Migrate from Resource Scheduling to the Workload Balancer

IMPORTANT

The information in this article applies to you only if you have managed the scheduling of your resources in the Resource Scheduling areas of Adobe Workfront. Workfront started the deprecation of the Scheduling tools in November 2020 and plans to replace them with the Workload Balancer.
For information about the deprecation plan for the Resource Scheduling tools and the timeline for their replacement with the Workload Balancer, see Deprecation of Resource Scheduling tools in Adobe Workfront.

We want you to experience as little work disruption as possible by helping you design a migration plan. The steps below will help you get your team trained and determine the best time for you to switch to the Workload Balancer.

Locate the Resource Scheduling tools

You and your teams may be using some of the Resource Scheduling tools in the following areas of Workfront:

  • The Scheduling section in the Resourcing area
  • The Scheduling section of a project
  • The Schedule section of a team

With this deprecation, the Workload Balancer replaces all the Resource Scheduling tools in all areas.

Step 1: Get your teams trained

Take the training Resource Management Program for the new Adobe Workfront experience (75 minutes) on Workfront One.

If you experience difficulty logging in or accessing the course, contact Customer Support. For information, see Contact Customer Support.

Step 2: Determine the best time to migrate

Follow the steps below to determine when the best time to migrate is for you:

  1. Determine which features in the Resource Scheduling tools your team uses most and make sure those features are available in the Workload Balancer. For information about which features are currently available in the Workload Balancer, see the “Feature availability” section in the article Deprecation of Resource Scheduling tools in Adobe Workfront.

    If the features you need are not available yet, you might want to wait to migrate (see Step 3a in the following section in this article).

  2. Determine whether your team manages user allocations on assignments. Adjusting or modifying user allocations means modifying the planned hours per day for each user across the duration of a work item. By default, the system equally distributes the total Planned Hours of a work item across the entire duration of the item. For information about managing allocations in the Resource Scheduler, see the “Modify user allocations” section of the article Manage user allocations in the Scheduling areas.

  3. Any saved filters in the Scheduling area will not automatically transfer to the Workload Balancer. Make time to create any filters you might need in the Workload Balancer. For information about creating filters in the Workload Balancer, see Filter information in the Workload Balancer.

Step 3: Migrate to the Workload Balancer

We have identified the following versions for this step, depending on your findings in Step 2:

Step 3a: You or your teams use the Scheduling tools, but do not modify user allocation

If you or your teams do not modify the daily hour allocations on work assignments, then you are ready to switch scheduling resources to the Workload Balancer.

Do the following:

  • Pick a transition date.

    TIP

    Give your team 2-4 weeks to get through the training prior to the transition date. For information about training see the section Migrate from Resource Scheduling to the Workload Balancer in this article.

  • Follow these guidelines to assist your teams:

    • Encourage your teams to visit the Overview of the Workload Balancer page and all the pages linked from there to dig deeper into how the Workload Balancer works.
    • Host FAQ meetings for your teams to answer questions the week before the transition, make the switch, and then hold another FAQ meeting to answer follow-up questions.
    • Submit feedback to Workfront using the Feedback button in the top toolbar. Our product developers are always interested in hearing your use cases for how we can make the Workload Balancer provide more value.

Step 3b: You or your teams manage user allocations in the Scheduling tools

If your workflow matches this scenario, you should be more strategic in your transition plan. The daily allocations that display in the Scheduling tools are stored in a different database than the daily allocations that display in the Workload Balancer. This means that the adjustments of daily allocations that you do in the Resource Scheduling tools do not transfer to the daily allocations in the Workload Balancer.

Consider the following when making the transition to the Workload Balancer when you use this Scheduling functionality:

  • Decide whether it is possible to put a hold on managing allocations for 1-2 weeks as your resource managers make the switch. To do this:

    • Find out the average duration of tasks in your current projects and take that into consideration when determining how long you need to put a hold on managing the user allocations.

      TIP

      You need to only look at your current or planning projects, which are those for which your teams are actively making assignments and managing daily allocations.

    • Create a task report and add the task Duration field in the view and group it by Project Name. Summarize the Duration column in the View by the Average, then save your report.

      For information about creating a report, see Create a custom report .

    • Analyze your task report. For example, if your average task duration is 3 days, then a one week transition might be best. Have the team stop managing user allocations for a week. The following week, transition the team to the Workload Balancer and begin managing user allocations that following week.

      TIP

      You can continue to make task and issue assignments during the transition period. Assignments made will be reflected in both the Resource Scheduler and Workload Balancer.

  • If you are a larger organization with teams managing resources for hundreds of projects, you may consider transitioning from the Resource Scheduler to the Workload Balancer one portfolio at a time. Consider a phased roll-out by creating customized filters in the Workload Balancer to look at one specific portfolio at a time.

  • Allow your resource managers to team up: have one person review assignments made in the Resource Scheduling tools and one making appropriate adjustments in the Workload Balancer. Once that team of two reconciles both tools, have them shift their workflows to the Workload Balancer.

Need more assistance

If you need additional information with this migration, contact Custom Support. For information about contacting Support, see Contact Customer Support.

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