HP Resource Management User'

HP Project and Portfolio Management Center
Software Version: 7.5
HP Resource Management User’s Guide
Document Release Date: June 2008
Software Release Date: June 2008
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Contents
1
Getting Started with HP Resource Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Introduction to HP Resource Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Related Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
2
Setting Up HP Resource Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Overview of Setting Up HP Resource Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Setting Up HP Resource Management Validations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Setting Default Time Period Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Setting Up Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Creating a New Role . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Modifying Existing Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Deleting Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Setting Up Skills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Creating a New Skill . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Modifying Existing Skills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Deleting Skills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Setting Up a Regional Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Specifying the System Default Regional Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Setting Up Regions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Setting Up Request Work Item Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Setting Up Resource Pools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Setting Up Default Notifications for Staffing Profiles and Resource Pools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Default Staffing Profile Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Default Resource Pool Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Modifying Default Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Grouping Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Setting Notification Parameters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
5
3
Modeling Your Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Overview of Modeling Your Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Setting Up a Resource . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Setting Resource Attributes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Setting Up the Resource Calendar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Modifying Multiple Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Resource Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Modeling Organization Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Creating an Organization Unit. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Building the Organization Model . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Linking Organization Units to Security Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Converting Organization Unit Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
4
Using HP Resource Management for Capacity Planning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Overview of Using HP Resource Management for Capacity Planning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Planning Capacity with Resource Pools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Using Resource Pools: General Walkthrough . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Creating a Resource Pool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Viewing Resource Pools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Modifying Resource Pool Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Disabling Notification to a Resource. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Exporting Resource Load and Forecasted Demand to Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Adjusting Resource Participation Within Resource Pools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Resource Pool Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Resource Pool Access Grants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Resource Pool Configure Access Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Using the Configure Access Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Rolling Up Resource Pool Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Tracking Demand with Staffing Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Using Staffing Profiles: General Walkthrough . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Creating a Staffing Profile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Importing Positions into a Staffing Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Viewing Staffing Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Modifying Staffing Profile Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Sending Resource Requests from a Staffing Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Staffing Profile Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Staffing Profile Access Grants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Staffing Profile Configure Access Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
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Using the Configure Access Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Using Other Staffing Profile Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Staffing Profiles and HP Portfolio Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Default Resource Pools for Staffing Profiles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Synchronizing Budgets and Staffing Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Entering Actuals Directly . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Allocation Time Period Adjustment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Assigning Resource Pool Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Collecting Resource Requests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Making Assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Rejecting and Forwarding Demand. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Analyzing Resource Pools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Comparing Resource Pools to Staffing Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Analyzing Staffing Profiles Associated with Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Automatic Tracking of Actuals for Staffing Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Automatic Tracking of Actuals with HP Time Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Comparing a Project’s Assignments to its Staffing Profile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Analyzing Staffing Profiles Associated with Assets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
Rolling up Time of an Asset to a Staffing Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
Viewing Actuals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
Analyze Assignment Load Portlet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
Managing Resource Allocation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
Accessing the Resource Allocation Management Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
Interpreting the Resource Allocation Management Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
Filtering and Sorting the Resource Allocation Management Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Quick Filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Advanced Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Time Period Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
Sorting by Staffing Profile and Staffing Profile Position . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
Changing the Display Options of the Resource Allocation Management Page . . . . . . . . . . . . . . . . . . . . . . 110
Displaying Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
Displaying Additional Pages of Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
Modifying server.conf Parameters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
Assigning Resource Requests from the Resource Allocation Management Page . . . . . . . . . . . . . . . . . . . . 114
Forwarding Resource Requests from the Resource Allocation Management Page . . . . . . . . . . . . . . . . . . . 114
Rejecting Resource Requests from the Resource Allocation Management Page . . . . . . . . . . . . . . . . . . . . . 115
Removing a Resource from the Resource Allocation Management Page. . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Changing Resource Status from the Resource Allocation Management Page . . . . . . . . . . . . . . . . . . . . . . . 116
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Saving Allocation Data Changes in the Resource Allocation Management Page . . . . . . . . . . . . . . . . . . . . 116
Viewing Projected Resource Pool Utilization from the Resource Allocation Management Page . . . . . . . . 117
Viewing Information about a Staffing Profile, Resource, or Position from the Resource Allocation
Management Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Viewing Staffing Profile Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Viewing Resource Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
Viewing Position Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
Changing the Resource Pool Displayed in the Resource Allocation Management Page . . . . . . . . . . . . . . . 119
Performance and Other Considerations of the Resource Allocation Management Page . . . . . . . . . . . . . . . 120
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Using HP Resource Management for Work Plan and Request Execution . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Overview of Using HP Resource Management for Work Plan and Request Execution. . . . . . . . . . . . . . . . . . . 121
Configuring Requests for HP Resource Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
Assigning Requests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
Assigning Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
Associating Roles with Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
Assigning Resources to Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
Booking Multiple Resources on a Task. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
Comparing Project Capacity to Work Plan Load . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Compare to Work Plan for Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Work Plan Resource Usage View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Using the Resource Finder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Searching for a Resource. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
Viewing Resource Load . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
Comparing Skills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
Adjusting Resource Finder Calculations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
Overriding Scheduled and Actual Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
Scheduled Value Field Relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
Actual Value Field Relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
Viewing Work Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
My Tasks Portlet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
My Requests Portlet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
Personal Load and Capacity Visualizations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
Visualizing Assignments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143
Adjusting Resource Calendars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
8
1 Getting Started with HP Resource
Management
Introduction to HP Resource Management
HP Resource Management, which is part of HP Project and Portfolio
Management Center (PPM Center), provides an array of tools for managing
personnel related to IT initiatives.
z
Role and skill modeling capabilities unlock the potential of resources,
while regional calendars make it easier to accurately determine available
working hours as well as holidays and vacations. See Chapter 2, Setting Up
HP Resource Management, on page 11 for more information on the setup
work that should be completed before using HP Resource Management.
z
Organizational modeling capabilities keep track of where resources are
located and who they report to. See Chapter 3, Modeling Your
Organization, on page 35 for more information on modeling your
organization at the individual and group level using HP Resource
Management.
z
As resources are assigned to tasks and requests, executives and managers
have full visibility into the capacity of their teams and the load placed on
them, in terms of both current execution and capacity planning for the
future.
o To support future demand and project planning, resource forecasting
capability is achieved with staffing profiles and resource pools.
High-level visualizations help program and resource managers with
assessing project feasibility and timing, and with making advance
staffing decisions and allocations. See Chapter 4, Using HP Resource
Management for Capacity Planning, on page 57 for more information
9
on using resource pools and staffing profiles to model and plan for
resource allocations.
o To support current demand and project planning, HP Resource
Management delivers a set of visualizations and related tools that
managers and individual resources can use to communicate each
others’ needs and capabilities. These include work calendars, standard
planning fields on tasks and requests, and resource load and capacity
histograms. See Chapter 5, Using HP Resource Management for Work
Plan and Request Execution, on page 121 for more detailed
information on using HP Resource Management visualizations to
assess current resource usage and optimize operational capacity.
Related Documents
Related documents for this book are:
10
z
Getting Started
z
HP Demand Management User’s Guide
z
HP Deployment Management User’s Guide
z
HP Project Management User’s Guide
z
HP Program Management User’s Guide
z
HP Portfolio Management User’s Guide
z
HP Time Management User’s Guide
z
Security Model Guide and Reference
z
Creating Portlets and Modules
z
HP Time Management Configuration Guide
Chapter 1
2 Setting Up HP Resource Management
Overview of Setting Up HP Resource Management
This chapter discusses a number of settings and entities that should be
configured prior to using HP Resource Management. This setup work includes:
z
Setting values for HP Resource Management-specific fields by altering the
fields’ validations
z
Setting default time period views for staffing profiles and resource pools
z
Creating and modifying roles that will be assigned to resources
z
Creating and modifying skills that will be assigned to resources
z
Setting up regional calendars that will determine holidays
z
Determining request types that will count as workload, if any
z
Creating resource pools
z
Setting default notifications for staffing profiles and resource pools
11
Setting Up HP Resource Management Validations
HP Resource Management employs several fields whose values should be
configured prior to using it, described in Table 2-1. These field values can be
altered by making changes to their validations.
Table 2-1. HP Resource Management validations (page 1 of 2)
12
Validation
Description
KNTA - Department - Enabled
All resources have an optional Department field
that can be used to assist resource searches.
HP-supplied values are provided for this
validation, but may not match your company’s
terminology.
RSC - Resource Category
All resources have an optional Category field
that can be used to assist resource searches.
HP-supplied values are provided for this
validation, but may not match your company’s
terminology.
RSC - Location
All resources have an optional Location field
that can be used to assist resource searches.
HP-supplied values are not provided for this
validation.
RSC - Org Unit Type
All organization units have an optional Type
field that can be used to assist organization unit
searches. HP-supplied values are provided for
this validation.
RSC - Skill Category
All skills have an optional Category field that
can be used to assist skill searches.
HP-supplied values are not provided for this
validation.
Chapter 2
Table 2-1. HP Resource Management validations (page 2 of 2)
Validation
Description
RSC - Skill Proficiency
All skills can be assigned to a resource with a
certain skill proficiency level. HP-supplied
values are provided for this validation.
RSC - Workload Category
All work items have an optional Workload
Category field that can be used to divide work
items into major reporting categories for
analysis purposes. HP-supplied values are
provided for this validation, but may not match
your company’s terminology.
RSC - Resource Title
All resources have an optional Resource Title
field that can be used to assist resource
searches. HP-supplied values are provided for
this validation, but may not match your
company’s terminology.
To modify the values for these field validations:
1. Log on to PPM Center.
2. From the menu bar, select Administration > Open Workbench.
The PPM Workbench opens.
3. From the shortcut bar, select Configuration > Validations.
The Validation Workbench window opens.
Setting Up HP Resource Management
13
4. Type rsc into the Validation Name field and click List.
The Results tab opens with all of the system HP Resource Management
validations listed.
5. Modify the validations listed in Table 2-1 on page 12 to conform to your
business model.
6. Add, modify, or delete values for these validations as you see fit.
See the Commands, Tokens, and Validations Guide and Reference for
more details on modifying values for list validations.
14
Chapter 2
Setting Default Time Period Views
Staffing profiles and resource pools allow you to choose how you view the
following information:
z
Time periods
o Years
o Quarters
o Months
o Weeks
z
Totals per resource
o Hours
o Full time equivalents (FTEs)
o Person days
You can configure system-wide default settings for these options by altering
the appropriate parameters in the server.conf file on the PPM Server.
Table 2-2 lists the parameters in the server.conf file that determine these
default values.
Setting Up HP Resource Management
15
Table 2-2. server.conf parameters for default time period views
Parameter
RM_DEFAULT_PERIOD_
TYPE
RM_DEFAULT_EFFORT_
TYPE
RM_ALLOWED_
EFFORT_TYPES
Description
Default Value
Determines the default period type
displayed in staffing profiles and
resource pools.
month
Possible values: quarter, month,
week, year
Determines the default effort type
displayed in staffing profiles and
resource pools.
fte
Possible values: fte, hours,
person_days
Lists the possible effort types
displayed in staffing profiles and
resource pools.
fte, person_days
Possible values: fte, hours,
person_days
For more detailed information on configuring the server.conf file, see the
System Administration Guide and Reference.
Setting Up Roles
HP Resource Management allows you to define roles and associate them with
resources. Roles are associated with staffing profile positions as well as tasks
on work plans, and help to clearly describe resource requirements. These roles
can drive cost rates used when computing labor costs for tasks or staffing
profile positions. (For information about staffing profile positions, see
Tracking Demand with Staffing Profiles on page 71.)
Only users with the Resource Mgmt: Edit All Roles access grant can add or modify
roles.
16
Chapter 2
Creating a New Role
To add a new role:
1. Log on to PPM Center.
2. Select Resource Management > Roles & Skills > Create a Role from the
menu bar.
The Create a New Role page opens.
3. Type a Role Name and complete any optional fields you want.
4. Click Create.
The role is created and the Browse Roles page opens.
You can now add this role to any resource.
Setting Up HP Resource Management
17
Modifying Existing Roles
To modify an existing role:
1. Log on to PPM Center.
2. Select Resource Management > Roles & Skills > Browse Roles from the
menu bar.
The Browse Roles page opens.
3. Click on a role Name to open its Modify Role page.
4. Make any necessary changes and click Save.
18
Chapter 2
Deleting Roles
To delete a role:
1. Log on to PPM Center.
2. Select Resource Management > Roles & Skills > Browse Roles from the
menu bar.
The Browse Roles page opens.
3. Click on a role Name to open its Modify Role page.
4. Click Delete.
The role is deleted. Roles possessed by resources or used in historical work
items cannot be deleted. These roles can be disabled.
Setting Up HP Resource Management
19
Setting Up Skills
HP Resource Management allows you to define skills and associate them with
resources. To better describe resource requirements, skills are associated with
staffing profile positions as well as work plan tasks. (For information about
staffing profile positions, see Tracking Demand with Staffing Profiles
on page 71.)
Only users with the Resource Mgmt: Edit All Skills access grant can add or modify
skills.
Creating a New Skill
To add a new skill:
1. Log on to PPM Center.
2. Select Resource Management > Roles & Skills > Create a Skill from the
menu bar.
The Create a New Skill page opens.
3. Type a Skill Name and complete any optional fields you want.
4. Click Create. The skill is created and the Browse Skills page opens.
You can now add this skill to any resource.
20
Chapter 2
Modifying Existing Skills
To modify an existing skill:
1. Log on to PPM Center.
2. Select Resource Management > Roles & Skills > Browse Skills from the
menu bar. The Browse Skills page opens.
3. Click on a skill Name to open its Modify Skill page.
4. Make any necessary changes and click Save.
Setting Up HP Resource Management
21
Deleting Skills
To delete a skill:
1. Log on to PPM Center.
2. Select Resource Management > Roles & Skills > Browse Skills from the
menu bar.
The Browse Skills page opens.
22
Chapter 2
3. Click on a skill Name to open its Modify Skill page.
4. Click Delete Skill.
The skill is deleted. Skills possessed by resources or used in historical work
items cannot be deleted. These skills can be disabled.
Setting Up a Regional Calendar
A regional calendar sets the default working and non-working days for an
organization unit, resource, or project. Individual resources’ work schedules
can be set using individual resource calendars.
To set up a regional calendar:
1. Log on to PPM Center.
2. Select Administration > Regions > Browse Regional Calendars from the
menu bar.
The Manage Regional Calendars page opens.
Setting Up HP Resource Management
23
You can expand or narrow down the list of regional calendars by entering
search criteria into the filter fields and clicking Search.
3. Click the name of the regional calendar you wish to modify.
The Modify Regional Calendar <Name> page opens.
4. Select a day or range of days by using Shift + click or Ctrl + click.
5. Click the Non-Working day option to mark those days as non-working.
Optionally, select a Reason and type a Description.
6. Click Save.
The regional calendar is set. Non-working days will appear as non-working
days for resources and organization units using the regional calendar.
Specifying the System Default Regional Calendar
The System Default Regional Calendar is used for the scheduling of request
work items. All other entities must select a region or inherit one, and thus use
the regional calendar set for that region.
There can be only one System Default Regional Calendar, which is set during
installation or upgrade of the PPM Center. This setting can be changed if
needed.
24
Chapter 2
To set the System Default Regional Calendar:
1. Log on to PPM Center.
2. Select Administration > Regions > Set System Default Regional Calendar
from the menu bar.
The Set System Default Regional Calendar page opens, displaying all
enabled regional calendars. The current System Default Regional Calendar
is selected.
3. Select the desired regional calendar and click Done.
Setting Up Regions
Besides setting regional calendars for resources, regions also govern currency
display settings. For details on creating and modifying regions, see the HP
Financial Management User’s Guide.
Setting Up HP Resource Management
25
Setting Up Request Work Item Fields
If you have licenses for HP Demand Management, and you wish to include
requests as work items to be tracked using HP Resource Management, include
work item fields into your request types. Work item fields include the
following (for a list of all request work item fields, see Table 5-1 on page 122):
z
Scheduled Start Date
z
Scheduled Finish Date
z
Scheduled Duration
z
Scheduled Effort
To insert work item fields into a request type, you must associate the work item
field group with the request header type being used by the request type.
Figure 2-1 illustrates the relationship between the work item field group, a
request header type, and a request type.
Figure 2-1. Work item field group in a request type
To avoid associating work item fields with a request you don’t want to track, use a
one-to-one mapping between the request header type and the request type.
26
Chapter 2
When Field Groups are associated with existing request types (through the request
header type definition), tables in the PPM Center database are updated to handle this
new configuration. Because of the scope of database changes, you should re-run the
Database Statistics on your database. Instructions for this are included in the System
Administration Guide and Reference. Contact your system administrator for help with
this procedure.
To associate work item fields with a request type:
1. Log on to PPM Center.
2. From the menu bar, select Administration > Open Workbench.
The PPM Workbench opens.
3. From the shortcut bar, select Demand Mgmt > Request Header Types.
The Request Header Type Workbench opens.
Setting Up HP Resource Management
27
4. Click New Request Header Type.
The Request Header Type window opens to the Fields tab.
5. Click Field Groups.
The Field Groups window opens.
Depending on the PPM Center products your site has licensed, the Field Groups
window may display a different set of options.
6. Select the Enabled checkbox for the Work Item Fields option and click OK.
The work item fields are now associated with the request header type.
28
Chapter 2
7. Enter any other required or optional information.
8. (Optional) Modify other existing request header type fields or create new
ones as you see fit. See the HP Demand Management Configuration Guide
for more detailed information on modifying request header type fields.
9. Save the request header type.
10. Click the Request Types screen and open the request type in which you
wish to include work item fields.
11. In the Request Header Type field, specify the request header type
containing the work item fields.
12. (Optional) Modify the request type as you see fit, including setting field
logic and security. See the HP Demand Management Configuration Guide
for more detailed information on modifying request type fields.
13. Save the request type.
The request type now has work item fields associated with it and can be
tracked using HP Resource Management.
Certain request work item fields are interdependent, meaning one field might be
updated when another field’s value is changed. HP Demand Management field-level
security allows you to make request fields invisible to certain users or sets of users.
HP Resource Management for requests may not work correctly if you make an
interdependent request work item field invisible to a user. Any user who will be making
use of request work item fields must have at least View access to all of them. Edit
access to all work item fields is not necessary unless the user will be changing work
item field values.
Setting Up HP Resource Management
29
Setting Up Resource Pools
Resource pools enable resource planners to designate future resource capacity,
arranged by role or organization unit. For a more detailed discussion of
resource pools and their role in HP Resource Management, see Chapter 4,
Using HP Resource Management for Capacity Planning, on page 57.
HP recommends that you set up resource pools before creating any staffing
profiles. For detailed instructions on setting up resource pools, see Planning
Capacity with Resource Pools on page 59.
Setting Up Default Notifications for Staffing Profiles and
Resource Pools
Notifications allow resource pool managers, staffing profile managers, and
resources to be notified (by email) when certain events occur, such as when
resource requests are sent, forwarded, or rejected, and resources are allocated.
Default notifications are the notifications that are automatically set up when a
staffing profile or resource pool is created.
You must set parameters in server.conf to successfully send email
notifications. See Setting Notification Parameters on page 33 for more details.
If the resource pool manager and the staffing profile manager are the same person,
notifications are not sent. If a resource pool manager is one of a group of staffing
profile managers, only the other staffing profile managers receive notifications.
Default Staffing Profile Notifications
Default staffing profile notifications are set to notify a staffing profile manager
when a resource request is rejected, a resource is committed, a committed
resource changes to soft booked or is removed, and when the start date, end
date or FTEs of a committed resource is adjusted. Optionally, you can also set
the default staffing profile notifications to notify a staffing profile manager
when a resource request message is forwarded or when soft booked resource
allocations are affected.
30
Chapter 2
You can modify the default notifications or you can modify the notifications of
a specific staffing profile (see Modifying Staffing Profile Notifications
on page 82 for more information). Modifying default notifications does not
affect the notifications of existing staffing profiles.
Default Resource Pool Notifications
Default resource pool notifications are set to notify the resource pool manager
when resource requests are sent or forwarded to this resource pool. Optionally,
you can also set default resource pool notifications to notify the resources
when their committed or softbooked allocations are affected.
You can modify the default notifications or you can modify the notifications of
a specific resource pool (see Modifying Resource Pool Notifications
on page 64 for more information). Modifying default notifications does not
affect the notifications of existing resource pools.
You can temporarily disable notification to a resource when you make an
assignment. See Disabling Notification to a Resource on page 65 for more
information.
Modifying Default Notifications
You must have Edit All Staffing Profiles or Edit All Resource Pools access
grants in order to modify default notifications.
To modify default notifications for staffing profiles and resource pools:
1. Log on to PPM Center.
2. From the menu bar, select Administration > Resource Management >
Configure Notification Defaults.
3. Select or unselect the checkbox for the level of notification you desire.
4. Click Save.
Setting Up HP Resource Management
31
Grouping Notifications
Notifications can be sent out immediately or, if they are to be sent to the same
recipient, notifications can be grouped in a single email. You can configure
this delivery option by setting the RM_NOTIFICATION_INTERVAL_MINUTES
parameter in the server.conf file (for more information on configuring the
server.conf file, see the System Administration Guide and Reference). The
RM_NOTIFICATION_INTERVAL_MINUTES parameter defines how often, in
minutes, notification emails are sent.
To send out notifications immediately, set the RM_NOTIFICATION_INTERVAL_
parameter to 1.
MINUTES
To group notifications for a single recipient in one email, set the RM_
parameter to greater than 1. During the
defined time interval, notifications to a single recipient are grouped. When the
time interval ends, one email with the grouped notifications is sent to the
recipient.
NOTIFICATION_INTERVAL_MINUTES
32
Chapter 2
Setting Notification Parameters
The following parameters in the server.conf file must be configured in order
to send notifications:
Table 2-3. server.conf parameters for notifications
Parameter
Description
EMAIL_NOTIFICATION_
SENDER
Email address of the default sender
of email notifications.
ENABLE_RM_NOTIFICATION_
SERVICE
Enable the notification service. The
service must be enabled in order to
send notifications.
Default
Value
TRUE
Possible values: TRUE, FALSE
RM_NOTIFICATION_
INTERVAL_MINUTES
How often, in minutes, notifications
are sent. If set to 1, notifications are
sent immediately. If set to a number
greater than 1, notifications sent to
the same recipient during that interval
are grouped into a single email.
SMTP_SERVER
Host name of the SMTP-compliant
mail server that acts as the gateway
for email notifications.
TURN_ON_SCHEDULER
Turns on the scheduler. The
scheduler must be enabled in order
to send notifications.
10
TRUE
Possible values: TRUE, FALSE
For more detailed information on configuring the server.conf file, see the
System Administration Guide and Reference.
Setting Up HP Resource Management
33
34
Chapter 2
3 Modeling Your Organization
Overview of Modeling Your Organization
This chapter discusses the various attributes of resources and organization
units, and discusses how to set them up, among them:
z
Configuring information for individual resources
o Resource attributes like name, phone number, email address
o Calendar information for each resource, including planned vacation
days
o Resource security settings that determine what the resource can view
and edit
z
Setting up organization units
o Placing resources inside organization units
o Setting organization units’ relationships to each other
o Determining whether an organization unit’s membership is linked to a
particular security group
o Determining whether an organization unit is primary or matrixed
35
Setting Up a Resource
In order to use HP Resource Management, you must first define your
resources. Resources can have many attributes, including:
z
First and last name
z
Phone number
z
Email address
z
Direct manager
z
Department
z
Role
z
Skills
z
Region
z
Time sheet approver
Figure 3-1. View Resource page
36
Chapter 3
Table 3-1 describes resource attributes that are especially useful. To take full
advantage of HP Resource Management functionality, these attributes should
be defined for every resource.
Table 3-1. Key resource attributes
Attribute
Utilization
Role
Used in resource booking and to build staffing
profiles and resource pools (see Using HP Resource
Management for Capacity Planning on page 57).
See Setting Up Roles on page 16 for more detailed
information.
Skills
Used to further describe resource requirements for
tasks and staffing profile positions beyond the role
description.
See Setting Up Skills on page 20 for more detailed
information.
Used to determine the resource’s regional calendar
and currency settings. A resource can inherit their
region setting from their primary organization unit, or
a region can be specified directly.
Region
For more information on regions and regional
calendars, see Setting Up a Regional Calendar
on page 23.
For more information on currency settings, see the
HP Financial Management User’s Guide.
Resources map to PPM Center users on a one-to-one basis.
A new resource cannot be created from scratch. A new user must be defined, and
then his or her resource attributes subsequently configured.
The system takes into account users’ start and end dates in resource capacity
calculations and visualizations. For example, a user who is set to leave the company
at a certain date cannot be assigned to a task or staffing profile afterward. Likewise,
users starting work in the future can be selected for relevant entities scheduled to be
active in the future.
The system also takes into account a resource’s participation in a resource pool for
resource capacity calculations and visualizations. If the resource belongs to one or
more resource pools, the capacity is non-zero.
While users are created and maintained from the PPM Workbench, resource
information is set in the standard interface.
Modeling Your Organization
37
Setting Resource Attributes
General resource attributes are set in the standard interface.
Resource cost rates are set using cost rate rules. See the HP Financial Management
User’s Guide for more detailed information on cost rate rules and their configuration.
To configure attributes for a resource:
1. Log on to PPM Center.
2. Select Resource Management > Resources > Search Resources from the
menu bar.
The Modify Resources search page opens.
38
Chapter 3
3. Enter any search criteria into the Search for Resources section and click
Search.
The Modify Resources search page changes to display the results of your
search.
Modeling Your Organization
39
4. Click on a resource’s Username to open their Modify Resource page.
The Modify Resource page opens to the General tab.
5. Provide date for any desired resource attributes.
The primary organization unit the resource belongs to appears in the
Organization Information section.
To add a role and skills, click the Role/Skill tab.
6. Click Save to save all changes to the resource.
The resource will use the regional calendar and currency configured for its selected
region.
40
Chapter 3
Setting Up the Resource Calendar
A resource’s calendar, which specifies working and non-working days for that
particular resource, is configured in the standard interface. Resources that are
part of a security group with the Edit My Calendar access grant can edit their
own calendars.
To set a resource’s calendar:
1. Open the resource’s Modify Resource page as described in Setting
Resource Attributes on page 38.
2. Open the resource’s calendar by clicking the Calendar tab of the Modify
Resource page.
3. Select a day or range of days by using Shift + click or Ctrl+ click.
4. Choose the Non-Working day option to mark those days as non-working.
Optionally, select a Reason and type a Description.
5. Click Save.
The resource’s calendar is set and will be used to calculate that resource’s
capacity in HP Resource Management visualizations.
By default, the resource calendar will inherit all the non-working days set in the
regional calendar the resource uses.
Modeling Your Organization
41
Modifying Multiple Resources
You can modify attributes for multiple resources simultaneously. For example,
you may want to associate a particular role or region with multiple resources
without having to update each resource individually.
To modify attributes for multiple resources simultaneously:
1. Log on to PPM Center.
2. Select Resource Management > Resources > Search Resources from the
menu bar.
The Modify Resources search page opens.
3. Enter any search criteria into the Search for Resources section and click
Search.
The Modify Resources search page changes to display the results of your
search.
4. Select the checkboxes next to the Username of each resource you want to
modify and click Modify Selected Resources.
The Resource Mass Update page opens.
5. Provide data for any desired resource attributes.
6. Click Save to save all changes to the resources.
42
Chapter 3
Resource Security
Resource information can have various layers of security applied to it.
Depending on the access grants a user has, that user can view his own resource
information, view information on other resources, edit information for
resources he manages, or edit all resources in the system. These access grants
are also needed to use the Analyze Assignment Load visualizations. Table 3-2
describes these access grants in more detail.
Table 3-2. Resource information access grants
Access Grant
Description
View my own personal
resource info only
The user can only view his own resource
information.
View all resources
The user can only view information for all
resources in the system.
Edit only resources that I
manage
The user can view and edit information for
resources that list them as Direct Manager.
Edit all resources
The user can view and edit information for all
resources in the system.
Edit My Calendar
The user can edit his own resource calendar.
Access grants are linked to a user through their security group membership.
For more information on user security, see the Security Model Guide and
Reference.
Modeling Your Organization
43
Modeling Organization Units
Resources can be members of organization units, which can stand on their own
or be arranged in relation to one another to form an organization model.
Figure 3-2 illustrates a sample organization model.
The organization model is visible at all times from the View Organization
Model page. To open this page, select Resource > Organization Model >
Browse the Org Model from the menu bar.
Figure 3-2. Sample organization model
There are two kinds of organization units:
z
Primary. Resources can only belong to one primary organization unit. If
set to inherit their region setting from their parent organization unit, a
resource will inherit their primary organization unit’s region. Only primary
organization units can be linked to resource pools (see Planning Capacity
with Resource Pools on page 59 for more information).
z
Matrix. Made up of members from primary organization units, matrix
organization units do not determine region settings for their resources.
An organization unit of one type can be converted into the other. See
Converting Organization Unit Type on page 55 for more information.
Every resource needs to be a member of one and only one primary organization unit.
Resources that are not assigned to a primary organization unit become part of a
default “Unspecified” organization unit and inherit the region assigned to it.
44
Chapter 3
Organization units can have budgets, staffing profiles, and resource pools
associated with them, making it easy to run comparisons.
Figure 3-3 depicts the Budget to Budget Comparison portlet comparing the
budget for an entire IT organization unit with the project budgets owned by its
members. Observe that during the first and last months, the combined budgets
for these projects exceed the budget for the organization unit by a wide margin.
Figure 3-3. Organization unit budget compared to project budgets
Modeling Your Organization
45
You can also show the assignment load for all resources in an organization unit
with the Analyze Assignment Load portlet. Figure 3-4 shows the Analyze
Assignment Load portlet for an organization unit whose members are currently
underutilized. The total capacity for the organization unit is calculated from
each resource’s calendar and workload capacity.
Figure 3-4. Analyze Assignment Load portlet
46
Chapter 3
Creating an Organization Unit
To create an organization unit:
1. Log on to PPM Center.
2. Select Resource Management > Organization Model > Create an Org Unit
from the menu bar.
The Create a New Organization Unit page opens.
3. Provide the organization unit Name and any other desired information.
a. If necessary, select a Parent Org Unit.
b. Determine whether to Inherit Region from Parent or select from the Use
this Region
field for the organization unit.
c. From the This Organization Unit is a field, select Primary or Matrix.
Modeling Your Organization
47
4. Add users to the organization unit by selecting a user from the Resource
field and clicking Add.
The Create a New Organization Unit page reloads with the selected users
displayed in the Direct Members list.
48
Chapter 3
5. Click Create to create the organization unit.
The View Organization Unit page opens, displaying the newly created
organization unit.
Building the Organization Model
The organization model is a hierarchy of organization units. Figure 3-5
illustrates the terms used by HP Resource Management when defining the
organization model.
Figure 3-5. Parent organization unit with two child units
Modeling Your Organization
49
An organization unit’s parent is defined in its Modify or Create a New
Organization Unit page. Use the Parent Org Unit field to set the organization
unit’s parent.
Figure 3-6. Top of Modify Organization Unit page
The Modify Organization Unit page also allows you to create a new child
organization unit. Click Create a New Child Org Unit to create a new child
organization unit in a new window.
Figure 3-7. Create a New Child Org Unit button
To reach an organization unit’s Modify Organization Unit page:
1. Log on to PPM Center.
2. Selecting Resource Management > Organization Model > Search Org Units
from the menu bar.
The Modify Organization Units page opens.
3. Enter search criteria and click Search.
The Modify Organization Units page changes to display the results of your
search.
50
Chapter 3
4. Click the name of the organization unit you wish to modify.
The View Organization Unit page opens.
5. Click Modify Org Unit.
The Modify Organization Unit page opens.
Modeling Your Organization
51
Linking Organization Units to Security Groups
Security groups can be linked to organization units. This can allow your
security configuration to more accurately reflect your business needs, as well
as supply a more convenient and intuitive way of adding or removing security
from users by associating or dissociating them from organization units. Doing
so also distributes the maintenance of security groups from PPM Center
administrators to business users who actually manage organization units.
Figure 3-8. Security group membership determined by organization unit
With HP Resource Management, security group membership can be
determined in the following ways:
z
Specified Directly. Security group members are specified in the Users tab of
the Security Group window in the PPM Workbench. This method does not
take the organization model into account.
z
52
Determined by Organization Unit. The security group’s
member list is
determined by the organization unit to which it is linked. An organization
unit must be specified for this method to be used.
Chapter 3
When a security group’s members are determined by an organization unit, the
organization unit’s member list overwrites that of the security group.
If a security group’s members are determined by its organization unit, an
additional level of control is added:
z
Direct Members Only. Only the direct members of the organization unit are
part of the security group.
z
All Members (Cascading). The
direct members of the organization unit and
all the members of all its child organization units are part of the security
group.
To link a security group to an organization unit:
1. Log on to PPM Center.
2. From the menu bar, select Administration > Open Workbench.
The PPM Workbench opens.
3. From the shortcut bar, select Sys Admin > Security Groups.
The Security Group Workbench opens.
4. Create a new security group or search for and open an existing one.
The Security Group window opens.
Modeling Your Organization
53
5. In the Users tab, select the Determined by Organization Unit option.
A question dialog box opens, warning you that the security group’s present
member list will be overridden by the current members of the organization
unit.
6. Click Yes to continue.
The Organization Unit auto-complete field becomes enabled and required.
7. Select an organization unit to be linked to the security group.
8. Specify either Direct Members Only or All Members (Cascading) for the
security group’s member list.
9. Click Save.
You will see the new list of members for the security group.
54
Chapter 3
Converting Organization Unit Type
Primary organization units can be converted into matrix organization units and
vice versa. The following changes apply when the conversions are made:
z
Primary to Matrix. All of the Resources in the organization unit will now
belong to the “Unspecified” organization unit.
o If they were set to inherit their region from their organization unit, they
will now inherit the region belonging to the “Unspecified” organization
unit.
o If there was a resource pool associated with the organization unit, it
will no longer be linked.
z
Matrix to Primary. All of the resource in the organization unit will be
pulled out of their existing primary organization units and placed in the
current one. If they were set to inherit their region from their former
primary organization unit, they will instead inherit their region from the
current organization unit.
When you attempt to make this conversion, HP Resource Management will
present you with a window detailing the impact of the change. You can then
confirm the conversion or cancel the attempt.
To convert an organization unit from Primary to Matrix or vice versa:
1. Log on to PPM Center.
2. Search for the organization unit by selecting Resource > Organization
Model > Modify Org Units
from the menu bar.
3. Click the name of the organization unit you wish to convert.
The View Organization Unit page opens.
4. Click Modify Org Unit.
The Modify Organization Unit page opens.
Modeling Your Organization
55
5. Next to Change to a Matrix/Primary Organization Unit, click Change.
A window opens, displaying a list of the users whose organization unit or
region settings will be altered.
6. Click Change.
56
Chapter 3
4 Using HP Resource Management for
Capacity Planning
Overview of Using HP Resource Management for Capacity
Planning
Resource capacity planning consists of the following activities:
z
Gauging present resource capacity and workload
z
Predicting future resource capacity in terms of needed roles or resources
z
Forecasting future resource demand in terms of needed roles or resources
z
Viewing historical trends in resource allocation
z
Comparing present resource usage to previous forecasts
HP Resource Management includes two basic tools to help in resource
capacity planning:
z
Staffing profiles. Staffing profiles allow a manager to plan the future
allocation of resources, broken down by role. This lets the business see
what kinds of resources and roles they will need for future work.
z
Resource pools. Resource pools provide a way to track future resource
capacity, broken down by role. This lets the resource manager see what
resources and roles will be available to apply to future work.
57
Staffing profiles and resource pools integrate to form an end-to-end resource
management process:
1. Resource managers create resource pools that define resource capacity. See
Planning Capacity with Resource Pools for details on creating resource
pools.
2. Project managers create staffing profiles that forecast resource demand.
See Tracking Demand with Staffing Profiles on page 71 for details on
staffing profile usage and creation.
3. These staffing profiles spawn resource requests meant for various resource
pools. See Sending Resource Requests from a Staffing Profile on page 83
for details on resource requests.
4. Resource managers fill these requests by drawing from the specified
resource pools to make the actual resource allocations to the originating
staffing profiles. See Assigning Resource Pool Resources on page 89,
Adjusting Resource Participation Within Resource Pools on page 66, and
Assigning Resource Requests from the Resource Allocation Management
Page on page 114 for details on making assignments to staffing profiles
from resource pools.
Resource managers can also forward requests to another resource pool, or
reject resource requests altogether. See Rejecting and Forwarding Demand
on page 92, Forwarding Resource Requests from the Resource Allocation
Management Page on page 114, and Rejecting Resource Requests from the
Resource Allocation Management Page on page 115 for details on
forwarding and rejecting resource requests.
Resource managers can load balance resources from their pools across the
staffing profiles requesting resources. They can also examine the
utilization of resources on projects. See Analyzing Staffing Profiles
Associated with Projects on page 97 and Analyzing Resource Pools
on page 93 for details on this process.
58
Chapter 4
Planning Capacity with Resource Pools
Resource pools enable resource planners to designate future resource capacity,
arranged by role or resource, split according to any of the options described in
Table 4-1:
Table 4-1. Resource pool features
Feature
Lines on a resource
pool can represent
A resource pool can
show capacity
forecasts out to
Resource capacity can
be grouped by
Resource capacity
totals can be shown in
Using HP Resource Management for Capacity Planning
Options
z
Resources
z
Roles
z
(both)
z
3 months
z
6 months
z
9 months
z
1 year
z
2 years
z
3 years
z
Week
z
Month
z
Quarter
z
Year
z
Hours
z
Full Time Equivalents (FTE)
z
Person Days
59
Resource pools can be organized into hierarchies, mirroring or elaborating on
groupings of responsibility in a business. Table 4-2 describes the key attributes
of a resource pool.
Table 4-2. Resource pool attributes
Field Name
Description
Resource Pool Information
Name
The name of the resource pool.
Description
A description of the resource pool.
Pool manager
The user responsible for the resource pool and allocating
resources to staffing profiles.
This Resource
Pool is for
Defines whether the resource pool is associated with a
primary organization unit or freestanding.
Region
The region associated with the resource pool; determines
holiday schedule for unnamed resources.
Parent resource
Pool
Allows you to specify a parent resource pool if desired,
creating a hierarchy of resource pools.
Using Resource Pools: General Walkthrough
The resource pool is a tool for the resource manager. Resource managers can
use resource pools and their visualizations to assess whether proposed projects
or programs are within capacity bounds.
Aside from making assignments within staffing profiles from resource pools, a
resource manager can examine resource pools themselves to determine
overallocations. The resource manager can then perform load balancing by
doing any of the following:
60
z
Reassigning staffing assignments to other resources
z
Adding resources to the resource pool
Chapter 4
z
Transferring resources to another resource pool
z
Modifying a resource’s level of participation across multiple resource
pools
A resource manager can also assess and manage resources and resource
requests for a resource pool from the Resource Allocation Management page.
See Managing Resource Allocation on page 103 for more information.
Creating a Resource Pool
To create a resource pool:
1. Log on to PPM Center.
2. Select Resource Management > Resources > Create a Resource Pool from
the menu bar.
The Create a New Resource Pool page opens.
3. Complete the required fields and any optional fields.
At this point, you should decide the following:
z
Whether the resource pool is freestanding or associated with a primary
organization unit, and if so, which one
z
Whether the resource pool has a parent resource pool
4. Click Create.
The Resource Pool page opens.
Using HP Resource Management for Capacity Planning
61
5. Add lines to the resource pool.
a. Click Manage Pool Capacity.
The Manage Pool Capacity page opens.
b. Click the links below the resource pool name.
z
Show Pool for the Next specifies
the amount of time the resource
pool will cover.
z
Show Resource Capacity In
z
Show Totals In sets
determines the time period breakdown.
the units in which to count allocations.
c. Add a resource or role.
z
To add a resource, click Add New Resource to specify a resource
and the resource’s start date for the resource pool.
z
To add a role, click Add Unnamed Headcount to specify a role and
the required hours for the role.
The Manage Pool Capacity page reloads with the resource pool line
added, specifying a resource or role.
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Chapter 4
To maintain PPM Center performance, when the number of resources
assigned to a resource pool exceeds RM_MAX_IN_POOL, certain functionality
is disabled. However, you can remove the excess resources to re-enable this
functionality.
d. Repeat as necessary.
e. Click Done.
The Resource Pool page opens.
Viewing Resource Pools
Resource pools are accessed most easily from the Resource Pool List portlet.
Figure 4-1. Resource Pool List portlet
Users with View or Edit All Resource Pools access grants can add the
Resource Pool List portlet to their PPM Dashboard. Refer to the “Adding
Portlets to PPM Dashboard Pages” section in the Getting Started guide for
more information.
Using HP Resource Management for Capacity Planning
63
You can also view resource pools by using the Search Resource Pools page:
1. From the menu bar, select Resource Management > Resources > Search
Resource Pools. The
Search Resource Pools page opens.
Figure 4-2. Search Resource Pools page
2. Provide search criteria in the appropriate fields.
3. Click Search.
The Search Resource Pools page reloads, displaying the results of your
search.
4. Click the name of a resource pool to open its resource pool page.
Modifying Resource Pool Notifications
Notifications allow resource pool managers and resources to be notified (by
email) when resource requests are sent or forwarded and resources are
allocated. By default, resource pool notifications are set to notify the resource
pool manager when resource requests are sent or forwarded to this resource
pool.
To modify resource pool notifications:
1. Open a resource pool.
2. In the Resource Pool page, click Configure Notifications.
3. Select or unselect the check box for the level of notification you desire.
4. Click Save.
64
Chapter 4
Disabling Notification to a Resource
If a resource pool is configured to send notifications to a resource, you can
temporarily disable notification to the resource when you make an assignment:
1. Open a resource pool.
2. In the Resource Requests section of the Resource Pool page, click on the
name of a staffing profile.
The Staffing Profile page opens.
3. Click Assign.
The Resource Capacity with Assignments dialog opens.
4. To temporarily disable notification to the resource, select the Do not send
this resource an email notification
check box.
5. Click Save.
Notification to this resource is disabled for this assignment only.
Exporting Resource Load and Forecasted Demand to Excel
To export the resource load or forecasted demand data tables:
1. Open a resource pool.
2. Click either View Forecasted Demand or View Resource Load.
3. Click the Microsoft Excel icon.
A new window opens, refreshing at a set interval until the system
completes the export.
4. Save the exported Excel file.
If you are having problems with the data in Excel, you may need to configure the
Internet options of your Web browser. See the HP Project Management User’s Guide
for more information.
Using HP Resource Management for Capacity Planning
65
Adjusting Resource Participation Within Resource Pools
A resource may participate in more than one resource pool at a time. You can
adjust the distribution of a resource’s time across resource pools, which has the
effect of altering the resource’s capacity in each pool.
To redistribute a resource’s participation across multiple resource pools:
1. Open a resource pool.
2. In the Resource Pool page, click Manage Pool Capacity.
The Manage Pool Capacity page for the resource pool opens.
66
Chapter 4
3. Select the radio button next to a resource and click Manage Participation.
The Manage Resource Pool Participation page for that user opens,
displaying the user’s current distribution of participation across resource
pools.
4. Click Add Participation.
The Add Resource Participation across Resource Pools dialog box opens.
5. Type a new distribution of percentages for each resource pool and an
Effective Date
for the redistribution to take effect.
6. Click Add. The Manage Resource Pool Participation page opens.
7. Click Done. The Manage Pool Capacity page opens.
8. Click Done. The Resource Pool page opens.
Using HP Resource Management for Capacity Planning
67
Resource Pool Security
Access to a resource pool is controlled primarily through access grants set in
the security group definitions. Additionally, the user who creates a resource
pool can specify a list of users who can view it, edit its basic information, edit
its lines, or edit its security.
Resource Pool Access Grants
Users are linked to access grants through the security groups to which they
belong. The access grants related to resource pools are discussed in more detail
in Table 4-3. Without these access grants, a user cannot view or edit a resource
pool regardless of whether they are specified in the list on the resource pool’s
Configure Access page. For more information on access grants and security
groups, see the Security Model Guide and Reference.
Table 4-3. Resource pool access grants
68
Access Grant
Description
View Resource Pools
The user can view any resource pool for which they are
on the Configure Access page list.
View All Resource
Pools
The user can view any resource pool in the system, even
if they are not listed in the View or Edit list.
Edit Resource Pools
The user can edit any resource pool for which they are
on the specified Edit list.
Create Resource
Pools
The user can create new resource pools. Supplemental
to the Edit Resource Pools or Edit All Resource Pools
access grant.
Edit All Resource
Pools
The user can edit any resource pool in the system.
Edit All resources
The user can edit any resource in the system. This
access grant is needed to modify resource participation
across resource pools.
Edit only resources
that I manage
The user can edit any resource they manage. This
access grant is needed to modify resource participation
across resource pools.
Chapter 4
Resource Pool Configure Access Page
The Configure Access page for a resource pool is used to grant additional
editing access to the resource pool to each user on the list individually. All
users listed on the Configure Access page minimally have viewing access.
Without the proper access grants, a user cannot view or edit a resource pool
regardless of whether they are specified in the list on the resource pool’s Configure
Access page. See Resource Pool Access Grants for more detailed information.
The Configure Access page options are discussed in more detail in Table 4-4.
Table 4-4. Security Options for Resource Pool Configure Access page
Option
Description
View Access
The user can view the resource pool but not edit its
information. Any user listed has View access.
Edit Header
The user can edit the resource pool’s header
information, but nothing else.
Edit Unnamed Headcount
The user can edit the lines in the resource pool that
specify roles, but nothing else.
Edit Security
The user can use the Configure Access page to edit
viewing or editing security for the resource pool.
Using HP Resource Management for Capacity Planning
69
Using the Configure Access Page
To set up a list of users with View or Edit access to a resource pool:
1. Open the Resource Pool page.
If you have permission to modify the resource pool, the Configure Access
button will be enabled.
2. Click Configure Access.
The Configure Access for Resource Pool page opens.
3. Add a user to the list by click Add User and making a selection from the
list.
4. Configure each user’s access individually by selecting the checkboxes
under each category.
Granting Edit access automatically grants the user View access. See
Table 4-4 for more detailed information on each option.
5. Click Save.
70
Chapter 4
Rolling Up Resource Pool Information
Resource pools can be linked to other resource pools in parent/child
relationships, establishing a hierarchy of resource pools that can be useful for
organization and visualization purposes.
Display of roll-up information is handled in the following ways:
z
The View Resource Pool page displays related resource pools, as shown in
Figure 4-3.
Figure 4-3. View Resource Pool page - Related Resource Pools section
z
The Manage Pool Capacity page displays rolled-up lines from child
resource pools.
When a primary organization unit is changed to matrixed, its linked resource pool
will be unlinked.
Tracking Demand with Staffing Profiles
Staffing profiles enable a project manager to track the forecast demand of
resources, arranged by role. Each line in a staffing profile tracks the FTE,
hours, or person days forecast for a role, and, optionally, a resource who
possesses that role who is assigned to the position. Staffing profiles include
some features that make them simpler to use:
z
Staffing profiles can be linked to organization units, projects, proposals, or
assets, to tie them to business functions and facilitate meaningful
comparison visualizations.
z
If the staffing profile is meant to represent workload, the Workload
Category field allows you to categorize it as such.
Using HP Resource Management for Capacity Planning
71
z
These staffing profile positions are then treated as assignments when
visualizing operational capacity. See Visualizing Assignments on page 143
for more details.
z
New lines in the staffing profile can be set to automatically provide the
Resource Pool value using the Default Resource Pool field.
z
Staffing profile lines can also track actual values.
z
Staffing profiles can be synchronized with budgets; lines in the staffing
profile become planned labor lines in the associated budget.
z
Staffing profile effort allocations can be counted in FTEs, hours, or person
days.
Figure 4-4. Staffing Profile page
72
Chapter 4
Table 4-5 describes the configuration options and components of a staffing
profile:
Table 4-5. Staffing profile configuration options and components (page 1 of 3)
Item Name
Description
Staffing Profile Header Information
Name
The name of the staffing profile.
Configure
Access
Allows you to configure access to the staffing profile. See
Using the Configure Access Page on page 86.
Configure
Notifications
Select the type of notification a staffing profile manager
receives. See Modifying Staffing Profile Notifications
on page 82.
Change Header
Change the information displayed in the header of the staffing
profile. See step 3 on page 77 for a description of the fields.
This staffing
profile is for __
Displays what the staffing profile is associated with (Asset,
Org Unit, Proposal, Freestanding, or Project) and its name.
Status
The status of the staffing profile.
Description
A description of the staffing profile.
Created On
The date the staffing profile was created.
Created By
The user who created the staffing profile.
Work Load
Category
The category of work being tracked by the staffing profile.
Region
The geographic region in which the staffing profile is used;
determines holiday schedule.
Profile Start
The starting date for the staffing profile.
Profile Finish
The ending date for the staffing profile.
Default Resource
Pool
When adding a line to the staffing profile, the Resource Pool
field will be automatically defaulted with this value.
Using HP Resource Management for Capacity Planning
73
Table 4-5. Staffing profile configuration options and components (page 2 of 3)
Item Name
Description
Allocation Detail
Enter Allocation In
Allows you to choose the time period breakdown for the
staffing profile.
Possible values: Weeks, Month, Quarters, Year
FTE/Hours/
Person Days
Allows you to choose between entering allocations in Full
Time Equivalents (FTE), hours, or person days.
Add a Position
Opens a window allowing you to add a line to the staffing
profile. See step 6 on page 80.
Send Resource
Requests
Requests for resources appear in the resource request queue
of the resource pool. Resource managers can then make
assignments to the staffing profile. See Sending Resource
Requests from a Staffing Profile on page 83.
Import Positions
Copies the positions from the staffing profile selected using
the auto-complete. See the Position field below for a
description of positions. See Importing Positions into a Staffing
Profile on page 81.
Compare to
Work Plan
Opens the Analyze Staffing for Project page, which compares
staffing profile allocations to work plan assignments. This is
only available for staffing profiles that are attached to projects.
See Comparing a Project’s Assignments to its Staffing Profile
on page 100.
Position
The position defines the needed role, skills, and additional
resource attributes, along with the forecasted resource FTEs
and any named assignments made.
Status
The status of the position’s assignment.
Resource Pool
The resource pool the position draws from. This is determined
by the last action taken on the position.
[period totals]
74
The total hours for each month being projected in the staffing
profile.
If FTEs or person days are being used, the field appears as
Period Average.
Chapter 4
Table 4-5. Staffing profile configuration options and components (page 3 of 3)
Item Name
Description
Check all
Select this checkbox to select all unmet demand. Unselect this
checkbox to unselect all unmet demand.
Assign
Assign one or more resources to the selected unmet demand.
See Making Assignments on page 90 for more information.
Resource Finder
Use the Resource Finder to search for a resource. See
Making Assignments on page 90 for more information.
Reject
Reject a request for the selected unmet demand. See
Rejecting and Forwarding Demand on page 92 for more
information.
Forward
Forward a request to another resource pool. See Rejecting
and Forwarding Demand on page 92 for more information.
Export Staffing
Profile
Export the staffing profile page to a Microsoft Excel file.
Notes
Add Notes
Allows you to add any notes on the staffing profile itself.
Using Staffing Profiles: General Walkthrough
When putting together a project, the project manager should create a staffing
profile, which allows her to plan resource usage for that project. Each line in
the staffing profile represents a position for a resource with a specific role that
needs to be filled. When the project manager is finished making her resource
usage forecasts, she sends them to the resource manager as resource requests
from her staffing profile. Each resource request is submitted against a specific
resource pool. See Sending Resource Requests from a Staffing Profile
on page 83 for more details on this process.
The resource manager receives these resource requests as alerts on the
Resource Pool Overview page for a resource pool he manages, and proceeds to
the relevant staffing profile or Resource Allocation Management page to begin
making assignments. The Resource Request portlet can also be configured to
Using HP Resource Management for Capacity Planning
75
display resource requests across resource pools. See Assigning Resource Pool
Resources on page 89 for more details on this process.
A resource must be in a resource pool in order to be assigned to a staffing profile. By
default, only the resource pool manager (or a manager of a parent resource pool) is
permitted to make that assignment. To allow a project manager to assign any
resource (from any resource pool) to a work plan, staffing profile, or both, set the RM_
OVERRIDE_ASSIGNMENT_CONTROLS parameter in the server.conf file on the
PPM Server to TRUE.
Once assignments have been made and the project has been started, the project
manager can begin entering actual effort amounts into staffing profile
positions. The project can also be configured to roll up actual effort amounts
from the work plan into the staffing profile as work is completed. See the HP
Project Management User’s Guide for more detailed information on
configuring project settings.
Creating a Staffing Profile
To create a staffing profile:
1. Log on to PPM Center.
2. Select Project Management > Staffing Profiles > Create a Staffing Profile
from the menu bar.
The Create a Staffing Profile page opens.
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Chapter 4
3. Provide data for all required fields (Name, Start Period, End Period, Region,
and This is a __ Staffing Profile) and any optional fields.
.
Field Name
Description
Name
The name of the staffing profile.
Description
A description of the staffing profile.
Manager
The user responsible for the staffing profile
Start Period
The starting period (a fiscal month) for the
staffing profile.
End Period
The ending period (a fiscal month) for the staffing
profile.
The status of the staffing profile.
z
In Planning: The staffing profile is being
developed.
z
Active: The staffing profile is available to
execute.
z
Completed: The staffing profile has
completed execution.
z
Cancelled: The staffing profile has been
cancelled.
Status
Region
The geographic region in which the staffing
profile is used; determines holiday schedule.
Work Load Category
The category of work being tracked by the
staffing profile.
This staffing profile
should show as work
load
If selected, the Full Time Equivalents set in the
staffing profile will be counted as actual work
assignments in the HP Resource Management
Analyze Assignment Load capacity visualization.
Copy positions from
existing staffing profile
Copies the positions from the staffing profile
selected using the auto-complete.
This is a __ Staffing
Profile
Defines whether the staffing profile is associated
with an Asset, Org Unit, Proposal,
Freestanding, or Project.
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Field Name
Description
Default Resource Pool
When adding a line to the staffing profile, the
Resource Pool field will be automatically
defaulted with this value.
Synchronized with
Budget
Defines whether the staffing profile lines are
rolling up to a budget.
Budget Name
The name of the budget the staffing profile is
synchronized with.
At this point, you should decide the following:
78
z
Whether lines in the staffing profile count as workload
z
Whether to copy positions from an existing staffing profile, and if so,
which one
z
Whether the staffing profile is linked to an organization unit, asset,
project, or proposal
z
Whether the staffing profile will request resources from a particular
resource pool by default, and if so, which one
z
Whether the staffing profile’s lines will synchronize with a budget, and
if so, which one
Chapter 4
4. Click Create.
The Staffing Profile page opens.
5. Click the links above the Allocation Detail section to set the time periods
and units in which you want to provide allocations.
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6. Add positions (lines) to the staffing profile.
a. Click Add A Position. The Add Position dialog box opens.
b. Specify a Role Required, Name, and Resource Pool for the staffing
profile line.
c. (Optional) Provide data for any optional fields.
d. Type the assignments needed for each time period.
To save time, you can highlight a cell by clicking it and then using
Shift + click to fill a range of other cells in the same row with the
value it contains.
e. Click Add.
The Staffing Profile page reloads with the staffing profile line added.
f. Repeat as necessary.
You can add more than one line to the staffing profile at a time without
returning to the Staffing Profile page by clicking Add Another once you
have filled in the values for one line.
7. Click Done.
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Importing Positions into a Staffing Profile
If you have created positions in a staffing profile that you want to use in a new
or existing staffing profile, you can import these positions.
1. Open the staffing profile in which you want to add positions.
2. Click Import Positions.
3. From the Import Positions dialog, select the staffing profile from which to
copy positions. The number of positions that will be imported from the
selected staffing profile is displayed.
4. Click Import.
Viewing Staffing Profiles
Staffing profiles can be reached most easily from the Staffing Profile List
portlet.
Figure 4-5. Staffing Profile List portlet
Users with the View or Edit access to staffing profiles can add the Staffing
Profile List portlet to their PPM Dashboard.
You can also reach staffing profiles by using the Search Staffing Profiles page.
The Search Staffing Profiles page is opened by selecting Project
Management > Staffing Profiles > Search Staffing Profiles from the menu bar.
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Figure 4-6 shows the Search Staffing Profiles page and some of its key
features.
Figure 4-6. Search Staffing Profiles page
Modifying Staffing Profile Notifications
Notifications allow staffing profile managers to be notified (by email) when
resource requests are forwarded or rejected, and resources are allocated. By
default, staffing profile notifications are set to notify a staffing profile manager
when a resource request message is rejected, a resource is committed, a
committed resource changes to soft booked or is removed, and when the start
date, end date or FTEs of a committed resource is adjusted.
To modify staffing profile notifications:
1. Open a staffing profile.
2. In the Staffing Profile page, click Configure Notifications.
3. Select or unselect the check box for the level of notification you desire.
4. Click Save.
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Sending Resource Requests from a Staffing Profile
When you are creating a staffing profile, its lines represent forecasts for roles
that lack a specific resource. Once you have finished creating the staffing
profile, you can send assignment requests to the resource pools specified in
each staffing profile line. Assignment requests will appear for each resource
pool, for the resource manager to fill.
Figure 4-7. Resource pool with unfilled resource requests
To send assignment requests for your staffing profile:
1. Create a staffing profile with positions.
2. In the Staffing Profile page, click Send Resource Requests.
The Send Assignment Requests dialog box opens.
3. Select the checkbox next to each position for which you want to send an
assignment request.
4. Specify a date by which a response should be made in the Response
Needed
date field.
5. Click Send.
The assignment requests are sent to the appropriate resource pools. See
Assigning Resource Pool Resources on page 89 for details on what
happens once assignment requests have been made.
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Staffing Profile Security
Access to a staffing profile is controlled primarily through access grants set in
the security group definitions. For further granularity, the user who creates a
staffing profile can specify a list of users who can view it, edit its basic
information, edit its lines, or edit its security.
A staffing profile attached to a project can be viewed by everyone participating
in that project who has the proper access grants (see Staffing Profile Access
Grants), without necessarily appearing on the list specified for the staffing
profile using the Configure Access page (see Staffing Profile Configure Access
Page). This includes project process participants and project participants (users
who are assigned to tasks in the work plan, or who are specified on the staffing
profile itself). In addition, project managers can edit staffing profiles attached
to their projects. The same type of access applies to staffing profiles attached to
proposals and assets, for users of HP Portfolio Management.
Staffing Profile Access Grants
Users are linked to access grants through the security group they are a part of.
The access grants related to staffing profiles are discussed in more detail in
Table 4-6. Without these access grants, a user cannot view or edit a staffing
profile regardless of whether they are specified in the list on the staffing
profile’s Configure Access page, or are a participant in the project the staffing
profile is attached to (if any).
84
z
For more information on access grants and security groups, see the Security
Model Guide and Reference.
z
For more information on project and project process participants, see the
HP Project Management User’s Guide.
Chapter 4
Table 4-6. Staffing profile access grants
Access Grant
Description
View Staffing Profiles
The user can view any staffing profile for which they are
on the specified View or Edit list.
View All Staffing
Profiles
The user can view any staffing profile in the system.
Edit Staffing Profiles
The user can edit any staffing profile for which they are
on the specified Edit list.
Create Staffing
Profiles
The user can create new staffing profiles. Supplemental
to the Edit Staffing Profiles or Edit All Staffing Profiles
access grant.
Edit All Staffing
Profiles
The user can edit any staffing profile in the system.
Update Staffing
Profiles Status
The user can update the Profile Status, but nothing
else. Supplemental to the Edit Staffing Profiles or Edit All
Staffing Profiles access grant.
Staffing Profile Configure Access Page
The Configure Access page for a staffing profile is used to grant additional
editing access to the staffing profile to each user on the list individually. All
users listed on the Configure Access page minimally have viewing access.
Without the proper access grants, a user cannot view or edit a staffing profile
regardless of whether they are specified in the list on the staffing profile’s Configure
Access page, unless the staffing profile is attached to a project in which the user
participates. See Staffing Profile Access Grants for more detailed information.
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The Configure Access page options are discussed in more detail in Table 4-7.
Table 4-7. Security options for Staffing Profile Configure Access page
Option
Description
View Access
The user can view the staffing profile but not edit its
information. Any user listed has View access.
Edit Header
The user can edit the fields in the staffing profile
header section, but not the staffing profile lines, nor
change periods.
Edit Positions
The user can edit the staffing profile lines, but
nothing else.
Edit Assignment Actuals
The user can edit actuals on staffing profile lines, but
nothing else.
Edit Security
The user can use the Configure Access page to edit
viewing or editing security for the staffing profile.
Using the Configure Access Page
To set up a list of users with View or Edit access to a staffing profile:
1. Open the staffing profile.
If you have permission to modify the staffing profile, the Configure Access
button will be enabled.
2. Click Configure Access.
The Configure Access for Staffing Profile page opens.
3. Add a user to the list by click Add User and making a selection from the
list.
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Chapter 4
4. Configure each user’s access individually by selecting the checkboxes
under each category.
Granting Edit access automatically grants the user View access. See
Table 4-7 for more detailed information on each option.
5. Click Save.
Using Other Staffing Profile Features
Staffing profiles have other features that are useful for resource managers.
Staffing Profiles and HP Portfolio Management
HP Portfolio Management allows you to create proposals, projects, and assets
to build and monitor your portfolio. If a staffing profile is associated with one
of these HP Portfolio Management entities (proposal, project, or asset), then
the dates on that staffing profile are determined by the entity to which it has
been linked. If the dates for that entity change, the staffing profile’s start and
finish dates are also altered.
Default Resource Pools for Staffing Profiles
The Default Resource Pool field is used to specify a default resource pool from
which a staffing profile makes requests. This can be a convenient way to save
time when creating new lines for a staffing profile.
Synchronizing Budgets and Staffing Profiles
HP Financial Management allows you to create budgets to organize and track
costs. You can synchronize a staffing profile to an existing budget, creating
lines in the budget for planned labor costs that are automatically calculated
using cost rate rules from the positions and position forecasts in the staffing
profile.
For more details on cost rate rules, see the HP Financial Management User’s
Guide.
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If you decide to synchronize the staffing profile with a different budget, the
labor lines created in the old budget will be automatically deleted and the link
removed.
To synchronize a staffing profile with a budget:
1. Open an existing staffing profile and click Change Header.
2. Select the Yes option for Synchronized with Budget.
3. In Budget Name, choose a budget.
4. Click Done.
Entering Actuals Directly
You can enter actual load or effort for a position directly from the staffing
profile.
1. Open an existing staffing profile.
2. Click on a position for which you want to enter actuals.
3. In the Assignments Needed table, scroll down to the user for which you
want to enter actuals and enter the actual effort.
4. If you want to add actuals for additional users, click Save. Otherwise, click
Done to
save your data and exit the dialog.
The actual effort can be viewed in the Analyze Assignment Load portlet.
If the staffing profile is associated with a project, the actual effort can be used
to track resource usage. This is controlled through the projects settings in the
Cost and Effort policy. For more information on project settings and policies,
see the HP Project Management User’s Guide.
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Chapter 4
Allocation Time Period Adjustment
When a project (with a staffing profile associated with it) changes its start/end
date, the last viewed allocation time period (either hours or FTE) is maintained
while the non-viewed allocation is adjusted. For example, if a project (starting
in January and ending in February, viewed in FTEs with one FTE per month) is
adjusted back by one month (starting in December and ending in January), the
allocation time period for each month is maintained at 1 FTE per month while
the hours are adjusted to equal 1 FTE per month. Or, if the project (for the
month of January is viewed in hours with 80 hours) is adjusted ahead by one
month (to February), the allocation time period for February is maintained at
80 hours while the FTE is adjusted to equal 80 hours.
Assigning Resource Pool Resources
When a staffing profile is created, its positions represent needed roles without
resources specified. After creating a staffing profile, a project manager can
send resource assignment requests from the staffing profile to the various
resource pools specified in each staffing profile position (see Sending
Resource Requests from a Staffing Profile on page 83 for details). The resource
manager can then review the assignment requests for each resource pool and
go into each staffing profile, making the appropriate assignments for each line.
Collecting Resource Requests
To view resource requests, open the Resource Pool page for any resource pool.
All resource assignment requests submitted against a resource pool appear on
the Resource Pool page.
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Figure 4-8. Resource pool with unfilled resource requests
You can also view resource requests by adding the Resource Request portlet to
your PPM Dashboard or from the Resource Allocation Management page. The
Resource Request portlet displays collections of resource requests filtered by
resource pool manager, staffing profile, or role (fulfilled or partially assigned
requests are not displayed in the resource requests list). The Resource
Allocation Management page displays resource requests sorted by staffing
profile or position.
Click on the name of a resource pool to open its Resource Pool page.
Making Assignments
To fill a resource assignment request:
1. Open a resource pool.
2. In the Resource Requests section of the Resource Pool page, click on the
name of a staffing profile.
The Staffing Profile page opens. Positions with open resource assignment
requests display an Unmet Demand message in orange. The position
requesting resources will be selected.
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3. Assign one or more resources in one of the following ways.
z
From the Staffing Profile page, do one of the following:
o Click Assign to assign one or more resources.
o Click the Resource Finder icon to search for a suitable resource
using the Resource Finder.
The Resource Capacity with Assignments dialog box opens, displaying
the selected resource’s current capacity with the staffing profile line’s
commitments marked as Soft Booked.
z
From the Resource Allocation Management page, click the pull-down
menu next to the position to assign and select Assign.
4. Make any changes to the resource’s commitment to the staffing profile
line.
z
You can change the nature of the resource’s commitment between Soft
Booked and Hard Booked, or you can remove it entirely.
z
You can change the number of hours committed to the staffing profile.
z
If the resource pool is configured to send notifications to a resource,
you can choose not to send an email notification.
5. Click Done.
The Staffing Profile page reloads with your changes made. If unmet
demand still remains, you can repeat the assignment process as needed.
A resource must be in a resource pool in order to be assigned to a staffing profile.
By default, only the resource pool manager (or a manager of a parent resource
pool) is permitted to make that assignment. To allow a project manager to assign
any resource (from any resource pool) to a work plan, staffing profile, or both, set
the RM_OVERRIDE_ASSIGNMENT_CONTROLS parameter in the server.conf
file on the PPM Server to TRUE.
You can only make assignments from the resource pool specified by the
originating requests when using the Assign button, but you can assign resources
from other resource pools that you manage by using the Resource Finder. The
specified resource pool includes resources from its child resource pools.
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Rejecting and Forwarding Demand
Resource demand that comes from staffing profiles can be rejected from a
particular resource pool outright, or forwarded to a different resource pool for
assignment.
When making assignments to a staffing profile in response to resource
assignment requests, the Reject and Forward buttons appear next to the Assign
button and Resource Finder icon on the staffing profile.
To reject unmet resource demand for a staffing profile line:
1. Select the checkbox next to the unmet demand for the staffing profile
line(s) you wish to reject.
2. Click Reject.
The Reject Request for Unmet Demand dialog box opens.
3. Supply a reason for rejecting the resource demand in the Comments field
and click Done.
To forward unmet resource demand for a staffing profile line to a different
resource pool:
1. Select the checkbox next to the unmet demand for the staffing profile
line(s) you wish to forward.
2. Click Forward.
The Forward Request to Another Pool dialog box opens.
3. Specify a resource pool in the Forward to Resource Pool field.
4. Supply a reason for forwarding the resource demand in the Comments field
and click Done.
You can also reject and forward demand from the Resource Allocation
Management page. See Rejecting Resource Requests from the Resource
Allocation Management Page on page 115 and Forwarding Resource Requests
from the Resource Allocation Management Page on page 114 for more
information.
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Chapter 4
Analyzing Resource Pools
Resource capacity planning typically involves the use of both resource pools
and staffing profiles. The projected capacity of resources can be tracked with
resource pools, while anticipated demand is tracked with staffing profiles.
Comparing a resource pool to a staffing profile can yield valuable insight on
future resource deployments as they are weighed against planned resource
capacity.
Comparing Resource Pools to Staffing Profiles
The Analyze Resource Pools portlet provides a way to assess planned load on
resource pools by directly comparing the projected demand in a staffing profile
or Profiles to projected capacity in a resource pool or pools. Figure 4-9 shows
the Analyze Resource Pools portlet.
Figure 4-9. Analyze Resource Pools portlet
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Key features of the Analyze Resource Pool portlet include:
z
The blue line represents the total capacity of the resource pool or pools
being analyzed
z
The black line represents the total named capacity of the resource pool or
pools being analyzed
z
Bars on the chart represent resource allocations from staffing profiles by
period, which can be split internally by staffing profile or status
The Analyze Resource Pools portlet can be filtered using the parameters
described in Table 4-8.
Table 4-8. Analyze Resource Pools portlet - parameters (page 1 of 2)
Field Name
Description
Filter By
94
Analyze Capacity from
Resource Pools
A multi-select auto-complete field that selects the
resource pool or pools you wish to analyze.
Include (only) Staffing
Profiles with Status
Selects staffing profiles with the specified Statuses
to display.
Staffing Profiles with
Workload Category
Selects staffing profiles of a specific Workload
Category to display.
Include (only) Lines from
Resource Pools and Staffing
Profiles with Specific Role
A multi-select auto-complete field that selects a role
or set of roles to display from the resource pools
and staffing profiles being analyzed.
Chapter 4
Table 4-8. Analyze Resource Pools portlet - parameters (page 2 of 2)
Field Name
Description
Time Period
Period
Selects the time period being used by the Analyze
Resource Pools portlet such as Weeks, Day,
Quarters, Month, or Year.
Display (x) past periods
Selects up to 20 time periods before the current
date to include in the Analyze Resource Pools
portlet. If the period is yearly, selects up to 12 time
periods. Useful for viewing historical trends.
Display (x) future periods
Selects up to 20 time periods after the current date
to include in the Analyze Resource Pools portlet. If
the period is yearly, selects up to 8 time periods.
Arrange Data
Group By
Determines whether to display the results by
Staffing Profile or Assignment Status.
To get a breakdown of total resource capacity viewed against load by staffing
profile, click View Data Table. The Analyze Resource Pools Breakdown table,
pictured in Figure 4-10, opens in a new window.
For parent resource pools, the capacity line includes the FTEs from all child resource
pools as well, meaning all roll-up lines are included. Similarly, the resource allocation
bars represent all staffing profiles that draw from the child resource pools.
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Figure 4-10. Analyze Resource Pools Breakdown table
The Analyze Resource Pools Breakdown table can be used to obtain a more
numerically precise breakdown of projected load distribution. The figures can
also be copied and pasted into a spreadsheet program like Microsoft® Excel for
further manipulation.
You can have multiple instances of this portlet on your PPM Dashboard, for
keeping track of different resource pools.
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Chapter 4
Analyzing Staffing Profiles Associated with Projects
Staffing profiles that are associated with projects can be compared with those
projects to see how well they match up in terms of resource allocation and
actual workload.
Automatic Tracking of Actuals for Staffing Profiles
If a staffing profile is associated with a project, you can set it to roll up values
for Actual Effort directly from the work plan. This is controlled through the
project settings, in the Cost and Effort policy. For more information on project
settings and policies, see the HP Project Management User’s Guide.
A staffing profile can only be associated with one project, and vice versa.
The roll-up of Actual Effort values from a work plan works thusly:
z
Actual FTE values are calculated from the Actual Effort tracked on the
work plan’s tasks. The actual effort values appear only in the Analyze
Staffing Profile page.
z
The Analyze Staffing Profile page shows the scheduled and actual effort
from the project’s work plan, grouped by either resource or role.
z
When viewing the Analyze Staffing Profile page grouped by resource, if a
resource is not yet assigned to a task, the roll-up of scheduled effort will
appear in the unassigned collection.
z
When viewing the Analyze Staffing Profile page by role, the scheduled and
actual effort appears under the role specified on the task.
A staffing profile for a project must be created from that project’s Project Overview
page.
To create a staffing profile for a project:
1. Log on to PPM Center.
2. From the menu bar, select Search Projects and open the project you want.
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3. Click Project Settings and click on the Cost and Effort policy.
The Cost and Effort policy may not be editable. If not, you cannot modify the
project’s Cost and Effort settings unless you modify the project type that governs
the project. See the HP Project Management User’s Guide for more detailed
discussion of how project types govern project settings through project policies.
4. Select Staffing Profile represents the work load imposed by the project.
5. Select Use actual information from the work plan and Time Management
when viewing actuals in the staffing profile.
6. Click Save.
7. In the Project Staffing section of the Project Overview page, click Create a
Staffing Profile.
The Create a Staffing Profile page opens.
8. Provide data for required and optional fields and click Create.
You can copy positions from an existing staffing profile by specifying
them in the Copy positions from existing staffing profile auto-complete.
Automatic Tracking of Actuals with HP Time Management
A staffing profile linked to a project can roll up even more accurate Actual
Effort data if HP Time Management has been enabled and is properly set for
the project. For more details on HP Time Management, see the HP Time
Management User’s Guide.
The Cost and Effort policy in the project’s settings determines whether or not
financial data is tracked for a project, and how actuals are to be calculated, if at
all. The Cost and Effort policy also determines how HP Time Management is
used to track effort, if HP Time Management has been enabled for the system.
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Figure 4-11. Project Settings: Cost and Effort policy
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Once HP Time Management is activated for the project, the Actual Effort
values entered will roll up into the staffing profile, assuming the staffing
profile is set properly (see Automatic Tracking of Actuals for Staffing Profiles
on page 97).
To set HP Time Management to track Actual Effort for a project:
1. Log on to PPM Center.
2. From the menu bar, select Search Projects and open the project you want.
3. Click Project Settings and click on the Cost and Effort policy.
The Cost and Effort policy may not be editable. If not, you cannot modify the
project’s Cost and Effort settings unless you modify the project type that governs
the project. See the HP Project Management User’s Guide for more detailed
discussion of how project types govern project settings through project policies.
4. Select Use Time Management to track actual effort against this project.
5. Select the appropriate level of the work plan to track.
6. Click Save.
Comparing a Project’s Assignments to its Staffing Profile
The Analyze Staffing for Project page, pictured in Figure 4-12, compares
capacity (as the active staffing profiles for a project) to assignments within the
associated project’s work plan, viewable by role or by resource. It can be used
to monitor compliance of the work plan and actuals to organizationally
agreed-upon staffing levels for the project. Open it by clicking Compare to
Work Plan in the Staffing Profile page.
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Chapter 4
Figure 4-12. Analyze Staffing for Project page
The data in the Analyze Staffing for Project page can also be exported to a
Microsoft Excel file for use in presentations or for further analysis. To export
the Analyze Staffing for Project page to a Microsoft Excel file, click the Export
to Excel link.
If you are having problems with the data in Excel, you may need to configure the
Internet options of your Web browser. See the HP Project Management User’s Guide
for more information.
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Analyzing Staffing Profiles Associated with Assets
If a staffing profile is associated with an asset, you can:
z
collect actuals from a time sheet and roll them up into the staffing profile,
z
view actuals entered against an asset, and
z
view resource load that includes time logged against an asset.
Rolling up Time of an Asset to a Staffing Profile
If the request type of an asset request is configured to use HP Time
Management to track actuals (actuals are collected from the asset’s time sheet),
time is rolled up to the staffing profile of the asset.
Viewing Actuals
If a staffing profile is associated with an asset, you can view a table that
contains the breakdown of the actuals entered against the asset:
1. Open the staffing profile.
2. Click View Actuals.
The table displays actuals and assigned loads for resources who have entered
time against the asset associated with the staffing profile.
The actuals are not limited by the staffing profile period.
Analyze Assignment Load Portlet
If a staffing profile is associated with an asset, the Analyze Assignment Load
portlet includes time logged against an asset (time logged against asset
requests is counted as actual effort).
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Chapter 4
Managing Resource Allocation
Resource allocation management enables the resource pool manager to assess
and manage resources and resource requests for a single resource pool from a
quick edit page.
From the Resource Allocation Management page, you can:
z
Allocate resources to staffing profile position requests
z
Assess total capacity, committed and soft-booked allocations, and
remaining capacity of a single resource pool
z
View all resource requests and balance resource allocation across projects
z
Make changes and view their impact before saving them
Accessing the Resource Allocation Management Page
You can access the Resource Allocation Management page from two different
locations in the interface.
z
From the menu bar:
a. Select Resource Management > Resources > Manage Allocation.
b. Select a resource pool by clicking Select a Resource Pool or Please
Specify a Resource Pool.
z
From the Resource Pool Overview page: click Manage Allocation.
You must be the manager of at least one resource pool in order to access the
Resource Allocation Management page.
The Resource Allocation Management page loads data once. If the data is
modified by another user (outside of the current Resource Allocation
Management page or using another instance of the Resource Allocation
Management page), the data on the current Resource Allocation Management
page is not updated. If any modifications you make collide with modifications
saved by another user, your modifications are not saved. You must exit and
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reload the Resource Allocation Management page and re-enter your data. To
avoid these collisions, you should save your modifications often.
Interpreting the Resource Allocation Management Page
Figure 4-13. Resource Allocation Management page
Position:
Forecast
Position:
Resource:
Allocation
Resource:
Remaining Capacity
Unmet Demand
The following table describes the data that displays in the Resource Allocation
Management page. The data is only for the selected resource pool and changes
dynamically when a resource allocation is modified.
Table 4-9. Data displayed in the Resource Allocation Management page
(page 1 of 2)
Time Period Data
Description
The anticipated demand for a staffing profile position.
Position: Forecast
This information is located in the first column of a time
period section for a staffing profile position.
A position with open resource assignment requests.
Position: Unmet
Demand
This information is located in the second column of a time
period section for a staffing profile position.
Unmet Demand = Forecast
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– Resource Allocations
Chapter 4
Table 4-9. Data displayed in the Resource Allocation Management page
(page 2 of 2)
Time Period Data
Resource: Allocation
Resource:
Remaining Capacity
Description
Modifiable capacity of a resource allocated to a staffing
profile position.
This information is located in the first column of a time
period section for a resource.
The available capacity of a resource. A number displayed in
red denotes an overallocation of a resource's effort. If the
resource is assigned to more than one staffing profile,
allocations for the other staffing profiles are reflected in this
number.
This information is located in the second column of a time
period section for a resource.
Remaining Capacity = Resource Capacity
Allocations
– Resource
The allocation and capacity for the selected resource pool.
Click to view the data. This information changes
dynamically when resource allocations are modified.
NOTE: Loading this data may cause system performance to
decrease.
Projected Resource
Pool Utilization
This data never includes resources of child resource pools.
Selecting the Include children resource pools when
calculating the resource load for this resource pool
check box (from the Edit Resource Pool page) does not
affect the data on the Resource Allocation Management
page.
See Viewing Projected Resource Pool Utilization from the
Resource Allocation Management Page on page 117 for
more information.
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Filtering and Sorting the Resource Allocation Management Page
Filtering allows you to modify the information displayed in the Resource
Allocation Management page. Quick filters are used to select a single item on
which to filter. The advanced filter allows you to filter on multiple items. The
time period filter allows you to filter on a start and end period. You can also
sort the information by staffing profile and staffing profile position.
The filters currently applied to the Resource Allocation Management page are
displayed at the top of the table along with the time the page was opened. If the
list of applied filters is truncated, placing the cursor on the filter displays a
tooltip that shows all of the applied filters.
All resources of a filtered position are displayed. That is, results are filtered by
position, not resource status. For example, if Resource A of Position 1 is soft-booked,
Resource B of Position 1 is committed, and Resource C of Position 1 is committed,
Position 1 is a soft-booked position. If you filter on soft-booked, Position 1 is displayed
and includes Resource A, Resource B, and Resource C.
Quick Filters
Use the quick filters to select a single item on which to filter for the selected
resource pool (choose an item from the Filter For menu).
Table 4-10. Quick filters for the Resource Allocation Management page
(page 1 of 2)
106
Quick
Filter
Description
All
Displays all positions that have a resource allocated (soft-booked or
committed) or a resource with forecast demand (whose position status
is not new).
Not
Fulfilled
Displays all positions for which resources have been requested,
soft-booked, or partially assigned. By default, this filter is selected
when the Resource Allocation Management page is opened.
Requested
Displays all positions for which resources have been requested.
Soft
Booked
Displays all positions for which resources are soft-booked.
Soft-booked positions contain soft-booked resources from the
selected resource pool (and include forwarded requests).
Chapter 4
Table 4-10. Quick filters for the Resource Allocation Management page
(page 2 of 2)
Quick
Filter
Description
Partially
Assigned
Displays all positions for which resources are partially assigned.
Partially assigned positions have all resources committed and there is
unmet demand. If one or more resources are not committed (that is,
one or more resources are soft-booked), the position is considered
soft-booked. Partially assigned positions do not include positions
whose resource request is partially allocated from the selected
resource pool and the remaining portion of the request has been
forwarded.
Staffing
Profile
Displays all positions of the staffing profile(s) you select from the
dialog.
Resource
Displays all positions of the resource(s) you select from the dialog.
Advanced Filter
Use the advanced filter to select multiple items on which to filter the Resource
Allocation Management page. To set the advanced filter, do the following:
1. Open the Filter For menu.
2. Select Advanced.
The Search for Staffing Profile Positions dialog displays.
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3. Enter the information for one or more fields on which you want to filter.
Field Name
Description
Position
Status
Select one or more position statuses. This filter displays all staffing
profile positions that have an assigned resource whose status
matches the selected status(es). Choices include: New,
Requested, Partially Assigned, Soft Booked, Fulfilled, and
Rejected.
Staffing
Profile Status
Select one or more staffing profile statuses. This filter displays all
staffing profile positions whose staffing profile status matches the
selected status(es). Choices include: Active, In Planning, and
Completed. Note that Cancelled, Approved, and Baselined are not
available.
Role
Select one or more roles. This filter displays data for staffing
profile positions that contain the selected role(s).
Skill
Select one or more skills. This filter displays data for staffing
profile positions that contain the selected skill(s).
Staffing
Profile
Manager
Select one or more staffing profile managers. This filter displays
data for staffing profile positions controlled by the selected staffing
profile manager(s).
Position
Name
(contains)
Enter a text string. This filter displays data for staffing profile
positions that contain the entered text in the position name.
Resource
Type
Select one or more resource types. This filter displays data for
staffing profile positions that contain the selected resource type(s).
Resources
Select one or more resources. This filter displays data for staffing
profile positions that contain the selected resource(s).
Staffing
Profile
Select one or more staffing profiles. This filter displays data for
staffing profile positions contained in the selected staffing
profile(s).
4. Click Search.
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Time Period Filter
Showing from <date> to <date> is the time period of the data displayed. The
default time period displayed is one year, starting one month prior to the
current month.
To change the time period, do the following:
1. Click Change, located next to the displayed time period (Showing from
<date> to <date>).
The Change Time Periods dialog appears.
2. Enter the Start Period and End Period dates.
Field Name
Description
Start Period
Enter the initial time period from which to start the display of
data.
End Period
Enter the final time period for which to end the display of data.
3. Click Change.
Sorting by Staffing Profile and Staffing Profile Position
By default, the list of staffing profiles and positions are sorted in alphabetical
order by staffing profile. You can also sort by staffing profile position by
clicking the Position header. The Sort icon ( ) appears next to the header of the
item on which the sort is taking place.
You can sort the staffing profiles or staffing profile positions in reverse
alphabetical order by clicking on the appropriate header.
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Changing the Display Options of the Resource Allocation Management Page
Display options alter the amount of data displayed in the Resource Allocation
Management page. You can change the period type, effort type, and the
columns of data displayed.
To modify display options, do the following:
1. Click Display Options.
The Change Display Options dialog displays.
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Chapter 4
2. Edit one or more of the following:
Field Name
Description
Group Periods by
The period type (how the time period is
divided). Select either Month or Week.
Default: The value to which the RM_
DEFAULT_PERIOD_TYPE parameter is set
in the server.conf file.
Measure Effort in
The effort type (how effort is measured).
Select either FTE (full time equivalents) or
Hours. NOTE: If set to FTE, the position’s
unmet demand may be calculated incorrectly.
Use the unmet demand values from the
Staffing Profile page instead. Default: The
value to which the RM_DEFAULT_EFFORT_
TYPE parameter is set in the server.conf
file.
Select this check box to hide the second
column of data (containing unmet demand
and remaining capacity) for each time period
section. By default, this check box is not
selected.
Hide Available Capacity/
Unmet Demand Columns
If this check box is selected and you assign a
resource, the resource’s allocations are
automatically set to zero. Because the
position’s unmet demand and the resource’s
remaining capacity are not calculated, the
resource’s allocation cannot be calculated
and is therefore set to zero.
3. Click Change.
Displaying Resources
You can expand and collapse a staffing profile position to display its resources
in the Resource Allocation Management page:
z
To display all resources of all staffing profiles, click
z
To hide all resources of all staffing profiles, click
Using HP Resource Management for Capacity Planning
.
.
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z
To display the resources of a staffing profile, click
profile.
z
To hide the resources of a staffing profile, click
profile.
next to the staffing
next to the staffing
Displaying Additional Pages of Data
Depending on the filters you select, data may be displayed on more than one
page of the Resource Allocation Management page. In the top right corner of
the table, you can see how many pages of date are available to view and which
page you are viewing.
To go to the next page of data, click Next.
To go to the previous page of data, click Prev.
If you made changes on the current page, you are prompted to save or discard
these changes.
Modifying server.conf Parameters
You can modify parameters in the server.conf file to change the maximum
number of rows displayed on a single page, the number of staffing profile
positions displayed on a single page, the units displayed in the Display Options
dialog for measurements, the default unit displayed in the Display Options
dialog for groupings and measurements, and the maximum number of
resources for which the Projected Resource Pool Utilization summary is
calculated.
See the System Administration Guide and Reference for more information
about editing the server.conf file.
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Chapter 4
Table 4-11. Resource allocation management server.conf parameters
Parameter
Description
RAMP_MAX_RA_PER_PAGE
The maximum number of rows of data to
display on a single page. Default: 200.
RAMP_PAGE_SIZE
The maximum number of staffing profile
positions to display on a single page. Default:
20.
RM_ALLOWED_EFFORT_TYPES
The effort types from which the resource pool
manager can select for the Measure
Effort in field in the Display Options
dialog. Valid values: fte, hours, person days.
Default: fte, hours.
RM_DEFAULT_EFFORT_TYPE
The default effort type. The resource pool
manager can change the effort type by
modifying the Measure Effort in field in
the Display Options dialog. Valid values: fte,
hours, person days. Default: fte.
RM_DEFAULT_PERIOD_TYPE
The default time period section. The
resource pool manager can change the time
period section by modifying the Group
Periods by field in the Display Options
dialog. Valid values: week, month. Default:
month.
RM_MAX_RESOURCE_IN_POOL
The maximum number of resources in a
resource pool for which the Projected
Resource Pool Utilization summary will be
calculated. If the number of resources in a
resource pool exceeds this number, you
cannot load or view the Projected Resource
Pool Utilization summary data. Default: 250.
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Assigning Resource Requests from the Resource Allocation Management Page
To assign a resource, do the following:
1. From the Resource Allocation Management page, click
next to the
position to assign and select Assign.
2. Search for a specific resource and select the resource to assign to the
position.
Resources from a child resource pool are not displayed in the auto-complete
window.
3. Click Save.
You must click Save from the Resource Allocation Management Page in order to
save any assignments you made.
Forwarding Resource Requests from the Resource Allocation Management
Page
To forward a resource, do the following:
1. From the Resource Allocation Management page, click
next to the
position to forward and select Forward.
The Forward Request to Another Pool dialog opens.
2. Specify a resource pool in the Forward to Resource Pool field.
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Chapter 4
3. Supply a reason for forwarding the resource demand in the Comments
field.
4. Click Forward.
Rejecting Resource Requests from the Resource Allocation Management Page
To reject a resource, do the following:
1. From the Resource Allocation Management page, click
next to the
position to reject and select Reject.
The Reject Request for Unmet Demand dialog opens.
2. Supply a reason for rejecting the resource demand in the Comments field.
3. Click Done.
Removing a Resource from the Resource Allocation Management Page
A resource that has been assigned to a position can also be removed from that
position. To remove a resource, do the following:
1. Click
next to the resource to select it for removal. The resource and its
data remain, but are displayed in gray.
2. Click Save on the Resource Allocation Management page.
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You can re-add a resource that has been selected for removal by clicking .
This icon only appears when a resource has been selected for removal but
before clicking the Save button on the Resource Allocation Management page.
If a resource request has been forwarded to your resource pool and that resource has
been assigned to a position, you cannot remove this resource if you do not manage
this resource.
Changing Resource Status from the Resource Allocation Management Page
Once a resource has been assigned to a position, you can change the status of
the resource to either committed or soft-booked. By default, the status of a
resource is soft-booked.
To change the status of a resource:
z
Open the menu located to the right of the resource and select a status.
Saving Allocation Data Changes in the Resource Allocation Management
Page
If you made changes to and try to save data that has been recently modified by
another user (that is, the data displayed in the Resource Allocation
Management page is not the most current data), a message displays the data
that cannot be saved. You must exit and reload the Resource Allocation
Management page and re-enter your data.
To save changes made to the Resource Allocation Management page, click
Save.
To exit and save any changes made to the Resource Allocation Management
page, click Done.
To cancel any changes made to the Resource Allocation Management page
since the last save, click Cancel.
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Chapter 4
Viewing Projected Resource Pool Utilization from the Resource Allocation
Management Page
The Projected Resource Pool Utilization section displays the total capacity,
total committed allocations, total soft-booked allocations, and remaining
capacity for the resource pool. The data is updated dynamically when resource
allocations are modified in the Resource Allocation Management page.
This data never includes resources of child resource pools. Selecting the Include
children resource pools when calculating the resource load for this resource
pool check box (from the Edit Resource Pool page) does not affect the data on the
Resource Allocation Management page.
To view the total capacity, total committed allocations, total soft-booked
allocations, and remaining capacity, do the following:
z
Click
next to Projected Resource Pool Utilization.
Loading this data may cause system performance to decrease.
Table 4-12. Data displayed in the Projected Resource Pool Utilization section
(page 1 of 2)
Time Period Data
Description
The direct capacity of the selected resource pool.
Total Capacity
Total Committed Allocations
Using HP Resource Management for Capacity Planning
This information is located in the first column of a
time period section for the projected resource pool
utilization.
The total number of resources in the selected
resource pool committed to a staffing profile.
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Table 4-12. Data displayed in the Projected Resource Pool Utilization section
(page 2 of 2)
Time Period Data
Description
Total Soft Booked
The total number of resources in the selected
resource pool not yet committed to a staffing profile.
The available capacity of the selected resource
pool. A number displayed in red denotes an
overallocation.
Remaining Capacity
This information is located in the second column of
a time period section for the projected resource pool
utilization.
Remaining Capacity = Total Capacity
Committed + Total Soft Booked)
– (Total
Viewing Information about a Staffing Profile, Resource, or Position from the
Resource Allocation Management Page
You can display additional information about a staffing profile, resource, or
position by using a tooltip or opening an overview window (staffing profile
only).
Viewing Staffing Profile Information
You can view information about a staffing profile in two different ways:
z
Place the cursor on a staffing profile to display a tooltip. The following
information displays: staffing profile name, status, staffing profile
manager, start date, end date, and work load category.
z
Click on the staffing profile name to open a Staffing Profile overview page
in another window.
The information displayed is for reference only. Do not edit the staffing profile from
this window. If you make changes in this window, changes in the Resource
Allocation Management page may not be saved.
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Chapter 4
Viewing Resource Information
To view information about a resource, do the following:
z
Place the cursor on a resource to display a tooltip. The following
information displays: full name, user name, role, and email address.
Viewing Position Information
To view information about a position, do the following:
z
Place the cursor on a position to display a tooltip. The following
information displays: position name, status, response needed by, role,
resource pool, and resource type.
Changing the Resource Pool Displayed in the Resource Allocation
Management Page
If you manage more than one resource pool, you can load the data from another
resource pool (including a child resource pool if you are the manager of its
parent resource pool):
1. Click Change next to the resource pool name at the top of the page.
2. Select the resource pool to view.
You can only view data for one resource pool in the Resource Allocation
Management page.
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119
Performance and Other Considerations of the Resource Allocation
Management Page
120
z
Do not load the Projected Resource Pool Utilization data unless you must
view it. Loading this data may cause system performance to decrease.
z
The Mozilla Firefox browser renders tables more efficiently than Microsoft
Internet Explorer.
z
Save your changes often. This reduces the chance of losing data due to
collisions (other users updating the same data at the same time).
z
Use the filters to display a small number of positions (20 or less) if you are
allocating resources.
z
Change the time period to display the smallest period of time possible if
you are allocating resources.
Chapter 4
5 Using HP Resource Management for Work
Plan and Request Execution
Overview of Using HP Resource Management for Work Plan
and Request Execution
This chapter explains how to use HP Resource Management functionality to
perform operational planning tasks and analyze current resource usage. HP
Resource Management can be used for operational resource planning, which
concerns itself with how resources are being used for current work.
Operational resource planning using HP Resource Management can consist of
the following activities:
z
Viewing present resource usage
z
Determining areas of over-allocation and under-allocation of workload
among resources (load balancing)
z
Displaying personal workload for the present and near future
z
Finding the most appropriate resources to complete a task or request
Whereas resource capacity planning typically involves only management-level
personnel and higher, operational resource planning concerns two main sets of
users:
z
Managers. Project or team managers use HP Resource Management to
analyze resource workload for their teams and take the appropriate actions.
z
Team members. Team members view their own workload with handy
visualizations and spot potential trouble areas.
121
Workload tracked in HP Resource Management can consist of either project
tasks or requests.
Assignments made to resources in staffing profile lines can also be tracked as
operational load if so desired. See Tracking Demand with Staffing Profiles on page 71
for more information on staffing profiles.
The system takes into account users’ start and end dates in resource capacity
calculations and visualizations. For example, a user who is set to leave the company
at a certain date cannot be assigned to a task or staffing profile afterward. Likewise,
users starting work in the future can be selected for relevant entities scheduled to be
active in the future.
Configuring Requests for HP Resource Management
In order to consider requests as work items to be tracked in HP Resource
Management, you must associate work item fields with them. See Setting Up
Request Work Item Fields on page 26 for more detailed information on
associating work item fields with requests.
In order to view or use requests, you must have a Demand Management license.
A request work item features the fields described in Table 5-1.
Table 5-1. Request work item fields (page 1 of 2)
122
Field Name
Description
Workload/Non
Workload
Whether the request work item is counted as load
against the assigned resource’s capacity.
Workload Category
The reporting category of the request work item.
Scheduled Start Date
The scheduled start date for the request work item.
Scheduled Finish Date
The scheduled finish date for the request work item.
Scheduled Duration
The scheduled duration for the request work item.
Scheduled Effort
The scheduled effort for the request work item.
Assigned Resource
(Already present as the Assigned User.)
Chapter 5
Table 5-1. Request work item fields (page 2 of 2)
Field Name
Description
Role
The role being used by the Assigned Resource.
% Complete
(Automatically updated by request workflow.)
Actual Start Date
The actual start date for the request work item.
Actual Finish Date
The actual finish date for the request work item.
Actual Duration
The actual duration for the request work item.
Actual Effort
The actual effort for the request work item.
These work item fields have HP Resource Management interaction built into
them through request type rules and other built-in system functionality. For
more information on request type rules, see the HP Demand Management
Configuration Guide document.
The following work item fields can be safely customized with minimal impact
to HP Resource Management functionality:
z
Workload/Non Workload (if set to No, the request is not counted as
workload)
z
Workload Category
Certain work item fields have strong functional defaults, such that altering the way
they work could have unintended side effects. The following work item fields can have
Rules that read their values, but generally should not be altered unless you need to
specify effort other than full time:
z
Scheduled Duration
z
Actual Duration
z
Scheduled Effort
z
Actual Effort
Using HP Resource Management for Work Plan and Request Execution
123
Assigning Requests
Requests are assigned using HP Demand Management. Setting a resource as
the Assigned To user for a request automatically books that resource for the
request.
Booking a resource for a request also books that resource’s primary role. If the
resource has a different role you want to book, you can change the value in the
Role field.
The request is counted as load against the resource’s capacity and will show up
in HP Resource Management visualizations, such as the resource Gantt chart
on the Capacity/Load tab of the View Resource page, pictured in Figure 5-1. If
the Workload flag is enabled, the request will show up in load histograms.
Figure 5-1. View Resource page: Capacity/Load tab
To view your resource Gantt chart, select Administration > View My Resource
Information from the menu bar in the standard interface and click the Capacity/
Load tab. The resource Gantt chart can be altered to display a wide range of
time periods.
To view a Gantt chart, you must have a license for HP Project Management.
A request that is in progress but is 0 percent complete appears as Ready in the Gantt
chart.
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Chapter 5
Assigning Tasks
Tasks can be assigned to a role or a specific resource.
Associating Roles with Tasks
When planning a project, tasks can be associated with a specific role prior to
booking the exact resource who will complete the task. This can help produce
more accurate cost estimates as well as a detailed role load view in the early
stages of project plan management.
Figure 5-2. Task with role assigned but no resource
To book a role for a task:
1. Open the work plan.
2. Double-click the task to which you want to assign a role.
The Task Details page opens.
3. Click the Resources tab.
Using HP Resource Management for Work Plan and Request Execution
125
4. Provide a value in the Assigned Role field.
5. Click Save.
Assigning Resources to Tasks
Setting a resource as the Resource for a task automatically books that resource
for the task.
Booking a resource for a task also books that resource’s primary role.
To book a resource for a role other than their primary role:
1. Open the work plan.
2. Double-click the task to which you want to assign a role.
The Task Details page opens.
3. Click the Resources tab.
4. Provide a value in the Assigned Role field.
5. Click Save.
Assigned tasks can be automatically counted as load against a resource’s
capacity, but it is recommended that the project staffing profile (if one exists)
be configured to count as workload. This allows the work plan to be laid out
and scheduled in phases without concern that resources will appear free when
they are not yet assigned to specific tasks. Work plan task assignments will
show up in HP Resource Management visualizations such as the two-week
Resource Gantt chart pictured in Figure 5-1 on page 124.
The Resource Finder can also be used to find the most appropriate resource to
complete the task. The Resource Finder scores resources based on role and
skill suitability and availability. See Using the Resource Finder on page 130
for more detailed information.
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Chapter 5
Booking Multiple Resources on a Task
A task can be assigned to more than one resource. Assigning multiple
resources to a task results in the following HP Resource Management
behavior:
z
Each assigned resource is booked for the task’s entire scheduled duration.
The scheduled effort is adjusted proportionately. For example, a one-day
duration task, with a 10-hour workday and two resources assigned, would
default to 20 hours of effort.
To assign multiple resources to a task:
1. Open the work plan.
2. Double-click the task to which you want to assign a role.
The Task Detail page opens.
3. Click the Resources tab.
4. Click Add Resource to select a new resource to add to the task.
Repeat as necessary.
5. Click Save.
The values for each individual resource’s scheduled effort can be altered in the
Task Detail page.
To change the scheduled effort for multiple resources assigned to a task:
1. Open the work plan.
2. Double-click the task to which you want to assign a role.
The Task Detail page opens.
3. Click the Resources tab.
4. Click Change to Manual Control.
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127
5. For each resource, type a value in the Scheduled Effort numeric field.
The Total Effort (hours) and Unassigned Effort fields update themselves
automatically. If Total Effort is altered directly, the partial effort of each
resource is adjusted proportionately.
6. Click Save.
Comparing Project Capacity to Work Plan Load
The Compare to Work Plan for Project page can be used to compare the
forecasts made by the project staffing profile to the task assignments made on
the work plan. If the rolled-up scheduled effort from the work plan does not
align with the high-level assignments made in the staffing profile, this could be
an indication of unbalanced utilization of the resources committed to the
project. This is the same page used to compare the actual effort from the work
plan with the assigned capacity in the staffing profile.
Compare to Work Plan for Project
The Compare to Work Plan for Project page displays a data table for a staffing
profile that can be broken down by role or resource.
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Chapter 5
Figure 5-3. Compare to Work Plan for Project page
The table shows a different set of details depending on which is chosen, listed
in Table 5-2.
Table 5-2. Details available in Compare to Work Plan for Project page
Table breakdown by
Available details
Demand Forecast
Role
Assigned
Scheduled Effort
Actual Effort
Assigned
Resource
Scheduled Effort
Actual Effort
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Open the Compare to Work Plan for Project page by clicking Compare to Work
Plan in the Staffing Profile page. The data in the Compare to Work Plan for
Project page can also be exported to a Microsoft Excel file for use in
presentations or for further analysis. To export the Compare to Work Plan for
Project page to a Microsoft Excel file, click the Export to Excel link.
If you are having problems with the data in Excel, you may need to configure the
Internet options of your Web browser. See the HP Project Management User’s Guide
for more information.
Work Plan Resource Usage View
The Resource Usage page for work plans allows you to view the load placed
on each resource by the work plan, broken down by task by day.
Open the Resource Usage page by clicking Actions at the top of the Work Plan
page and selecting Resource Usage. For more details on the Resource Usage
page, see the HP Project Management User’s Guide.
Using the Resource Finder
HP Resource Management’s Resource Finder allows you to locate and
compare resources for assignment to the following entities:
z
Tasks
z
Requests
z
Staffing profile positions
The Resource Finder icon,
, is typically the second icon associated with the
Resource field on a task, request, or staffing profile line.
You can also open the Resource Finder for a generic resource availability
search by selecting Resources > Search Availability from the menu bar in the
standard interface.
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Chapter 5
The Resource Finder may display some results in grey. These are resources that
belong to a resource pool you do not manage. These resources can be viewed in the
Resource Finder, but not assigned.
The Resource Finder’s main fields are described in Table 5-3. Its header fields
vary depending on whether a search is being run for a task, request, staffing
profile, or generically.
Figure 5-4. Resource Finder
Using HP Resource Management for Work Plan and Request Execution
131
Table 5-3. Resource Finder fields and buttons (page 1 of 2)
Field/Button Name
Definition
Resource Results
132
[checkbox]
Selecting this option keeps the selected resource at the
top of the Resource Finder when paging through or
revising the search.
Resource Name
The name of the resource. Sortable column.
Suitability Score
A numeric score representing the resource’s suitability
for the entity in question, based on their related role,
skills, and availability. The higher this score, the better.
See Adjusting Resource Finder Calculations
on page 136 for more detailed information on how this
score is computed.
Availability Score
A numeric score representing the resource’s availability
for the entity in question, based on their current load and
capacity. The higher this score, the better.
Skill Score
A numeric score representing the resource’s suitability
for the entity in question relative to the skill required.
Projected Utilization
How much the resource would be used if the assignment
were made.
Check All
Selects the checkboxes next to all resources listed.
View Resource Load
Opens the Resource Load page with data for all selected
resources.
Compare Skills
Opens the Compare Skills page with data for all selected
resources.
Prev/Next
Moves on to the next or previous set of search results,
with the selected resources (if any) retained at the top of
the list.
Assign
Enabled when one or more resources are selected.
Assigns the selected resource(s) to the entity in question
and closes the Resource Finder.
Cancel
Closes the Resource Finder without making changes.
Chapter 5
Table 5-3. Resource Finder fields and buttons (page 2 of 2)
Field/Button Name
Definition
Modify Search Criteria
Availability Within
Dates
Searches for resources available within the selected
dates.
Effort
The amount of effort in hours or FTEs required within the
available dates. This field only appears on the Resource
Finder for tasks and requests.
Delete icon
Removes the skill from the filter list.
Skill
Searches for resources with the selected skill.
Ideal Proficiency
Searches for resources near the selected Proficiency
Level.
Add Skill
Adds another skill line to the filter list.
Only show results with
a Suitability Score
greater than
Searches for resources with a Suitability Score greater
than the entered value.
Resource Name
Only displays the selected resources.
Resource Category
Only displays resources in the selected category.
Role
Only displays resources with the selected role.
Location
Only displays resources in the selected location.
Resource Pool
Only displays resources in the selected resource pool.
Department
Only displays resources in the selected department.
Organization Unit
Only displays resources in the selected organization
unit.
Search
Reloads the Resource Finder with search results based
on the new criteria.
Using HP Resource Management for Work Plan and Request Execution
133
Searching for a Resource
To use the Resource Finder to search for a resource to assign to a task, request
or staffing profile:
1. Provide a Role for the desired entity.
2. Click the Resource Finder icon next to the Resource field.
The Resource Finder opens, displaying a set of resources with the desired
role.
3. Select the checkboxes next to any of the resources displayed to retain them
in case you want to page to the next set of results or refine the search.
If you select some resources and click Search Again in the Modify Search
Criteria tab, the Resource Finder reloads with the selected resources
collected at the top of the list for easy comparison.
4. If needed, refine the Resource Finder’s search by entering filter criteria into
the fields in the Modify Search Criteria tab and clicking Search Again.
The filter fields in the Modify Search Criteria tab vary depending on
whether you are looking at a task, request, or staffing profile line.
5. If desired, drill down into the selected resources’ load and skill profiles by
clicking View Resource Load or Compare Skills.
See Viewing Resource Load or Comparing Skills for more detailed
information.
6. Click Assign once you have selected the resources you wish to assign.
The Resource Finder closes and the Resource field on the current entity is
automatically filled in with the selected resources.
134
Chapter 5
Viewing Resource Load
The Resource Finder allows you to view a breakdown table of selected
resource load similar to the table accessed from the Analyze Assignment Load
page. This table includes scheduled effort values for all assigned tasks and
requests, resource allocations for staffing profiles, and the available capacity
for each resource.
Figure 5-5. Resource Finder Resource Load Breakdown table
To access this table:
1. Click View Resource Load in the Resource Finder window.
The Resource Load Breakdown page opens.
2. Click any of the Highlight links to highlight over-allocations, availability,
both, or neither.
3. Click Done to return to the Resource Finder.
Using HP Resource Management for Work Plan and Request Execution
135
Comparing Skills
The Resource Finder allows you to view a table comparing the skills of
selected resources, including each resource’s skill level.
Figure 5-6. Resource Finder Compare Resource Skills page
To access this table:
1. Click Compare Skills in the Resource Finder window.
The Compare Resource Skills page opens.
2. Click Done to return to the Resource Finder.
Adjusting Resource Finder Calculations
The Resource Finder computes its Suitability Score using the following values:
z
Skill Score
z
Role Score
z
Availability Score
These scores are weighted according to the following formulae to produce the
final Suitability Score:
Availability Weight = 100 – Skill Weight – Role Weight
Suitability Score = Skill Score * (Skill Weight%) + Role Score * (Role
Weight%) + Availability Score * (Availability Weight%)
136
Chapter 5
You can change the Skill Weight and Role weight by altering the appropriate
parameters in the server.conf file on the PPM Server. Table 5-4 describes
the server.conf parameters that set the Skill Weight and Role Weight.
Table 5-4. server.conf parameters for skill weight and role weight
Parameter
Description
RESOURCE_FINDER_ROLE_
WEIGHT
The weight given to the Role Score in
Suitability Score calculations for the
Resource Finder.
Default
Value
25
Possible values: 0-100
RESOURCE_FINDER_SKILL_
WEIGHT
The weight given to the Skill Score in
Suitability Score calculations for the
Resource Finder.
25
Possible values: 0-100
For example, given the default values for the Skill Weight and Role Weight
and the following scores:
z
Skill Score = 80
z
Role Score = 100
z
Availability Score = 60
The following calculation occurs:
Availability Weight = 100 – 25 – 25 = 50
Suitability Score = 80 (25%) + 100 (25%) + 60 (50%) = 75
Using HP Resource Management for Work Plan and Request Execution
137
Overriding Scheduled and Actual Values
Work items (both tasks and requests) have fields for the Scheduled and Actual
values for:
z
Start Date
z
Finish Date
z
Duration
z
Effort
The Scheduled fields are related to each other in the following ways:
Scheduled Duration = Scheduled Finish Date – Scheduled Start Date
–
(Regional calendar non-working days)
= Scheduled Duration * (Working hours in a day defined
from regional calendar)
Scheduled Effort
z
Requests use the System Default Regional Calendar’s setting for the number of
working hours in a day.
z
Tasks use the setting defined in the project’s selected region, defined in the Project
Settings window.
z
Requests with resources assigned use the number of working hours in a day set by
the resource’s regional calendar.
Scheduled Value Field Relationships
The Scheduled Duration and Scheduled Effort for a request work item are
automatically calculated in the following manner:
Scheduled Duration = Scheduled Finish Date – Scheduled Start Date –
Regional calendar non-working days)
= Scheduled Duration * (Working hours in a day defined
from regional calendar)
Scheduled Effort
138
Chapter 5
Each of these fields automatically updates the other:
z
If the Scheduled Start Date is changed by the user, then the Scheduled
Finish Date is automatically updated to reflect the Scheduled Duration.
z
If the Scheduled Finish Date is changed by the user, then the Scheduled
Duration is automatically updated and Scheduled Effort is recalculated.
z
If the Scheduled Duration is changed by the user, then the Scheduled Finish
Date is automatically updated to reflect the Scheduled Duration, and
Scheduled Effort is recalculated.
z
For a work item with multiple resources, the total Scheduled Effort is
simply the sum of all resources’ Scheduled Effort. If the total Scheduled
Effort is changed by the user, each assigned user’s Scheduled Effort is
changed proportionately. (If the total is doubled, for example, each
resource’s Scheduled Effort will also double.) Concordantly, if an assigned
user’s Scheduled Effort is updated, total Scheduled Effort is recalculated
automatically.
Changes to Scheduled Effort values do not have a “backstream” effect. Updating
only the Scheduled Effort field will not change the Scheduled Duration, which is
always derived from the Scheduled Start and Finish values. This allows a task to be
assigned at less than full time.
Actual Value Field Relationships
Actual field values for work item requests are captured in the following ways:
z
Start Date. When the work item is started (task is set to In Progress or
request is submitted)
z
Finish Date. When
the work item is completed (task is set to Completed or
request is closed)
z
Duration. Calculated
as Actual Finish Date – Actual Start Date – (Regional
calendar non-working days)
z
Effort. Calculated
Duration)
as Total Scheduled Effort * (Actual Duration / Scheduled
Using HP Resource Management for Work Plan and Request Execution
139
If the Actual Duration is changed by the user, then the Actual Effort is
automatically updated.
Though the Actual Effort field can be updated independently, changes to Actual
Effort do not have a “backstream” effect. Updating only the Actual Effort field will not
change the Actual Duration.
To prevent the system from overriding a manually updated Actual Effort value, make
sure that you have updated the Actual Duration or Actual Start/Finish Dates before
entering the new Actual Effort value.
Viewing Work Items
Once work items have been assigned, there are several ways for resources to
view and update their workload from the standard interface.
My Tasks Portlet
Task work items can be viewed and updated from the My Tasks portlet.
Resources with a Project Management or Time Management license can add
the My Tasks portlet to one of their PPM Dashboard pages, enabling them to
view task work items that have been assigned to them. The My Tasks portlet
can be filtered along many useful parameters.
For example, the My Tasks portlet can be filtered to display only tasks
beginning within the next two weeks that are ready for action whose
Predecessors are more than 50% complete.
For more information on using the My Tasks portlet, see the HP Project
Management User’s Guide. For more information on using the My Tasks
portlet in conjunction with HP Time Management, see the HP Time
Management User’s Guide.
140
Chapter 5
My Requests Portlet
Request work items can be viewed and updated from the My Requests portlet.
Figure 5-7. My Requests portlet
Resources with a Demand Management license can add the My Requests
portlet to one of their PPM Dashboard pages, enabling them to view request
work items that have been assigned to them, or that they have created.
Personal Load and Capacity Visualizations
To see what their upcoming workload looks like, resources with the View my
personal resource information only access grant can select Administration >
View My Resource Information from the menu bar.
Using HP Resource Management for Work Plan and Request Execution
141
Figure 5-8 shows the Capacity/Load tab of the View Resource page for a
resource, including capacity graph and personalized Gantt chart.
Figure 5-8. View Resource page: Capacity/Load tab
Of particular interest are the visualizations in the Capacity/Load tab:
z
Capacity. Charts the resource’s capacity against their current assignments,
and shows areas of over-allocation. Non-Workload assignments are
omitted.
z
Assignment Details. A Gantt chart that displays all of the resource’s
assignments, as well as showing task exceptions.
The time scale of both of these visualizations can be altered to view a wide
range of time periods. They are also available as portlets.
The Analyze Assignment Load portlet pictured in Figure 5-11 on page 144 can
be personalized to display only allocations for one resource. For more detailed
information on the Analyze Assignment Load visualization, see Visualizing
Assignments.
142
Chapter 5
The Resource Gantt portlet can be personalized to display only allocations for
one resource (Figure 5-9) and can display both task and staffing profile
allocations.
Figure 5-9. Resource Gantt portlet, one resource
Figure 5-10. Resource Gantt portlet, non-workload tasks
Visualizing Assignments
A basic task for project managers and request managers is to ensure that work
items are assigned to their team members without overloading anyone. This
task of balancing the assignments of all resources is called load balancing.
The Analyze Assignment Load portlet provides a tool for visualizing
assignments that allows a manager to view workload sorted according to
different criteria and levels of specificity, giving them better control and
visibility over their resources’ workload.
Using HP Resource Management for Work Plan and Request Execution
143
Figure 5-11 shows the Analyze Assignment Load portlet, which can help a
manager rapidly pinpoint areas of over- or under-allocation.
Figure 5-11. Analyze Assignment Load portlet
144
Chapter 5
The Analyze Assignment Load portlet can be filtered according to the
parameters described in Table 5-5.
Table 5-5. Analyze Assignment Load portlet - parameters
Field Name
Description
Preferences
Analyze Capacity from
A choice of multi-select auto-complete fields that
selects the sets of resources to display in the Analyze
Assignment Load page.
Possible choices: Organization Units, Resource
Pool, Resources Managed By, Resource Name,
Resources on Project
Assignments with
Workload Category
Selects assignments of a specific Workload
Category to display.
Resources with Role
A multi-select auto-complete field that selects a role
or set of roles to display from the sets of resources
being analyzed.
Total Assignment Values
for
Sets whether to display Scheduled Effort, Actual
Effort, or Scheduled and Actual Effort in the
Analyze Assignment Load page.
Time Period
Period
Sets the time period being used by the Analyze
Assignment Load page.
Display __ past periods
Selects up to 20 time periods before the current date
to include in the Analyze Assignment Load page.
Useful for viewing historical trends.
Display __ future periods
Selects up to 20 time periods after the current date to
include in the Analyze Assignment Load page.
Using HP Resource Management for Work Plan and Request Execution
145
To get a detailed breakdown of total resource capacity and workload, click
View Resource Breakdown. The Resource Breakdown table, pictured in
Figure 5-12, opens in a new dialog box.
Figure 5-12. Resource Breakdown table
The Resource Breakdown table itself can be filtered to show different data
according to the parameters described in Table 5-6.
Table 5-6. Resource Breakdown table - parameters
Field Name
Description
Chooses the data to display in the table.
View Table by
Assignments (hours) — Shows each resource’s
assignment total in working hours.
Assignments (hours) - Details — Shows the work items
that contribute to the resource’s assignment totals.
Highlight
146
Chooses whether to highlight Overallocation (red numbers)
or Availability (green numbers) in the table.
Chapter 5
With the visualizations available from the Analyze Assignment Load portlet,
you can see areas of resource overallocation or under-utilization, broken down
by any number of filter criteria. You can use the graphs as a guide to help
balance workload among resources. Data from the Resource Breakdown table
can be copied and pasted into a spreadsheet program like Microsoft Excel for
further manipulation.
Workload assigned to a resource's non-working days (vacation, for example) will be
redistributed to days when the resource is present. This may result in over-allocations
for that resource, which can be adjusted in any or all of the usual ways:
z
Modifying staffing profiles that call on the resource
z
Adjusting the resource's workload capacity
z
Assigning a different resource
Adjusting Resource Calendars
Individual resource calendars can be modified by a resource or the resource’s
manager, depending on their levels of access. Modifying an individual’s
resource calendar can help create more accurate visualizations of that
resource’s capacity and workload. For more detailed information on modifying
resource calendars, see Setting Up the Resource Calendar on page 41.
Using HP Resource Management for Work Plan and Request Execution
147
148
Chapter 5
Index
A
access grants
resource pools, 68
resources, 43
staffing profiles, 84
accessing
Resource Allocation Management page,
103
actual effort
setting from a staffing profile, 88
actual values
duration, 139
effort, 139
field relationships, 139
finish date, 139
overriding, 138
start date, 139
actuals
viewing, 102
work plans, 97
adjusting workload over-allocation, 147
allocation time period
adjusted, 89
Analyze Assignment Load portlet, 143
parameters, 145
Analyze Resource Pools portlet parameters, 94
analyzing
resource pools, 93
staffing profiles, 97
assigning
multiple resources to tasks, 127
requests, 124
resource requests in resource allocation
management, 114
resources to tasks, 126
roles to tasks, 125
tasks, 125
using Resource Finder, 130
assigning resources, 89
collecting resource requests, 89
making assignments, 90
assignments
visualizing, 143
attributes
key for resources, 37
resource pools, 60
resources, 36
setting up for resources, 38
B
budgets
synchronizing with staffing profiles, 87
149
C
calendars
regional setup, 23
regional system default, 24
setting up for resources, 41
capacity planning
assigning resources, 89
collecting resource requests, 89
forwarding demand, 92
making assignments, 90
rejecting demand, 92
Resource Management, 57
resource pools, 59
changing
notifications for resource pools, 31
notifications for staffing profiles, 31
resource pools in resource allocation
management, 119
status in resource allocation management,
D
default time period views, 15
deleting
resources from resource allocation
management, 115
roles, 19
skills, 22
disabling
notifications for resources, 65
display options
Resource Allocation Management page,
Configure Access page
access grants, 69
resource pools, 70
staffing profiles, 86
configuring
access to resource pools, 70
notification parameters, 33
creating
organization model, 35
organization units, 47
resource pools, 61
roles, 17
skills, 20
staffing profile for a project, 97
staffing profiles, 76
F
filtering
Resource Allocation Management page,
116
150
110
E
EMAIL_NOTIFICATION_SENDER
parameter, 33
ENABLE_RM_NOTIFICATION_SERVICE
parameter, 33
106
filters in Resource Allocation Management
page
advanced, 107
quick, 106
time period, 109
forecasted demand
exporting to Microsoft Excel files, 65
forwarding
resource requests in resource allocation
management, 114
forwarding demand, 92
G
grouping
notifications for resource pools, 32
notifications for staffing profiles, 32
I
importing
positions into staffing profiles, 81
K
KNTA - Department - Enabled validation, 12
L
linking
security groups to organization units, 52
M
managing
resource allocation, 103
mapping
work item fields and request types, 27
matrix organization units, 44
converting to primary, 55
membership
security groups, 52
Microsoft Excel
exporting forecasted demand, 65
exporting resource load, 65
modifying
attributes for multiple resources, 42
notifications for resource pools, 31, 64
notifications for staffing profiles, 31
organization units, 50
resource pool participation, 66
roles, 18
skills, 21
staffing profile notifications, 82
validations, 13
My Requests portlet, 141
My Tasks portlet, 140
N
notifications
changing for resource pools, 31
changing for staffing profiles, 31
configuring parameters, 33
disabling for resources, 65
grouping for resource pools, 32
grouping for staffing profiles, 32
modifying for resource pools, 31, 64
modifying for staffing profiles, 31, 82
resource pool defaults, 31
setting up for resource pools, 30
setting up for staffing profiles, 30
staffing profile defaults, 30
O
organization model
building, 49
converting organization units, 55
creating, 35
organization units, 44
organization units
converting, 55
creating, 47
linking to security groups, 52
matrix, 44
modeling, 44
modifying, 50
primary, 44
security groups, 53
overriding
scheduled and actual values, 138
151
P
performance
Resource Allocation Management page,
120
personal visualizations, 141
assignment details, 142
capacity, 142
Portfolio Management
staffing profiles, 87
portlets
Analyze Resource Pools parameters, 94
positions
viewing in resource allocation
management, 119
primary organization units, 44
converting to matrix, 55
Projected Resource Pool Utilization
resource allocation management, 117
projects
creating staffing profiles, 97
R
RAMP_MAX_RA_PER PAGE parameter,
113
RAMP_PAGE_SIZE parameter, 113
region attribute, 37
regional calendars
setup, 23
system default, 24
rejecting
resource requests in resource allocation
management, 115
rejecting demand, 92
request execution
assigning requests, 124
configuring requests, 122
My Requests portlet, 141
overview, 121
152
request types
mapping with work item fields, 27
request work items
assigning, 124
configuring, 122
field interdependencies, 29
fields, 122
re-running Database Statistics, 27
setting up, 26
requests
assigning, 124
configuring in Resource Management, 122
setting up work item fields, 26
updating work items, 141
viewing work items, 141
resource allocation
managing, 103
Resource Allocation Management page
accessing, 103
advanced filter, 107
assigning resource requests, 114
changing resource pools, 119
changing status, 116
data collisions, 103
data description, 104
deleting resources, 115
display options, 110
filtering, 106
forwarding resource requests, 114
performance, 120
Projected Resource Pool Utilization, 117
quick filters, 106
rejecting resource requests, 115
saving data, 116
sorting, 106
sorting by staffing profile, 109
sorting by staffing profile position, 109
time period filter, 109
viewing additional pages, 112
viewing positions, 119
viewing resources, 111, 119
viewing staffing profiles, 118
Resource Breakdown table, 146
parameters, 146
resource calendars
setting up, 41
resource demand
general walkthrough, 75
staffing profiles, 71
Resource Finder
adjusting calculations, 136
assigning resources, 91
buttons, 132
comparing skills, 136
fields, 132
searching, 134
Suitability Score, 136
using, 130
viewing resource load, 135
resource load
exporting to Microsoft Excel files, 65
Resource Management
analyzing resource pools, 93
analyzing staffing profiles, 97
assigning requests, 124
assigning resources, 89
assigning tasks, 125
capacity planning, 57
configuring requests, 122
default time period views, 15
managing resource allocation, 103
modeling organization units, 44
modeling your organization, 35
operational planning, 121
planning capacity with resource pools, 59
regional calendars, 23
request execution, 121
request work items, 26
Resource Finder, 130
roles, 16
setting up, 11
setting up resources, 36
skills, 20
tracking demand with staffing profiles, 71
validations, 12
viewing work items, 140
visualizing assignments, 143
work plan execution, 121
resource pools
access grants, 68
adjusting participation, 66
analyzing, 93
assigning resources, 89
attributes, 60
changing in resource allocation
management, 119
collecting resource requests, 89
comparing to staffing profiles, 93
Configure Access page, 69
configuring access, 70
creating, 61
default for staffing profiles, 87
default notifications, 31
features, 59
forwarding demand, 92
general walkthrough, 60
making assignments, 90
modifying notifications, 64
modifying participation, 66
planning capacity, 59
rejecting demand, 92
roll-up, 71
security, 68
setting up notifications, 30
viewing, 63
resource requests
assigning in resource allocation
management, 114
collecting, 89
forwarding from resource allocation
management, 114
rejecting in resource allocation
management, 115
sending, 83
RESOURCE_FINDER_ROLE_WEIGHT
parameter, 137
RESOURCE_FINDER_SKILL_WEIGHT
parameter, 137
153
resources
access grants, 43
adjusting calculations, 136
assigning multiple to tasks, 127
attributes, 36
collecting requests, 89
comparing skills, 136
deleting from resource allocation
management, 115
disabling notifications, 65
key attributes, 37
managing allocation, 103
modifying attributes for multiple, 42
personal workload visualizations, 141
searching, 134
security, 43
setting up, 36
setting up a calendar, 41
setting up attributes, 38
viewing in resource allocation
management, 119
viewing load, 135
RM_ALLOWED_EFFORT_TYPES
parameter, 16, 113
RM_DEFAULT_EFFORT_TYPE parameter,
16, 113
RM_DEFAULT_PERIOD_TYPE parameter,
16, 113
RM_MAX_RESOURCE_IN_POOL
parameter, 113
RM_NOTIFICATION_INTERVAL_
MINUTES parameter, 33
RM_OVERRIDE_ASSIGNMENT_
CONTROLS parameter, 76
role attribute, 37
roles
creating, 17
deleting, 19
modifying
roles, 18
setting up, 16
RSC - Location validation, 12
154
RSC - Org Unit Type validation, 12
RSC - Resource Category validation, 12
RSC - Resource Title validation, 13
RSC - Skill Category validation, 12
RSC - Skill Proficiency validation, 13
RSC - Workload Category validation, 13
S
saving data
Resource Allocation Management page,
116
scheduled duration, 138
scheduled effort, 138
scheduled values
field relationships, 138
overriding, 138
scheduled duration, 138
scheduled effort, 138
searching
Resource Finder, 134
security
configure access for resource pools, 69
Configure Access page, 85
resource pool access grants, 68
resource pools, 68
resources, 43
staffing profile access grants, 84
staffing profiles, 84
security groups
linking to organization units, 52
membership, 52
organization units, 53
sending resource requests, 83
setting up
actual effort from a staffing profile, 88
attributes for resources, 38
default time period views, 15
notifications for resource pools, 30
notifications for staffing profiles, 30
regional calendars, 23
request work item fields, 26
resource calendars, 41
Resource Management, 11
resources, 36
roles, 16
skills, 20
validations, 12
skills
comparing, 136
creating, 20
deleting, 22
modifying, 21
setting up, 20
skills attribute, 37
SMTP_SERVER parameter, 33
sorting
Resource Allocation Management page,
106
Resource Allocation Management page by
staffing profile, 109
Resource Allocation Management page by
staffing profile position, 109
staffing profiles
access grants, 84
analyzing, 97, 100
assets, 102
assigning resources, 89
automatic actuals for work plans, 97
comparing to resource pools, 93
comparing to work plan assignments, 100
components, 73
Configure Access page, 85, 86
creating, 76
creating for a project, 97
default notifications, 30
default resource pools, 87
forwarding demand, 92
general walkthrough, 75
importing positions, 81
making assignments, 90
modifying notifications, 82
Portfolio Management, 87
rejecting demand, 92
security, 84
sending resource requests, 83
setting actual effort, 88
setting up notifications, 30
synchronizing budgets, 87
Time Management work plan roll-up, 98
tracking demand, 71
viewing, 81
viewing in resource allocation
management, 118
work plan actuals and Time Management,
98
work plan actuals roll-up, 97
status
changing in resource allocation
management, 116
Suitability Score, 136
system default regional calendar, 24
T
tasks
assigning, 125
assigning multiple resources, 127
assigning resources, 126
assigning roles, 125
updating work items, 140
viewing work items, 140
Time Management
work plan actuals roll-up to staffing
profiles, 98
time periods, 15
allocation adjustment, 89
setting view, 15
totals per resource, 15
TURN_ON_SCHEDULER parameter, 33
U
updating
request work items, 141
task work items, 140
155
V
Validation Workbench, 13
validations
modifying, 13
Resource Management, 12
setting up, 12
Validation Workbench, 13
viewing
actuals, 102
pages in resource allocation management,
112
positions in resource allocation
management, 119
request work items, 141
resource load, 135
resources in resource allocation
management, 111, 119
staffing profiles in resource allocation
management, 118
task work items, 140
viewing resource pools, 63
viewing staffing profiles, 81
viewing work items, 140
visualizing assignments, 143
W
work items
mapping with request types, 27
My Requests portlet, 141
My Tasks portlet, 140
overriding scheduled and actual values,
138
personal visualizations, 141
setting up request fields, 26
viewing, 140
visualizing assignments, 143
work plan execution
analyzing project staffing, 128
assigning multiple resources to tasks, 127
assigning resources to tasks, 126
assigning roles to tasks, 125
156
assigning tasks, 125
comparing capacity to load, 128
My Tasks portlet, 140
overview, 121
resource usage view, 130
work plans
actuals, 97
actuals roll-up to staffing profiles, 97
comparing to staffing profiles, 100
workload
adjusting for over-allocation, 147
workload visualizations, 141
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