Getting Started with Resource Pools

Body

This getting started article will help users get introduced on how to use Resource Pools within TeamDynamix. To begin, the configuration for this takes place in the TDAdmin console.

Overview

Resource pools are groups of users of a similar type, used to efficiently fulfill staffing requests. They are typically classified by functional area, such as application developers, or by the resource management area responsible for assigning resources to projects. A resource pool is assigned a manager, who usually has control over the resources or users added to the pool. This manager approves any staffing requests made for their users.

The resource pool data is available in many reports so that, for example, leadership can see where all application developers are currently deployed.

Although not required, it is possible to configure resource pools for resource request approvals. If a resource pool is configured for approval, any project staffing request for a user will trigger a notification to the resource pool manager. The manager will need to approve the requests within Resource Management before the user is officially placed on the project. Prior to the approval of the resource pool manager, a resource will be listed as Pending on that project.

Each resource pool can have one or more managers, but users can belong to only one resource pool.

Where to Find This

The managing of resource pools takes place in TDAdmin. As a Pool Manager, you will be able to set the members estimates in the TDNext interface > Resource Management application.

Where to Start

Creating Resource Pools

To create a resource pool:

  1. In TDAdmin, navigate to Users & Roles > Resource Pools.
  2. In the Resource Pools Display window, click the +New button.
  3. Fill in the required and optional fields as desired in the New Resource Pool window.
  4. Click the Add button.

Modifying Resource Pools

To modify a resource pool:

  1. In TDAdmin, navigate to Users & Roles > Resource Pools.
  2. In the Resource Pools Display window, click the name link of the resource pool you’d like to modify.
  3. Change the required and optional fields as desired in the Edit Resource Pool window.
  4. Click the Save button.

Managing a User’s Resource Pool

To add or change a user's resource pool:

  1. In TDAdmin, navigate to Users & Roles > Users.
  2. In the Users Display window, click the Name link of the user you’d like to modify.
  3. In the User Display popup window, navigate to the Resource Management section.
  4. Select the resource pool you’d like to add or change from the Resource Pool dropdown.
  5. Click the Save button.

Assigning an Associate Resource Pool Manager

Resource pools can have multiple managers. An associate manager functions in the same way as a primary manager, but they can choose not to receive notifications for the resource pool. Associate managers can be assigned by an administrator in TDAdmin or by a resource pool manager in TDNext. 

To assign an associate manager in TDAdmin: 

  1. Navigate to TDAdmin > Users & Roles > Resource Pools. 
  2. Click on the Name link of the resource pool you’d like to edit. 
  3. In the Edit Resource Pool Display window, click the +Add Manager button to add a new resource pool manager or click the Edit link next to the name of an individual manager.
  4. Select the Primary Manager checkbox to change the primary manager or the Receives Notifications checkbox.
  5. Click the Save button. 

To assign an associate manager in TDNext: 

  1. Navigate to TDNext > Resource Management > My Resource Pools. 
  2. In the My Resource Pool Display window, click the +Add Manager button to add a new resource pool manager or click the Edit link next to the name of an individual manager.
  3. Select the Primary Manager checkbox to change the primary manager or the Receives Notifications checkbox.
  4. Click the Save button. 

Removing an Associate Resource Pool Manager

To remove an associate manager in TDAdmin: 

  1. Navigate to TDAdmin > Users & Roles > Resource Pools. 
  2. In the Edit Resource Pool Display window, click the Delete link next to the name of an individual manager.
  3. Click the OK button in the confirmation popup.

To remove an associate manager in TDNext: 

  1. Navigate to TDNext > Resource Management > My Resource Pools. 
  2. In the Edit My Resource Pool Display window, click the Delete link next to the name of an individual manager.
  3. Click the OK button in the confirmation popup.

Managing Allocations

As a Pool Manager, you will see the section Allocations and within here, you will see Manage Allocations. Once in that area, this will let you filter the time frame you need to manage the resources’ estimates on their projects.

Resources

You will be able to see any user in a resource pool that you manage.

  • Is on an active project, where the project dates are within the report dates and the resource is marked as an active resource on the project.
  • Has a pending resource request for the project within the report dates.

An All Tickets row will also appear for users that either have logged actual hours against a ticket, or if they have a ticket assigned to them. This gives the resource pool manager insight into how much ticketing work is being performed, to help them better estimate their resource's ticket time. 

A current data row and pending data row will display when resources are active on a project but changes requiring approval are still pending approval. It will also represent the changes relative to the current allocation level. For example, if a resource was scheduled for 20 hours on a project and there is a pending resource request that changes it to 30 hours, the pending row would say "10.00" and the current row, "20.00". This allows the remaining allocation level to provide an accurate total.

Data Update Schedule

Scheduled information reflects current allocation levels throughout the day. The information for actual hours is updated daily at midnight.

Enterprise-Wide Days Off

Actual hours entered on days that have been marked as Days Off in TDAdmin will not be displayed here when viewing capacity. Those days are considered enterprise-wide days off and actuals from global off days do not show up in Manage Allocations. 

Modifying Allocations

It is not possible to edit allocations before the current week, before the start of the project, after the end of the project, or if the project’s Resource Management mode is set to Manage by Plan.

Project allocations can be edited if you are the project manager or associate project manager.

If you are not the project manager or associate manager, you will be able to edit project allocations if the project’s Resource Schedule Editing mode is set to Allow resource pool managers to edit schedules or Allow resource pool managers to request schedule changes but require project managers to approve edits.

When viewing data, you can edit values inside of textboxes. Editing values will cause them to display in red if you have decreased a resource’s allocation on that project and they will render in green if you have increased the resource’s allocation on the project. This coloration will occur regardless of whether the resource has remaining capacity for the period. It is only intended to show allocation decreases and increases.

Example of Decreased Allocation Cell:

Before:            10.00   After:  5.00

Example of Increased Allocation Cell:

Before:            5.00     After:  10.00

To shift allocations from period to period, use the Shift Backward and Shift Forward buttons. These changes only impact the visible periods and take the current edited values into account when shifting. Changes made in text boxes do not take effect until you click the Save button.

Saving Allocation Changes

When you click the Save button, any changed allocations will be saved to the server. If you are the project manager, alternate manager, or of the project is set to Allow resource pool managers to edit schedules, the changes will be applied immediately.

If a project is set to Allow resource pool managers to request schedule changes but require project managers to approve edits and you are not the manager or associate manager, a reverse resource request will be created for that resource.

Reverse resource requests are resource requests created by a resource pool manager that the project manager or associate manager must approve for the resource change to occur.

You can also print a hard copy for yourself as needed. 

Examples

Below are example resource pools from other TeamDynamix implementations:

Organization A

  • Business Operation
  • Client Services
  • Development
  • Director
  • Infrastructure
  • Network
  • Security
  • Telecommunications

Organization B

  • Application Services
  • Media Services
  • Network Services
  • Project Management Office
  • Technology Infrastructure
  • Technology Projects
  • Technology Support Services
  • Web Services

Details

Details

Article ID: 12534
Created
Mon 4/25/16 10:33 PM
Modified
Thu 11/7/24 9:33 PM