Get started with Resource Management

The highlighted information on this page refers to functionality not yet generally available. It is available only in the Preview environment.

Resource Management allows you to configure your system to accurately forecast the use of your resources based on their availability so that the work that must be done is completed on time and on budget.

Overview of Resource Management in Adobe Workfront

Resource Management refers to all the activities performed by the Adobe Workfront administrator, the resource manager, and the Project Owner to plan (Resource or Scenario Planning) and schedule (Resource Scheduling) an organization’s resources and assign them to the work that needs to be done, taking into account their availability. Additionally, resource management also refers to viewing information about the planned and actual resource allocations in a report view (Utilization report).

Workfront has several sets of tools used to manage resources. Each tool has an individual scope. Currently, you can use the following Resource Management tools in Workfront, depending on which stage of resource management you are in:

  • To plan how resources are allocated at a higher level, before the actual work on projects begins, use the following tools:

    • The Resource Planner: You can use the Resource Planner in the first stage of resource management to budget project time for your resources according to their scheduled availability. During the planning of resources phase, you can organize users in resource pools and assign multiple resource pools to a project.

      For more information about Resource Planning, see the section Resource Planning in Adobe Workfront.

    • The Scenario Planner: This is a higher-level planning of resources that allows you to manage them across multiple initiatives that can span over a one, three, or five year plan and include multiple projects. You can use the best scenario for making the most out of their availability and your budget.

      The Scenario Planner requires a separate license, in addition to the Workfront license. For information about the Workfront Scenario Planner, see The Scenario Planner overview.

  • To schedule or assign resources to actual work (tasks and issues), use the following tools:

    • The Workload Balancer (recommended): This belongs to a lower-level stage of resource management, where you can assign your resources to the actual work (tasks and issues) that they must complete, based on the amount of hours needed to complete them and their availability. Using the Workload Balancer you can assign users to actual work that is currently unassigned or assigned to job roles.

      For information about the Workfront Balancer, see the section The Workload Balancer.

    • Scheduling (deprecated): Refers to assigning actual work to users by matching the job roles assigned to the tasks and issues with the job roles they can fulfill, or assigning actual work to users on tasks and issues which are currently unassigned. This happens at a lower-level in the process of managing resources, where you can assign your resources to the actual work (tasks and issues) that they must fulfill, according to the hours needed in the project plan to fulfill them.

      For more information about resource scheduling, see the section Resource Scheduling.

      CAUTION

      We are no longer supporting the Resource Scheduling tools and they will soon be removed from Workfront. We recommend that you use the Workload Balancer for scheduling your resources.

  • To analyze budgeted, planned, and actual allocations across multiple projects, use the following tool:

    • Utilization Report: Use this report to view the utilization of resources for projects. You can compare budgeted, planned, and actual allocations for your projects and their impact on the cost and revenue of the projects.

      For information about the Utilization Report, see View resource utilization information.

The components of the Resource Management process

NOTE

Resource Management is never a stagnant process in Workfront. As the schedules of your projects, the availability of your users, or their roles change, you must continually adjust the information about your resources, their assignments, and their allocations to projects, tasks, and issues.

The process of managing resources in Workfront includes the following stages:

  • Configuration: As a system administrator, resource manager, or Project Owner you must configure certain fields and objects in your Workfront instance before managing your resources. For more information about the prerequisites necessary to start managing resources in Workfront, see the Prerequisites for accurate resource management section in this article.
    In addition to having projects with work items, you must configure the following items in Workfront:

    • Users
      For more information about creating users, see the article Add users.

    • Job Roles
      For more information about creating job roles, see the article Create and manage job roles.

    • Schedules
      For more information about creating schedules, see the article Create a schedule.

    • Project Preferences

      TIP

      Only a system or group administrator can modify Project Preferences for your system or for your group.

      For more information about defining Project Preferences, see the article Configure system-wide project preferences.

    • Resource Pools

      For more information about creating resource pools, see Create resource pools.

    • Resource Management preferences

      As a system, you must decide how Workfront calculates user availability at the system level, whether using the user’s schedule or the Default Schedule of your system.

      For more information, see Configure Resource Management preferences.

  • Resource allocation: As a resource manager, or a Project Owner, you can define allocation of resources for your projects as well as assign work. For this step, you can manage the allocation of your resources at the project level using the Resource Planner.

    For more information about resource planning, see the following sections:

  • Resource scheduling: After generally planning for resources to use on your projects at a high level, you can start assigning work items (tasks and issues) to users based on their job roles using the Workload Balancer.

    For more information, see Overview of the Workload Balancer.

NOTE

You can also schedule resources using the Scheduling tools. However, we do not recommend this, as the Scheduling tools are currently deprecated and will be removed from Workfront. For more information, see Deprecation of Resource Scheduling tools in Adobe Workfront.

  • Analysis: As a resource manager, Project Owner, or people manager, review the Utilization Report to understand how the budgeted and planned allocations of your resources compare to the actual ones. Review information by hours, cost, or revenue. For information about the Utilization report, see View resource utilization information.

Access needed to view and manage resources using the Resource Management tools in Workfront

The following users have access to the Resource Management tools in Workfront:

You must be one of the following users and have the following access and permissions to access resource management tools:

  • The system administrator.

  • A user with a Plan license, in the Production environment.

    A user with a Work license, in the Preview environment. (Work-license users cannot access the Utilization report.)

    In addition to having a Work or higher license, you must have the following to use specific resource management tools:

    • Edit access to Resource Management (not needed for making assignments in the Workload Balancer)
    • Edit access to Financial Data to display Cost information in the Resource Planner
    • View access to Financial Data to view Cost and Revenue information in the Utilization Report (only users with a Plan license)
  • Contribute or higher permissions that includes Make Assignments on the projects you want to manage resources for.

  • Designated as a Resource Manager for projects to use the Scheduling tool (the Scheduling tool is deprecated).

    TIP

    You do not have to be a Resource Manager to use the Resource Planner, Scenario Planner, or the Workload Balancer.

For information about the access needed to budget resources, see the article Access needed to budget resources.

For information about the access needed to manage resources in the Workload Balancer, see Access needed to manage resources in the Workload Balancer.

Prerequisites for accurate resource management

You must meet a set of requirements before you can efficiently use the resource management tools in Workfront.

For information about what the requirements are for each resource management tool in Workfront see the following:

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