource Utilization app, you can delete assignments within the table of resources. This can be helpful, for example, if you want to solve utilization issues for resources who are assigned beyond their available capacity.

1. Open the Manage Resource Utilization app.

2. Adjust the time period as necessary and set how the data is displayed. You can display the data by day, week, or month.

3. Set filters to filter the list of resources and choose Go. You can do the following:

   • Enter the name of one or more specific resources
   • Specify one or more resource organizations or cost centers
   • Specify the worker type (external worker or employee)
   • Set the average utilization or the minimum number free hours that a resource must have in the specified time period
   • Specify resource requests, projects, customers, or project roles to find resources that have assignments related to these entries

   Note

   You cannot change the filters, the time period, or how the data is displayed once the table is in edit mode.

4. Choose Edit, either in the menu bar or from the context menu.

5. Expand the row of a resource to show the individual assignments.

6. Mark the checkbox next to the assignment or open the context menu and choose Delete.

   The assignment is initially marked for deletion, and data such as effort distribution is hidden.

7. (Optional): If you need more information about the resource request, you can choose View Details from the context menu.

8. (Optional): You can discard deletion of the assignment by doing the following:

   • Mark the checkbox next to the assignment or open the context menu and choose Discard Changes.
   • Confirm the action.

9. Once you’re done, save your changes.

   

Check the basic data of your resources and access their profiles.

In the My Resources app, you can view the contact details of each resource and get familiar with their qualifications and experience.

1. Open the My Resources app.

   All the resources that you're authorized to manage are listed.

2. (Optional): Filter and sort the list of resources. You have the following options:

   • In the filter bar, set filters and choose Go.
   • In the table, sort a particular column by choosing the column header.
   • In the table, access sorting for the entire table by choosing Settings.

3. To view the contact details of a resource, choose the resource name.

   A popover opens, showing the resource's contact information.

4. To access the resource's project experience and other details, choose the resource row.

   

Ensure that the qualifications and previous experience of your resources are accurately maintained.

Resources maintain their own profiles with their qualifications and previous experience. As a resource manager, you can review these details and make changes as necessary.

1. Open the My Resources app.

   All the resources that you're authorized to manage are listed.

2. (Optional): Filter and sort the list of resources. You have the following options:

   • In the filter bar, set filters and choose Go.
   • In the table, sort a particular column by choosing the column header.
   • In the table, access sorting for the entire table by choosing Settings.

3. Choose the row of the resource whose project experience you want to update. If the resource is not valid, then a pop up appears indicating that the profile cannot be edited.

4. Choose Edit.

5. Add or edit skills:

   • In the Skills section, choose Create.
   • Select a skill from the value help.
   • Select the proficiency level that best describes the level of expertise that the resource has in the skill.

     You can also edit existing skills by changing the proficiency level, selecting a different skill, or deleting the entry.

6. Add or edit previous roles:

   • In the Previous Roles section, choose Create.
   • Select a project role from the value help.

7. Add or edit external work experience:

   In the External Work Experience section, choose Create.

   You can also edit an existing entry by choosing the assignment row.

   • § Enter information about the resource's work experience. Project Name, Company, Project Role, Start Date, and End Date are mandatory fields.

     You can use the Comment section to provide more details about the resource's role in the project.

   • Choose Apply.

8. (Optional): Delete items:

   • Mark the checkbox next to the skill or role you would like to delete.
   • Choose Delete.
   • Confirm the action.

9. Save your changes.