Clarizen Training - Managing Resources · People, Job Title, Group, Skill Management Clarizen has dedicated Modules for managing your Resources. Note that access to all Modules depends

Copyright © 2016 Clarizen. All rights reserved. Confidential Material 1

Managing ResourcesIntroduction to Resource Management, Roles, and Capacity Planning in Clarizen


Project Level Roles: Detailed Breakdown and Permissions

Defining Project Roles Role Permissions


People, Job Title, Group, Skill Management

Clarizen has dedicated Modules for managing your Resources. Note that access to all Modules depends on User Profile and permissions.

Manage the details and metadata about your resources in the People Module. From here, you can review everything about a person including their Calendar, Contact Information, and all related information such as Work Items to which they are assigned, Discussions they are participating in, Files they have stored and more.

Associating your People with Job Titles, Groups, and Skills gives you the ability to filter and locate the appropriate resources quickly and easily


Detail View of a Person

All relevant data about your resources is stored in a centralized location.

From an individual person’s detail view, you can see things like assigned workload, skills, and discussions they are participating in as well as graphical displays of their capacity and demand and their place in the Org Chart.


Resource Calendar

1. Click “edit” from the Calendar field in the Property Card to access a person’s calendar

2. Click “Calendar Settings”3. Update working hours, % Availability

and more.

1

2

3


Assigning Resources: Viewing AvailabilityBefore assigning a resource to a task, you can check to see if they have capacity prior to assignment.

Begin typing the name of the resource you would like. A list of matches will appear below as you type.

To check if a person has capacity, click the icon and it will return a view into their availability taking into account their other assignments and work calendar.

If a resource is available, it will show as a green bar. Overload and Out of Office time will be reflected as well if applicable.

For details about the workload of a resource, you can click the “Open current resource load” link and review all assigned work.


Search by CriteriaIf you would like to search for a resource by criteria, click the icon in the Resources field. The window that opens allows you to filter based on any data attribute.

Click the icon to choose filters to apply. For example, if you need a Project Manager select that from the “Job Title” filter as shown. If you would like to narrow your search to a single project pool and/or have the system return only available resources simply select the check boxes and click OK.

A list of resources matching your criteria will be returned.

Note: If you would like to filter on a field that is not available, click “Manage” and you can add any available fields to your filter set.


Check Availability of Filtered ResourcesContinuing from our search on the previous slide, if you would like to see more details on what the resources that were returned by your search are working on, select them with the check box, click and you will be given the option to review their calendar of assignments or the interactive Resource Load screen.

Resource Load provides a powerful and dynamic view into capacity and demand that can be viewed from many perspectives and time horizons and allows the most granular capacity planning in Clarizen.

Resource Calendar provides a Gantt-like view of assignments color-coded by availability. Hover for details and select an individual for greater detail


View Capacity of a TeamWe have seen how to review capacity of individual or selected people, but if you would like to see a top-down view of capacity of a group of resources that is possible as well.

This is helpful when evaluating capacity and balancing demand by user group, team, skill group, etc.

To access this perspective, pivot to “Groups” from the menu of options at the top of the resource load screen (or access from Team View). Next, click and select the Group(s) you would like to add.

Results are aggregated to the top level and you can drill down to see work allocation and capacity of Group and Sub-Group members.


Resource Load View Options

The Resource Load can be dynamically viewed from different perspectives

% vs hrs vs. # PeopleWho Planned/Remaining Capacity/DemandSettings Time Horizon


Reassigning Tasks

If you have permissions to do so, a very easy approach to reassigning work is to drag and drop from the Team View.

Use the check box to select tasks you want to reassign and simply drag them to the new resource.

Drag and drop reassignments can also be done in the Resource Load module where you can balance capacity at a granular level

If a reassignment results in an overload, a notification will be shown


Replacing Resources From a Project (Bulk Reassign)

Plans change. Teams are restructured.

If you ever need to replace a resource across an entire project, you can do so by utilizing the “Replace Resource” button that can be found in the Utilities menu on the project Ribbon.

The reassignment will be applied to the entire project (or whatever Parent it is applied on).


Get it done. Faster. Better. Together.

Clearer visibility than you ever hadso you can move faster than you ever could.

Documents

Clarizen Training - Managing Resources · People, Job Title, Group, Skill Management Clarizen has dedicated Modules for managing your Resources. Note that access to all Modules depends