Using Resource Capacity

with the addition of resource capacity, there is a new layout for the employee business object workspace portfolio, project and demand managers can all use this new layout to create and allocate resources to tasks note for administrators, there are no changes to the employee business object about resource capacity previously ppm users could assign project roles, create resource plans and then search for employee resources based on roles they could then assign tasks to the available resources in this new release, resourcing capabilities have been enhanced to include effort and capacity management project & portfolio managers can assign project tasks to the right person (resource) with the right skills and available capacity managers can also manage effort around a project they now have insight into resources to avoid exceeding capacity, limit assignment outside of job scope, and assign the right skills to any given task creating a resource log in as a portfolio manager, project manager, or demand manager open the employee workspace select an existing employee check the details tab to ensure you have selected the correct employee; the fields on the details tab are unavailable for editing because this information is provided by hr complete the following tabs as described overview docid 0oq e2ouuviz6blualgfdetails docid 0oq e2ouuviz6blualgfproject roles docid 0oq e2ouuviz6blualgfproject skills docid 0oq e2ouuviz6blualgfscheduling tasks docid 0oq e2ouuviz6blualgfall tasks docid 0oq e2ouuviz6blualgfteams docid 0oq e2ouuviz6blualgfroles docid 0oq e2ouuviz6blualgfincidents and changes docid 0oq e2ouuviz6blualgfcontact groups docid 0oq e2ouuviz6blualgftime off docid 0oq e2ouuviz6blualgfprojects docid 0oq e2ouuviz6blualgf select save this updates all the calculated fields note for help on creating tasks, refer to working with project management # overview field description status the employee's company status team the employee's team weekly availability (hours) the number of hours in a working week for the company primary project role select a relevant project role from the dropdown only roles that are already linked under the project roles tab can be selected or populated in the primary project role field operational percent percentage of time (0 100) that a resource is not available to work on ppm projects derived as follows operational hours = operational percent / 100 daily hours available hours = dailyhours operational hours number of days requested daily hours = weekly availability / 5 start date start date for employee availability end date end date for employee availability when start date and end date are populated, any tasks that include that date range appear in the scheduling tasks tab available hours this field is automatically calculated from the weekly availability value minus the operational percent number of days requested the difference between the start date and end date using 9 to 5 hours from the hours of operation calendar refer to setting up hours of operation # in more depth, this is automatically calculated from weekly availability value minus the operational percent that result is divided by the available hours for example, 40 hours per week minus 10% = 36 hours per week available divided by 5 days = 7 2 hours per day a number of days requested of 4 62 comes from dividing 33 26 available hours by 7 2 = 4 62 total allocated hours select a task if planned effort has a value then total allocated hours for that task is subtracted from the available hours if a task does not intersect with the chosen date range, it isn't listed in the scheduling tasks tab and does not affect the remaining capacity remaining capacity click get capacity to have all tasks in the scheduling tasks tab considered and the remaining hours shown note if only a portion of the task's date range overlap with the employee's availability, that is taken into account automatically because planned effort is divided by the days in the task's date range details information on the details tab is read only because it is owned by hr it is useful for checking if you have the correct employee before you start allocating tasks project roles if you want to add an extra role to an employee for a project (example dba, backup admin, trainer, treasurer, scrum master), you can do this using the project roles tab field description new project role to create a new project role, click new project role provide the name of the role and click save link to link an existing role, click link , and then click select or use custom search to search for a role unlink to remove a project role from the list, select the role and click unlink go to select a role from the list and click go to to view the details of the project role only those roles that are already linked under this tab can be selected or populated in the primary project role field of the overview section you can't unlink a role that is already set as the primary project role in the overview section project skills you can use the project skills tab to assign skills to resources and filter resources by the skills necessary to complete a project task scheduling tasks the scheduling tasks tab displays information about tasks scheduled within the start date and end date provided for the resource capacity search searching for tasks for an employee when looking at resource capacity, you can search to review all assigned tasks within a time frame the search results display planned effort and actual effort in addition to other standard fields from the employee business object, click the scheduling tasks tab in the overview section, enter the start date and end date under resource capacity click get capacity to display the employee's remaining capacity in hours and a list of the tasks assigned in the specified time frame all tasks to view a list of tasks assigned to an employee, click the all tasks tab this tab displays each task assigned to the employee with planned effort and actual effort note tasks are employee specific and cannot be shared between employees creating a task select the all tasks tab click new task complete the following fields field description summary provide a summary of the task (example plan training program for new it induction process) details describe the task in more detail (example training needs to be planned in detail ensuring it achieves buy in from all attendees for the new it process) service select the service carrying out the task from the drop down list team and owner select the owning team and individual from the drop down lists details planned start/end date when assigning a task, if planned effort has a value, planned start date and planned end date are mandatory fields planned effort has a validation rule that the minutes entered must be less than or equal to the difference between the planned start and planned end dates when the date range overlaps all or part of the resource's availability, the task appears automatically on the scheduling tasks tab you cannot add or delete tasks on the scheduling tasks tab note for cloud operations the above changes can affect existing tasks this means that there may be some manual clean up to be assessed before the paid enhancement package is applied and possibly some data to clean up afterward start/end date both fields are optional but you cannot have a start date without an end date priority select between 1 and 5 from the drop down list usually 1 is highest priority but your company can decide planned effort (mins) provide the amount of effort planned in minutes this effort value rolls up via the project phase to the project actual effort (mins) provide the actual effort expended in minutes this effort value rolls up via the project phase to the project percent complete (%) provide the percentage complete for this task as the work is carried out this figure is then rolled up into the project and then in to the program and portfolio details creating a task from a search after searching for resources docid 0oq e2ouuviz6blualgf , you can create tasks and assign them to the resources returned in the search click on the resources tab of the project phase select an employee with the capacity to complete a task from the list of search results click create task and complete the fields a enter subject enter a name for the task b enter details enter any details associated with the task c enter planned effort enter the expected effort in minutes d click ok to create the same task for multiple resources, select those employees in the resources tab, and click create task teams you can link as many teams as you like to an employee's record use this feature to track which teams are working on a task select the teams tab click link select your chosen team if it is already listed, or select the custom search option to search for a team using fields and expressions note you cannot unlink the employee's default team which is automatically linked for you roles you can link as many related roles as you like to an employee's record select the roles tab click link select your chosen role if it is already listed, or select the custom search option to search for a role using fields and expressions examples of roles include analyst, demand manager, portfolio manager, project manager incidents and changes you can add new incidents or changes to an employee or you can view existing associated incidents or changes select the incidents tab or the changes tab click new incident or new change for information on how to create incidents or changes, go to managing incidents #creating a change request # select go to to view an existing associated incident or change contact groups you can link as many contact groups (change approval groups) as you like to an employee's record select the contact groups tab click link select your chosen group if it is already listed, or select the custom search option to search for a group using fields and expressions select go to to view an existing linked group time off you can request time off for the selected employee using this tab this is automatically factored into an employee's available hours select the time off tab click new time off enter start and end dates for the time off click save projects for a selected employee business object, you can use the projects tab to view the projects the employee is assigned to suppose an employee is assigned as a resource to a project workspace using the resources tab later, you open the employee business object and select the same employee from the list the projects tab display the projects to which the employee has been added calculate resource capacity project managers ,portfolio managers, and demand managers can calculate a resource’s remaining capacity within the project , project phase , and resource plan business objects to calculate resource capacity, do the following in the project and project phase record, go to the resources tab in the resource plan record, go to available resources tab select a resource and click calculate capacity in the dialog, enter the capacity start date and capacity end date using the calendar icon for a date selected from the calendar icon, the time is set to 12 00 am by default you should adjust the time appropriately to ensure accurate capacity calculation to calculate capacity for a full day, set the end date time to 11 59 pm example selecting 03/18/2026 12 00 am to 03/19/2026 12 00 am does not count as a full day to calculate capacity for a full day, modify the range to 03/18/2026 12 00 am to 03/19/2026 11 59 pm click ok the remaining capacity field of the selected resource gets recalculated automatically remaining resource capacity for the remaining capacity calculation to work, ensure that the weekly availability (hours) and operational percent fields are filled in on the employee record for the selected resource refer overview docid 2fty12apw25abiyn9fwlx using the calculate capacity button updates the resource capacity start date and end date for all resources in the selected list these updates are reflected in the employee business object and across all associated projects, project phases, and resource plans where the resource is listed therefore, users should recalculate capacity whenever they need up to date and accurate resource capacity information