Introduction

Objective of this tutorial

  • To introduce first-time users to the different options and to the functionality of resource planning with PLANTA project.

Please note:

  • All exercises are based on the PLANTA demo data. This demo data must be installed beforehand.
  • Master data, such as calendar, resources, users, hourly rates, etc. is already set up in the demo data. This tutorial does not cover the definition of master data (for information on this subject, see Master Data Entry). The objective of this tutorial is rather to describe resource planning options.
  • The screen shots used in this tutorial are mere examples of functions and may differ from the actual layout in the program.

Multi-Project Manager/PM Administrator (r41): Activate Requests/Approvals

Task

  • For his project, Georg Hart wants to use the request/approval process in PLANTA project.
  • To do so, he must first activate this function in the system.

Procedure

  • Open the PLANTA project client.
  • Log in with user "r41” (without a password).
  • On the left-hand side of the user menu, unfold the PM Administration → Master Data area and click on Project Settings.
  • Set the Resource requests active parameter in the Resource requests area to 2.
    • This will activate resource requests on task level.
    • This means that resources are requested and approved per task.
  • Save.
  • The settings of the two other parameters in the Resource requests area can be retained.
    • The setting which determines whether requested resources are to be excluded is configured by default to exclude departments when the approvals are adopted in the schedule.
    • The grid for resource requests is set to months by default.
  • After activation of resource requests, close the PLANTA project client and reopen it.

Multi-Project Manager (r41): Project Creation and Planning

Create a Project

Task

  • Multi-project manager Georg Hart wants to plan a new IT project.
  • For this purpose, he first creates the project in PLANTA project.

Procedure

  • Via the user menu you can switch back to the Multi-Project Board panel.
    • The Projects module is opened automatically.
  • Click on the New project button or select Multi-Project Management → Project Planning → New Project in the user menu.
  • Enter a project name (e.g. "IT Project").
  • Define the requested dates for the project:
  • Select IT in the Cost center listbox.
  • Save.
  • Georg Hart is automatically entered as manager in the Manager field. Do not change the entry, for he is to be the responsible project manager of the new project.

Create Schedule

Task

  • Georg Hart wants to go ahead with his planning and wants to enter work packages for the project. He wants to copy them from a project template for IT projects.

Procedure

  • Switch to the Schedule module.
  • Answer the Do you want to copy a schedule? query with Yes.
  • Select schedule template A1.1 Standard schedule IT project with sprints from the listbox in the Copy Schedule module.
  • Click on the Copy schedule button.
  • Result:

Assign Resources

Task

  • Georg Hart now wants to plan resources for the individual resources.
  • Since resource requests are activated, he can initially only plan departments. The employees of the departments will later be approved by the corresponding department managers.
  • Task 1.2 Create detailed concept and 4.2 SAP FI interface connection are to be processed by the employees of the Application development department.

Procedure

  • Right-click on task 1.2 Create outline concept to open the context menu and select the Assign resources entry.
    • The Assign Resources module is opened.
    • Since there are no approvals yet, no employee resources are displayed but only department and skill resources.
  • Activate the checkbox for the Application development department.
  • Click on the Assign selected objects button.
  • Select the PM-MONTH profile in the Load profile field.
    • Due to the selected monthly grid, the approved resource will later be planned automatically with this load profile.
    • By using the same load profile during approval, a deviation of these values can be avoided.
  • Enter the estimated effort of 40 (= 40 hours) in the Remaining effort field.
  • Enter the calculated dates of the task on the resource as its Requested start and Requested end.
  • Save.
  • Assign the Application development department to task 4.2 SAP FI interface connection (effort = 200h) in the same way.
  • Result:

  • Click on the Calculate schedule button in the toolbar.
  • Result: The dates are calculated, the planned effort is distributed over the planned duration and possibly existing overloads are identified.

Multi-Project Manager (r41): Generate and Dispatch Requests

Task

  • Georg Hart is now done with the outline planning of his project and wants to generate requests based on his planning and send them to the responsible department manager.

Procedure

  • Click on the button in the Schedule module below the project header.
  • The Resource Requests module is opened.
  • Here, the requests are displayed which have already been generated for the project:

  • The planned Remaining effort values have each been included in the request.
  • Since the resource requests are active on task level, one request has been created for each task.
  • Click on to send both requests.
  • Confirm the dialog message.
  • The requests will be approved and the status will be changed to in process

  • Georg Hart can now also see the request in his Schedule:

Department Manager (r43): Edit the Approvals

Task

  • The department manager of the Application Development department (Thomas Schaefer) wants to check the requests and approve employees of his department for Georg Hart’s project.

Procedure

  • Open the PLANTA project client.
  • Log in with user "r43” (without a password).
  • The My Department module is opened.
    • Here, Thomas Schaefer can see the current utilization of his department.

  • Click on the  My Resource Requests tab.
  • The eponymous module is opened and Thomas Schaefer can see the requests which have been submitted for his department.

Distribution of the Requested Values

Task

  • Thomas Schaefer sees Georg Hart’s requests and now wants to select the employees he wants to approve for the project.

Procedure

  • Click on the button below the request for task 1.2 Create outline concept.
  • The Resource Selection module is opened.
  • Here, Thomas Schaefer can see the employees of his department and their respective utilization.

  • Since Daniela Mueller still has free capacity in the requested period, Thomas Schaefer selects her for distribution.
  • To do so, activate the checkbox for Daniela Mueller and click on Insert resources for allocation.
  • Daniela Mueller has been inserted as a resource in the My Resource Requests module and the requested value has automatically been adopted in the Approved field.
  • Assign Ronja Koch to task 4.2 SAP FI interface connection in the same way.

Simulate Resource Impact

Task

  • Thomas Schaefer wants to make sure that the approval does not exceed Ronja Koch’s free capacity.
  • He therefore wants to check the utilization and adjust the approval if necessary.

Procedure

  • Click on  at Ronja Koch’s resource in the My Resource Requests module.
  • The Utilization of module will be opened.
  • Here, Ronja Koch’s utilization is displayed, taking into account the approval values.
  • Thomas Schaefer sees that when the approval is applied to the schedule, Ronja Koch has overload in October.

  • He therefore wants to refine the distribution of the approval.
  • To do so, go back to the My Resource Requests module and enter "90h" for October and "30h" for November in the Approved field.
  • Save.
  • The Utilization of module is also updated and the planning is now distributed in a better way.

  • The traffic light on the Difference field signalizes that, due to the adjustment, the approval deviates from the request.

Give Approval

Task

  • After Thomas Schaefer has distributed the requested effort among Ronja Koch and Daniela Mueller, he now wants to give approval.

Procedure

  • Click on at project level in the My Resource Requests module to approve both requests.
  • Confirm in the dialog message that you want to approve both requests.

Multi-Project Manager (r41): Adopt Approvals in the Schedule

Task

  • Georg Hart has been informed by Thomas Schaefer that his requests have been processed.
  • He now wants to check the current status.

Procedure

  • Open the PLANTA project client.
  • Log in with user "r41” (without a password).
  • Switch to the Schedule of the IT Project project.
  • Here you will now see the approved resources.
    • Georg Hart also sees that an approval has been distributed.

  • Click on the button below the project header to open the Resource Requests module.
  • Here, Georg Hart can also see the approvals for his project.

Task

  • Georg Hart now wants to adopt the approvals in the schedule.

Procedure

  • In the Resource Requests module, click on at the first request to adopt the approval in the schedule.
  • Confirm the dialog message.
  • The approved resource is displayed in the Schedule.
  • Go back to the Resource Requests module and repeat the steps for the second request.
  • In the Schedule module, the approved resources have now been scheduled and the previously requested departments have been excluded from the planning.
  • Since Thomas Schaefer has moved the approval for task 4.2 SAP FI interface connection, the dates of this task have been adjusted respectively.

  • Switch to the With Loads module variant of the Schedule.
  • Here, Georg Hart can now see that the approved resources have been loaded.
  • The PM MONTH profile is automatically selected as Load profile since the request was created in the monthly grid.