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CA Clarity PPM. Resource Management User Guide. version

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1 CA Clarity PPM Resource Management User Guide Version

2 This documentation, which includes embedded help systems and electronically distributed materials (hereinafter referred to as "Documentation"), is provided for informational purposes only and can be changed or withdrawn by CA at any time. This documentation is owned by CA and may not be copied, transmitted, reproduced, published, modified, or duplicated in whole or in part without the prior written consent of CA. The user who has a license for the software product (s) covered by this documentation is entitled to print out a reasonable number of copies of this documentation for their own internal use in connection with the software in question, provided that each Copy contains this copyright notice and other notices from CA. This right to print or otherwise make a copy of the documentation is limited to the period in which the product license is in full effect. If the license ends for any reason, the licensee shall confirm to CA in writing that all copies or partial copies of the documentation have been returned to CA or destroyed. TO THE EXTENT PERMITTED BY APPLICABLE LAW, CA PROVIDES THIS DOCUMENTATION AS IS WITHOUT ANY WARRANTY; THIS INCLUDES IN PARTICULAR IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NON-INFRINGEMENT. IN NO EVENT WILL CA BE LIABLE TO YOU OR THIRD PARTIES FOR LOSS OR DIRECT OR INDIRECT DAMAGE RESULTING FROM THE USE OF THIS DOCUMENTATION; THIS INCLUDES IN PARTICULAR LOST PROFITS, LOST INVESTMENTS, BUSINESS INTERRUPTION, LOSS OF GOODWILL OR LOSS OF DATA, EVEN IF CA HAS BEEN INFORMED OF THE POSSIBILITY OF THIS LOSS OR DAMAGE. The use of all software products listed in the documentation is subject to the corresponding license agreements, and these are not changed in any way by the terms of this legal notice. This documentation was produced by CA. Made available with Restricted Rights delivered. Use, duplication, or disclosure by the U.S. government is subject to the restrictions set forth in FAR, paragraphs, and (c) (1) through (2) and DFARS, paragraph (b) (3), as applicable, or their successors. Copyright 2013 CA. All rights reserved. All trademarks, brand names, service marks, and logos referenced herein are the property of their respective companies.

3 Technical Support Contact Information If you need technical support for this product, contact Technical Support at For a list of locations, phone numbers, and office hours.

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5 Contents Chapter 1: Getting Started with Resource Management 7 Resource Management: Introduction ... 7 Resource Management: Prerequisites ...

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7 Chapter 1: First steps for working with resource management This chapter contains the following topics: Resource management: Introduction (see page 7) Resource management: Requirements (see page 8) Resource management: Introduction Assigning suitable resources to project teams is essential for successful resource management Importance. CA Clarity PPM provides a flexible framework in which you can perform and monitor the following resource management activities: Create and edit resource profiles with important details such as: Employee type Primary role Qualifications Experience View, edit and track the workloads and the assignment of resources to projects. Compare resource capacity with resource requirements. Determination of resources with certain characteristics according to availability, e.g. As a resource manager, you manage the assignments of employees, contractors and non-work assets. Resource managers can be contracted project managers and salaried department heads. Project managers also often use resource management functions, such as those for creating requirements and searching for resources. Chapter 1: Getting Started with Resource Management 7

8 Resource Management: Prerequisites Resource Management: Prerequisites As a resource manager, you should ensure that the prerequisites in the following checklist are met: Check with your administrator to ensure that scheduled jobs are being carried out properly. If data does not appear as expected on pages or in reports, contact your administrator. Note: The failure of certain jobs can affect the display of your data. For example, time slicing can affect resource management data or application performance. If time slicing fails, time slicing data will not display properly on the resource planning pages. To enable financial properties for resources and roles, ensure that you have the following access rights: Resource - Navigate To edit financial attributes for a specific resource or role, ensure that you have one of the following access rights: Resource - Edit Resource - Edit Financial Properties To edit financial attributes for all resources and roles, make sure that you have one of the following access rights: Resource - Edit - All Resource - Edit financial properties - All Check with your administrator that you have the required Have access rights to create, view, and edit resource properties. For information on configuring the required permissions, see the Access Rights Reference Guide. 8 Resource Management User Guide

9 Resource Management: Requirements Check with your administrator that you have the following access rights to work with capacity planning scenarios: Scenario - Edit Scenario - Edit Access Rights Scenario - Manager - Automatic Scenario - Navigate Display Scenario Note: The purpose of capacity planning scenarios is to display a Subset of all resources or investments. It has proven to be best practice to restrict resources and investments through a security OBS or through resource access rights at the instance level. A more manageable amount of data appears for the resources and investments you manage. Avoid accessing capacity planning scenarios as a CA Clarity PPM administrator or as a user with global access rights to all resources. Check with your administrator that you have the following rights to manage requirements: Project - Add resources for requirement Project - Create / edit requirements Project - View requirements Process - Create definition Process - Initiate Chapter 1: First steps for working with Resource management 9

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11 Chapter 2: Creating Resources and Roles Creating Resources and Roles As a resource manager or application administrator, first create roles as placeholders for the resources needed for your projects. Then create resources that you will use to meet the needs identified by the role assignments. The last step is to assign your resources to the appropriate project teams. For example, create a role for a customer service representative, then create resources for your employees and contractors. You can create an advanced role for a senior customer service representative with higher qualifications. If a project requires equipment items, create an equipment role that is not a job role. Then create resources for all available machines that your company owns or rents. The product uses the financial properties of the resource to apply the correct rates and costs to incurred transactions. Enable the financial transactions for resources to be posted to CA Clarity PPM and displayed on financial pages and in financial reports. The actual financial expenditure data is only visible in the product if the financial properties of a resource are activated. The following graphic illustrates the steps for creating resources and roles. Chapter 2: Creating Resources and Roles 11

12 Creating resources and roles 1. Check the prerequisites (see page 13). 2. Create a work resource or role (see page 14) or create a non-work resource or role (see page 16). 3. Assign qualifications (see page 17) (only for work resources) 4. Activate the financial properties of a resource or role (see page 19) 12 User Guide for Resource Management

13 Creating Resources and Roles Verifying the Prerequisites Ensure that the following prerequisites are met: Configure the skills hierarchy. Make sure that you have all of the following access rights: Administration - Resource Resource - Create Resource - Edit Resource - Edit - All Resource - Edit Access Rights Resource - Edit Administration Resource - Edit Financial Properties Resource - Edit Financial Properties - All Resource - Edit General Information Resource - Edit - All Resource - Time & Attendance Resource - Book Fixed Resource Book Fixed - All Resource - Navigate Resource - Reserve Resource - Reserve - All Resource - Update Qualifications Resource - Update Competencies - Total Resource - Show Resource - Show - All Resource - Show Access Rights Resource - View Financial Properties Resource - View Financials - All Chapter 2: Creating Resources and Roles 13

14 Creating Resources and Roles Creating a Work Resource or Role You can create work resources from the Home or Administration menu. When you create work resources from the Home menu, your administrator must activate the new resources. The administrator activates their status and creates a password for login. Note: In this scenario, the Resource Manager creates resources from the Home menu. The administrator activates the resources in the administration menu. As an administrator, open the "Administration" menu and click "Resources" under "Organization and Access" to create and activate a resource. 1. Open the Home page and under Resource Management, click Resources. 2. Click on New. 3. In the Resource or Role field, select Resource. 4. In the Resource Type field, select Work. 5. Click on "Next". 6. Complete the Create Work Resource page including the following fields: Primary Role Displays the primary role of the resource. Roles can change from investment to investment. A primary role gives other CA Clarity PPM resources insight into a resource's primary area of ​​expertise. Category External Defines the category that identifies the department of the resource. Example: "Software Development" or "Product Marketing" Indicates whether the resource works for an external company. Default: Disabled 14 Resource Management User Guide

15 Creating resources and roles Availability Specifies the number of hours in a working day that the resource should work. The availability number is automatically multiplied by five, the number of days in a standard work week. Default: 8 Note: The entry in this field is only required for resources and roles of the "Work" type and must be greater than zero. The remaining effort is based on availability. If a task is assigned an Effort resource or role, there is no default overhead remaining. Input Type Code Specifies the input type code for the resource. This code is used for billing purposes. Tracking Mode Specifies the tracking method used to record time for this investment. Values: Clarity. Employees enter the time spent on their assigned tasks on timesheets. No). For non-work resources, the effort is calculated through transactional receipts or through a desktop scheduling tool, e.g. B. Open Workbench or Microsoft Project. Miscellaneous. Indicates that the effort is imported from another program. Default: Clarity Opened for Time Entry Indicates whether the resource can use time forms to record the amount of time they spend on task assignments. If this box is cleared, the Time resource cannot make time entries for any project. Default: Checked Include in Datamart Specifies the resource for inclusion in the Datamart. If the box is cleared, the resource will not be added to the datamart. Default: Disabled Resource Manager The name of the person who created the resource. Default: The currently logged on resource. Chapter 2: Creating Resources and Roles 15

16 Creating Resources and Roles Booking Manager Displays the default booking manager for this work resource. 7. Click on Save. 8. To define resource or role availability, click the Calendar tab. 9. (Optional) Click the Properties tab, then click Contact Information. Fill out the fields and save your changes. Create a Non-Labor Resource or Role You can create non-labor resources and roles such as equipment, materials, and effort. Create a role as a placeholder in a project to better plan tasks and better assess the scope of work. 1. Open the Home page and under Resource Management, click Resources. 2. Click on New. 3. In the "Resource or Role" field, select the resource or role. 4. In the "Resource type" field, select Equipment / Devices, Material or Expenses. 5. Click on "Next". 6. Complete the page including the following fields: Parent Role Specifies the role one level above this role in a hierarchy. Example: The "application developer" role is superordinate to the "network developer" role. Primary Role Shows the primary role of the resource. Roles can change from investment to investment. A primary role gives other CA Clarity PPM resources insight into a resource's primary area of ​​expertise. Category Defines the category that identifies the department of the resource. Example: Projector, Server 16 Resource Management User Guide

17 Creating Resources and Roles External Indicates whether the resource works for an external company. Default: Deactivated Availability Specifies the number of hours in a working day that the resource should work. The availability number is automatically multiplied by five, the number of days in a standard work week. Default: 8 Note: The entry in this field is only required for resources and roles of the "Work" type and must be greater than zero. The remaining effort is based on availability. If a task is assigned an Effort resource or role, there is no default overhead remaining. Resource Manager The name of the person who created the resource. Default: The currently logged on resource. Booking Manager Displays the default booking manager for this work resource. 7. Click on Save. 8. To define resource or role availability, click the Calendar tab. 9. (Optional) Click the Properties menu, click Finance under Master Data. Complete the fields and save your changes. 10. (Optional) For Labor and Effort Resources, click Properties menu, and under Master Data, click Contact Information Fill in the fields and save your changes Assigning qualifications (only for work resources) You can use qualifications to describe skills that a work resource or role is required for You can only associate skills with work resources. Associating skills with work resources is useful for other users who match work resources with roles for projects. Chapter 2: Creating Resources and Roles 17

18 Creating Resources and Roles 1. Open the Home page, and under Resource Management, click Resources. 2. Open a resource or role. 3. Click the Qualifications tab. The Resource Qualifications page is displayed. It contains the qualifications for the selected resource or role. 4. Enter filter criteria for an existing qualification, or click View All. 5.To add more qualifications to the list, click "Add". The Select Skills page appears. It contains all qualifications available in the qualification hierarchy for all resources and roles. 6. Enter filter criteria for an existing qualification, or click View All. 7. Highlight a qualification and click Add. Note: To add additional qualifications to the qualification hierarchy, please contact your administrator. 8. Click on Save. 9. For each qualification, select values ​​for the "Skill Level", "Interest", and "Weighting" fields. a. Assign skill levels to work resources as a rating that indicates how well the resource has mastered the skill. b. Assign a level of interest to indicate how important that qualification is to the resource or role. Example: A resource with interest level "7 - Medium" has a greater interest in completing a task than a resource with level "4 - Medium". c. Use the weighting factor if you have several qualifications with identical knowledge and interests. 10. Click on Save. 18 Resource Management User Guide

19 Creating Resources and Roles Enabling the Financial Properties of a Resource or Role You can enable the financial properties of resources or roles involved in financial transactions. By activating a resource or role, assigned financial data is included in functions such as financial planning and forecasting. 1. Open the Home page and under Resource Management, click Resources. 2. Open the resource or role. 3. Click the Properties tab and select Finance under Master Data. 4. Complete the Company Supplement section including the following fields: Financial Active Indicates whether the financial attributes for a resource or role are enabled to record financial management activities for an investment. Transaction Class Specifies a custom value that groups financial processing transaction types for the resource or role. Resource class Categorizes resources and roles with activated financial properties for financial processing. If the type of resource or role is Work, you must fill in the Finance Department and Financial Location fields so that the resource's financial properties can be marked as active. 5. For resources only: a. Complete the "Rates and Costs" section including the following fields:% Offsettable (Target) Refers to the percentage of the specified invoice rate that is offsettable. If available, enter the specified billable percentage for this resource. b. Fill out the fields in the Expenses area. 6. Save your changes. Chapter 2: Creating Resources and Roles 19

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21 Chapter 3: How to find, book and assign resources This chapter contains the following topics: Finding and booking work resources (see page 21) Resource and role assignments (see page 24) Adding investments to resource utilization (see page 25) Changing of the standard assignment (see page 25) Edit investment assignments (see page 27) Moving resource assignments (see page 28) Removing investments from resource utilization (see page 29) Replacing resources with investments (see page 30) Calendar links (see page 32) Editing of Resource or Role Profiles (see page 32) Finding and Booking Work Resources As a resource manager, use the information in this article to identify and manage resource assignments. You can use the resource search to select available work resources and book them for the right investments. A secondary use is to take a snapshot or inventory of work resources that share certain common attributes. You can use the resource search to identify work resources according to filter criteria such as the following: Employment status (employee or contractor) OSP Primary role Calendar availability Qualifications For example, identify all employees with a specific certified qualification for a certain technical role. 1. Go to the Home page and under Resource Management, click Resource Search. 2. Click on "Show filter". Chapter 3: How to Find, Book, and Assign Resources to 21

22 Finding and Booking Work Resources 3. Click Empty or Show All to remove any existing filter criteria. 4. Define your filter criteria including the following fields: OBS Unit Specifies the OBS for the work resources. OBS Unit - Filter Mode Role Defines a search restricted to the specific OBS unit or a more comprehensive search in which lower-level and higher-level OBS units are taken into account. Looking for role. Filter mode Defines a search that is restricted to the specific role or a more comprehensive search that takes into account subordinate and superordinate roles. Availability Indicates the required availability of matching resources in one or more date ranges in percent, hours, days, or FTE. Availability Limit Indicates the minimum availability required. For example, resources with an availability of less than 10 percent can be overloaded or overbooked. Resources with an Availability Limit value of 90 percent are more likely to be available for a new project or assignment. Include Reserved Resources Indicates whether to include resources that are available but have already been reserved for an investment. If you deactivate the check box, the filter excludes reserved resources from the results display. Qualifications Identifies resources that match the assigned qualifications in the qualification hierarchy. Skills Limit Works with the Skills field. Enter the percentage of skills that resources must have. The resource search excludes resources whose qualification match is below the entered percentage. 22 Resource Management User Guide

23 Finding and Booking Work Resources Power Filter This link opens a page where you can create a custom filter. Create bespoke custom searches to suit more specific staffing needs. 5. Click on "Filters". 6. Select one or more resources and click Book. 7. Select an investment and click Post. Chapter 3: How to Find, Book, and Assign Resources 23

24 Resource and Role Assignments Resource and Role Assignments Use the Resource and Role Assignments page to view and edit information about investments to which a resource or role is assigned. This page lists all projects to which the resource or role has been added. Use this page to add or remove projects from the resource's workload and to edit the duration for which the resource or role is assigned to a project. You can change the booking status and edit assignments by date or percentage. You can also add and remove investments. When you change assignments on the resource management pages, you are only changing information at the investment level, more precisely, the assignments of the resource or role to the investment. These periods of time may differ from those for which the resource or role was assigned to project tasks. The changes you make on the resource / role assignment pages will be reflected on the team members page for the investment. Best practice: Do not change the investment assignments for a resource or role on the Resource Management pages. Only the manager of the investment to which the resource or role has been assigned can change assignments. If you are the investment manager, you should change assignments within the investment on the "Team - Employees" page. As the resource manager, when you edit assignments for a resource on the resource planning pages, report the changes to the manager of the investment. The manager can thus adjust the task assignments and the schedule for the investment if necessary. You can make the following changes to the assignment: Change the start and end dates of the investment assignment. Change the percentage of time the resource or role is assigned to the project. Resources and roles are booked with 100 percent of their time for each project. Use the% Allocation field to reduce the amount of time a resource spends on each project. Moving allocation periods for an investment. Note: If a project is locked and in temporary mode, you cannot edit assignments for existing team members. The project manager can change the default project management setting, Allow editing assignments when investment is locked, to allow you to make changes to the team while the project is locked. 24 Resource Management User Guide

25 Adding Investments to Resource Usage Adding Investments to Resource Usage You can add investments to a resource’s usage on both the Resource and Role Assignments page. By default, the resources are assigned in such a way that they work 100 percent on the new project until the end of the project. Sometimes the default allocation means overbooking of resources. If a resource is overbooked, reassign the time for the resource or replace the resource with a different resource. Note: Only resources identified as employees can complete a task for a project and keep track of time spent on tasks. Project participants can use the tools to collaborate on a project, but are not always identified as collaborators. 1. With the resource open, click Assignments. 2. Click the Add button. 3. Select the investment for the resource and click "Add". The investment is added to the utilization of the resource. Changing the Default Allocation You can create curves for scheduled allocations or fixed allocations for the time period that a resource is working on an investment. These curves show all deviations from the "Standard assignment (%)" field. While the Planned Allocation curve represents the default or total allocation amount requested by the Investment Manager, the Fixed Allocation curve represents the allocation amount that was actually authorized by the Resource Manager. You have e.g. For example, a resource whose default allocation is set to 100 percent. You booked this resource to work on your project from to. But the resource was also planned to work up to 50 percent on another project. The resource also plans to take a vacation from to. In this case, you would create two allocation curves for the resource: one with a 50% variance from to, and another with a 0% variance from to. If you change the default assignment for a resource, there may be gaps between the assignment segments. The gaps are automatically filled in by creating new mapping segments. For more information, see the Project Management User Guide. Chapter 3: How to Find, Book, and Assign Resources to 25

26 Changing the Default Assignment 1. With the resource open, click Assignments. 2. On the Summary or Detail page, click the property icon of the investment for which you want to edit the resource assignment. Summary: Displays the allocation information for a resource allocated to an investment. Use this subtab to view and change booking status and assignment information for each investment to which the resource or role is assigned. Detail: Displays the assignment information for a role assigned to an investment. Use this subtab to view and edit allocation information for each investment by week in a histogram format. 3. Change the following field in the "General" area: Default Allocation (%) Specifies the percentage of the time that you want to allocate the resource to a project. The value "0" (zero) is acceptable. The changes made here are adopted in the "Assignment" and "Assignment (%)" columns on the resource or role assignments page or on the project team page. 4. Create lines for deviations in the "Planned assignment" and "Fixed assignment" areas. To apply the previous example, create two lines: First line. To cover the time the resource is working 50 percent (compared to the 100 percent of the default or scheduled assignment). Second line. To cover the amount of time the resource is working 0 percent (compared to the 100 percent of the default or scheduled assignment). 5. Complete the fields for creating a curve for planned or fixed assignments in the "Planned assignment" and "Fixed assignment" areas. The following field requires explanation: Allocation (%) Specifies the expected percentage of time that resources should work (by a tentative or committed plan) on the investment. You can enter zero as the allocation percentage. 6. Save your changes. 26 Resource Management User Guide

27 Editing investment assignments Editing investment assignments On the assignment details page, resource and role assignments are displayed in the form of a histogram by investment and week. Investments are shown in rows, assignments are shown in columns on a weekly basis. Use this page to edit a resource's weekly assignments by investment. 1. With the resource open, click "Assignments", "Detail". The Mappings Detail page is displayed. 2. Click the field that contains the data you want to edit and edit it. 3. Change the weekly assignments and click Save. 4. Confirm the changes in the "Grand Total" section at the bottom of the page. The red bar shows the months for which the role is overbooked. The yellow bar shows that there are no overbookings for this period. 5. Save your changes. Chapter 3: How to Find, Book, and Assign Resources 27

28 Moving Resource Assignments Moving Resource Assignments Use the Move Resource Assignment option to move or scale all or some of the resource assignments in a project. This option can be especially useful when you want to expand project assignments beyond the allowed timescale view, which by default only extends over 6 months. You can move resource assignments backwards or forwards in time. For example, suppose an allocation period starts on May 1st, continues at its standard rate of 100% through May, and continues through June with a reduced allocation of 50%. If you move the start of the assignment to June 1, the assignment is 100% from June 1 to July 2 (31 calendar days) and then 50% until August 2. You can also move assignments for periods that do not contain any segments. The dates of the project schedule cannot be changed. These dates are a guide to how far you can move work backwards or forwards. You cannot postpone work before or after the start date. 1. With the resource open, click Assignments. 2. Select the investment whose assignments you want to move. 3. Select "Move assignment" from the "Actions" menu. 4. Modify the following fields as required. The data shifts according to the values ​​entered in these fields. Start and end dates These fields contain the start and end dates of the project unless they have been changed. This data creates the time period that can shift. Move to the following date Defines the start date for the moved dates. Note: If you leave the field blank, there will be no movement. Postpone due date Defines the last date for postponing assignments. Assignments cannot be moved after the last date. Adjust assignment (%) by Defines the percentage change with the assignment required for the shift. Note: If you leave the field blank, no scaling takes place. 28 Resource Management User Guide

29 Removing Investments from Resource Usages 5. Save your changes. Removing Investments from Resource Workloads You can remove projects and investments from a resource's workload at any time. If a project is locked, you cannot remove this project from the resource utilization. Note: If you add a resource as a project participant, go to the Team: Participants page to remove the participant status of the resource. 1. With the resource open, click Assignments. The "Associations" page is displayed. 2. Select the investment you want to remove and click Remove. The confirmation page will open. 3. Click Yes to remove the investment from the resource's investment list. Chapter 3: How to Find, Book, and Assign Resources 29

30 Replacing Resources With Investments Replacing Resources With Investments You can substitute the role of a resource for a project. Use this process to generate a list of resources that match the same role and are available for the period of the investment. The following rules apply: When a resource is replaced, the actual effort, preliminary effort, and baseline of the original resource are not carried over to the new employee. Only the remaining workload is transferred to the new employee. The original employee must complete open time entries so that the actual data is posted before the exchange takes place. The project role of the original employee is transferred to the new employee (unless you replace one role with another role). When a project is locked, you cannot replace existing team members, you have to delete a team member and transfer the assignments. The "Replace" button is deactivated in this case. Depending on the role replacement settings, you may only be authorized to replace one resource role (without being able to replace the task assignment). Contact your system administrator for more information about this setting. 1. With the resource open, click Assignments. 30 Resource Management User Guide

31 Replacing Resources for Investments 2. Click the Resource Finder icon next to the investment to replace the resource. 3. Enter filter values ​​to narrow the resource list, or click Show All to view all resources. 4. Review the following fields: Availability Identifies the project timeframe and the number of hours that the resource you are replacing was assigned to the project. Both the data and the assigned number of hours are transferred to the replacement. Availability Match Displays a weighted average that takes into account the time worked and the availability of each resource. If you don't add qualifications to your search criteria, the "Overall Match" column doubles the "Availability Match" value. The "Qualification Match" column remains empty. When searching for skills and availability, an average of the two criteria is shown in the "Overall Match" column. 5. You might see the following message at the top of the page: "The match ratings may not be correct if the availability dates do not fall within the range: DDMMYY - DDMMYY" The message shows a discrepancy between the date range in the message and the data in the field "Availability". That is, the "Availability Match" value may not be accurate. For example, the dates in the Availability field can be "" while the date range in the message is "". An exact comparison on a resource basis is not possible. This condition lowers the evaluation of the results of the comprehensive availability comparison. 6. Select one or more resources to replace the previous resource and click Replace. 7. Confirm your selection by clicking Yes. The "Associations" page is displayed. As a result of replacing the resource, the investment no longer appears in the list of investments for the resource. Chapter 3: How to Find, Book, and Assign Resources 31

32 Calendar Links 8. If the number of available hours for a resource is less than the total number of hours, the confirmation page for "Remaining Availability" (not for "Booking") is displayed. When you add resources to the project or investment, the "Availability Remaining" confirmation page indicates that the resource is overbooked. If you book 100 percent availability of a resource (default), the 100 percent "Resource Allocation" column lists the number of hours spent. The "Remaining Availability" column shows the actual number of working hours that the resource is available to the project. Select one of the following values: Overload to overload the resource. Availability Only to book the resource for the number of hours specified in the Availability Remaining column. Calendar Links You can review the calendar for a resource to determine its availability for different assignments. 1. Open the resource. 2. Click the Calendar tab. 3. Change calendar information for a resource. For example, add working days, non-working days and shifts to the calendar. Note: Resource - Edit access right is required. Editing Resource or Role Profiles Deactivate a resource or role profile when the resource or role is no longer required. You cannot assign tasks to deactivated profiles. However, the profiles will still appear in the resource list until you filter them out. 1. Open the resource or role. 2. Clear the Active check box and click Save. 32 Resource Management User Guide

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34 Resource Requirements Resource Requirements Use the resource requirement to handle requirements, exchange messages with the project manager, and manage requirement-related processes. Using the CA Clarity PPM Resource Request, you can create simple or detailed requests to request resources for multiple periods of time. A requirement is a request to equip a particular project with work resources. The main advantage of requirements is that they can be planned. If you bypass a requirement and assign a resource directly to a project, you may put your own project at risk. This is because you make assignments without knowing what other projects the resource might be working on. As a result, you run the risk of overloading the resource or assigning the wrong resource. The recipients of requests are usually resource managers who know the workload and the qualifications of their resources. When you submit a request, the resource managers assign the most appropriate resources to the projects. You can use the resource requirement to perform the following actions: Create customized resource requirements to meet the needs of specific projects Quickly find resources that meet specific requirements Discuss a requirement with its recipients Keep in mind that requirements are project-specific, which means that You cannot create requirements that staff multiple projects at the same time. Each requirement contains a request for only one staffing requirement and can only be used for one project. 34 Resource Management User Guide

35 Managing Resource Requirements Managing Resource Requirements As a resource manager, you can view, propose, and book requirements. Note: You can also receive notifications about any requirements assigned to you. Notifications to and from your home page include a link to the Request Properties page. You can also use the project requirements page to view requirements. 1. Go to the Home page, and under Resource Management, click Resource Requirements. 2. You can use the "Requirements Filter" area at the top of the "Resource Requirements" page to identify one or more requirements using various search criteria. The search can be based on requirement name, ID, associated project, status or priority. Enter your filter criteria in the Filters section of the page and click Filters. 3. Click the link associated with the requirement to open and edit the requirement. The page contains the following tabs: Properties This page specifies the details that the requester will provide for the request. Resources Use this page to find and add resources for your needs. Discussions Use this page to start or participate in discussions about the requirement. Processes Use this page to create, execute, and track request processes. Tracking Path Use this page to track changes to the requirement object (if requirement fields are enabled for tracking). Contact the administrator for more details. 4. Depending on your access rights, you can change any available field on any tab. 5. Click Save & Return to save your changes and return to the Resource Requirements page. Chapter 4: How to Work with Resource Requirements 35