Resource Planning Setup and Process

Because of the project dynamics, you get more accurate (capacity) planning from the projects. This allows, on the one hand, to feed the ‘Capacity Planning’ from the Portfolio between 3 months and 1.5 years in more detail and timeliness and, on the other hand, to give input to ‘Resource Scheduling’ for specific deployment of individuals in the short term (0 to 3 months).

Configuration in preparation for Resource Planning

To perform the Resource Planning process, the “Capacity Planning on Skills” tab must be added to the Project Models in the FCC.

The Capacity Planning by Skills tab contains the work screen for the Capacity Planning process. In this tab, all types of (project) hours (Allocation, Planned, Request and Spent) can be set against each other.

Where: in the Project Models

By whom: by the FCC Functional Administrator and the Manager/Supervisor of the Organizational Unit in which the project model resides.

How: In the Project Model, there is a configuration icon at the bottom left of the screen:

If you click on the configuration icon you will see a list of all Project tabs. Choose “Capacity planning by skills.

Plan the Project in detail

The first step is to create a detailed Project Schedule. This can be done in the “Project Planning” tab.

Plan the skill capacity needed

Capacity can be added to the plan items in the schedule. This can be done in the Resource planning tab.

Request resources from the Resource Pool

If the Resource Scheduling process is used, then specific capacity can be requested from the resource pools. This can be done in the Resource Allocation tab.

Feedback, analysis and reporting

The project is now planning and planning capacity needs.

If time is written then time spent can be compared to planned capacity. This may lead to changes in scheduling or capacity needs.

By now, the Project may have received capacity in the form of an Allocation from the Portfolio. The difference of what was given as Allocation and what is now needed as Planned can be viewed in the “Capacity Planning by Skills” tab.

If the planned capacity differs substantially from the allocated capacity, coordination with the various bodies will be necessary (e.g. Steering Committee, Portfolio Management, Change Board).

In the Portfolio, the Portfolio Manager can also see scheduled hours versus allocated and any requested hours (see tip 2). See the tips below to help shape the amendment process.

Tip #1: Use the built-in Approval workflow

Use the built-in Approval workflow to formalize the change process and record decision making. A document can be linked to such a workflow: e.g., an Excel generated from the FCC containing a description of the change and its consequences.

Tip #2: Request hours from the Portfolio.

To signal to the Portfolio Manager that there is an explicit need for change in allocated capacity, a request for capacity can be made from within the Project.

In the ‘Capacity Planning by Skills’ tab at the top, contrast ‘Scheduled’ vs ‘Application’

Click on the 3 dots behind the project name and copy ‘Planned’ to ‘Request’

Apply the change (top right corner button) so that it becomes visible in the Portfolio.

By additionally using the Approval workflow (see tip 1), decision making is also secured in FCC.

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