Configuring Resource Tracking

As a request is processed through its workflow, it is typically assigned to several different users who are responsible for it at different process stages. For some types of requests, it is important to keep track of all the users who were assigned on a request, and optionally, how much time they were expected to spend, and how much time they actually spent, working on the request. For this purpose, you can enable resource tracking for a request type.

Note: For information on how to assign resources by configuring workflow steps, see Configuring Workflows.

For information on how to use Time Management to track time spent on requests, see Configuring Request Types for Use with Time Management.

Tracking Resources Assigned to Requests

In Demand Management, you can assign a resource to a request. A request is typically assigned to different resources at different phases of its workflow.

You can configure request types to keep track which resource has been assigned to a request, what the scheduled effort is for the resource, how much work they actually contributed to the request and when by enabling resource tracking. After you enable resource tracking, you can configure security on the request type to determine who can edit the list of resources, allocate new resources, and so on.

The resource tracking information that you enable becomes available to authorized users based on the access you set for the request type. These authorized users can maximize the Resources section on the request detail page to view the information. (Without management capabilities, individual resources can only update their own actuals on the request details page.)

Note: The Resources section is also controlled by Time Management in that, if resources are logging time sheets for the request, then the actual effort, actual start, and actual finish come from the time sheet.

In this case, resources are not allowed to manually change the actuals data directly on the request; they must go to the respective time sheet(s) to update their actuals. For more details on how to use Time Management in conjunction with requests, see Configuring Request Types for Use with Time Management.

To configure resource tracking on requests:

  1. On the PPM Workbench shortcut bar, click Demand Mgmt > Request Types.

    The Request Type Workbench opens.

  2. Open a request type.

  3. In the Request Type window, click the Resources tab.

  4. Select the Track resources checkbox.

  5. Use the Resource: Validation auto-complete to select the validation to use for the Add Resource button in the Resources section of the request details page.

    Note: If you do not specify a validation, then the validation used for the request type's Assigned To field is used.

  6. To select the fields to track for requests of this type, select any or all of the following checkboxes:

    • Scheduled Effort

      Note: A resource who manages the request can use this Scheduled Effort field in the Resources section of the request detail page to allocate resources. If the request type also includes the Work Item field group, then this allocation will appear as workload for the resource in his Gantt view and in other visualizations of assignment workload used by project managers or resource managers. If, in addition, Time Management is used to track actuals, then these allocations will show up in the Expected Hours field on the time sheet for the allocated resource.

    • Actual Effort

    • Actual Start and Actual Finish

    The Resources section on the request details page will display a column for the resource names, and for each of the fields you selected.

    The Resource Security section lets you specify who can manage the Resources section on the request details page. (Individual resources can update their own actuals, if they have access to the request.)

  7. To allow all users who can edit the request to create, edit, or remove resources on the request, select the All users who can edit request checkbox.

    • To specify security groups that can manage request resources:

      1. Click New.

        The Participant Security window opens.

      2. To specify one or more security groups to manage request resources:

        1. From the list at the top of the window, select Enter a Security Group Name.

        2. Use the Security Group auto-complete to select one or more security group names.

        3. Click Add.

    • To authorize one or more individual users to manage request resources:

      1. From the list at the top of the window, select Enter a User Name.

      2. Use the User Name auto-complete to select one or more user names.

      3. Click Add.

    • To authorize users or security groups to manage request resources using a standard token (that resolves to a list of users or security groups):

      1. From the list at the top of the window, select Enter a Standard Token.

      2. Use the Standard Token auto-complete to select a standard token that returns the resources.

      3. Click Add.

      4. The value displayed in the Security Type field is based on the token you selected. To add another token, repeat step i through step iii.

        Note: For information about standard tokens and how to use them, see the Commands, Tokens, and Validations Guide and Reference.

    • To specify a user-defined token that resolves to a list users or security groups:

      1. From the list at the top of the window, select Enter a User Defined Token.

      2. If the token has already been defined, then in the User Defined Token field, type the token name. Otherwise, to open the Token Builder and define a new token that returns the resource(s) you want to act on the workflow step, click Tokens.

        Note: For information about how to use the Token Builder to create user-defined tokens, see the Commands, Tokens, and Validations Guide and Reference.

      3. In the Security Type list, select the security type to which the token resolves.

      4. Click Add.

      5. To add another user-defined token, repeat step ii through step iv.

      6. Click OK.

    The User or Group field on the Resources tab lists your selection(s).