Resource management settings for users

Transcript

Settings for users. When it comes to understanding what resources are available, there are several things that need to be applied to each user in Workfront. In this video, you’ll learn about hose settings which are schedules, personal time off, and job roles.

Schedules are important because they identify when users can or can’t do project work. In other words, schedules represent the timeframe of a person’s available project work hours. Schedules do not often change and are set up by system or group administrators. If a schedule needs to be changed, please contact your system or group administrator. The default schedule built into Workfront is Monday to Friday, 9:00 AM to 5:00 PM but this can be modified to suit your organization’s needs. These schedules should also include company holidays when no project work is done. Once schedules are created in Workfront, they are assigned to users to indicate when they work.

Although creating schedules is the recommended way, you don’t have to use them. You can use full-time equivalent or FTE. FTE tells Workfront if a user is a full-time employee or not based on the system default schedule. It represents the amount of hours dedicated to real work during a day or week for a user. So if your organization expects on average, a 40-hour work week with eight hour days, then give all full-time employees an FTE of one. If they are part-time, give them 0.5 or 0.75.

In addition, users should be able to enter their personal time off in Workfront. Although Workfront was not designed to replace your current system for managing time off, it is important to make sure time off is in Workfront so users are not scheduled for work while they are gone. Personal time off can be entered from the time off section on a user’s page For more information, see the personal time off course.

Job roles pinpoint what types of skills they possess and ultimately what work you can assign to them. Job roles can be assigned as general or as specific as your organization needs them to be. Many managers first think of a job role in terms of job titles. For instance, your designer may have job titles like senior designer, junior designer, and associate designer. Those distinctions are helpful when thinking about your organization chart and workflow, who reports to whom and who should approve what. However, Workfront’s job roles are all about general skill sets. In this case, instead of creating senior, junior, and associate job roles and having to manage capacity for three types of designers, simply create one designer job role. Once job roles have been created in a Workfront, they should be associated with users to indicate what skill sets they have. Users should have a primary job role. However, more than one job role can be applied to a user. Along with each job role, there’s a spot for percent allocation. This tells the system how much time a user should spend for each job role listed. The percentage allocation must be entered if you plan on using the resource management tools to view and assign work.

Workfront’s resource pools are the collection of users needed at the same time for the completion of a project. If you intend to view resources by project in Workfront’s resource planner, you need to create resource pools. Otherwise, the resource planner won’t show any user or job role availability. Workfront recommends that when getting started with resource pools, that you create one pool for all users. Larger organizations may choose to add more resource pools by department or sub-team. Available capacity for a project is based on the users listed in the resource pools associated with that project.

Those with the plan license and edit permissions for resource management in their access levels can create and edit resource pools. Workfront doesn’t limit the number of resource pools you can create. Each pool can have as many people as needed. Resource pools can be created by selecting the resource area from the main menu. Selecting resource pools, clicking new resource pool. From there, enter the name and members of the resource pool. You can use either add people individually by entering their names or add people in bulk by entering the name of the team, job role, group or company.

Then click “Create”.