RBS and Resource Engagements Example

Hi Everyone,

I am currently working with a large client at the early stages, and just thought I would provide an example of RBS with Resource Engagements.

In this scenario we wanted the following;

  1. Have Project Managers request generic resources by type and location (e.g. Software Developer – London, or Software Developer – New York)
  2. Allow Resource Managers to have the ability to say ‘No I cannot commit this generic resource as nobody is available, but someone from another location in the same team is free’
  3. The resource manager can then simply swap the generic resource for a named resource

Fairly simplistic overall.

So this post really just gives an example of how you could configure this. Here is a sample RBS tree. The numbers represent the level of hierarchy (pay close attention to those!);

1. Company
2. Information Technology
3. Software
4. Software Developers (London)
5. Software Developer Team (London)
4. Software Developers (New York)
5. Software Developer Team (New York)
4. Software Developers (Beijing)
5. Software Developer Team (Beijing)
4. Software Testers (London)
5. Software Tester Team (London)
4. Software Testers (New York)
5. Software Tester Team (New York)
4. Software Testers (Beijing)
5. Software Tester Team (Beijing)

So in this case, you can see different teams in different locations. Here is how we would assign users in the system;

  • Top level Senior Executives – Level 1, Company (View all projects and resources for whole company)
  • Top level IT Management – Level 2, Information Technology (View all IT projects & resources)
  • Resource Managers – Level 2, Information Technology (View all IT projects & resources)*
  • Software PMs – Level 3, Software (View all software projects & resources, but not other elements of IT if defined such as Hardware, or Sales)
  • Team Leads – Level 4, Software Developers or Software Testers & Location (View only respective projects and resources, in their locations)
  • Team Members – Level 5, Team & Location (View just their own relevant data)
  • Generic Resources – Level 3 (Note this for later on in the post)

* Resource Managers may sit at Level 3 if they only needed to work with IT Software projects and resources! In the above example they can see across anything IT related @ Level 2.

Further to the RBS structure, the next step should be to create a generic resource matching custom field called ‘Role‘ with the following choices;

  • Senior Executive
  • IT Management
  • Resource Manager
  • Software PM
  • Software Developer Team (London)
  • Software Developer Team (New York)
  • Software Developer Team (Beijing)
  • Software Tester Team (London)
  • Software Tester Team (New York)
  • Software Tester Team (Beijing)

You can see some roles are team based just like in the RBS. These should be applied to the related Team Members AND Team Leads in this case. Anyone above this, gets the other roles.

Using the new Role CF, Generic Resources should be setup as follows;

  • Software Developer Team (London)
  • Software Developer Team (New York)
  • Software Developer Team (Beijing)
  • Software Tester Team (London)
  • Software Tester Team (New York)
  • Software Tester Team (Beijing)

These Generic Resources should go at Level 3 in the RBS (yes apply the RBS to these as well)

Once the roles have been defined, its a good idea to test after each section is applied, just to make sure the behaviour is as expected such as who can see what.

Within the resource center, you can setup views to help the resource managers filter out unwanted data for easier viewing of capacity / utilisation / heatmap information etc. For example, you may wish to have a ‘Software London Developers’ team view, and to do this you simply need to apply these filters to a new resource center view;

Type = Work
AND
Role = Software Developer Team (London)
OR
RBS = Company.Information Technology.Software.Software Developers (London)

Another option maybe a ‘Software All Developers’ view (so looking across all Software Development Teams);

Type = Work
AND
Company.Information Technology.Software.Software Developers (London).Software Development Team (London)
OR
Company.Information Technology.Software.Software Developers (New York).Software Development Team (New York)
OR
Company.Information Technology.Software.Software Developers (Beijing).Software Development Team (Beijing)
OR
Company.Information Technology.Software.Software Developers (London)
OR
Company.Information Technology.Software.Software Developers (New York)
OR
Company.Information Technology.Software.Software Developers (Beijing)
OR
Company.Information Technology.Software

From here, you could test the following;

  1. Request a Software Developer from London using MSP as a Project Manager
  2. As a Resource Manager, using a custom view like mentioned above, select the team resources (e.g. London Developers) and then use the heatmap in the browser to see how booked up that resource is
  3. Based on the availability, either accept or try to swap for a developer from another location (e.g. New York)

That’s about it! There are most likely other ways to approach this and other options, but this is just one.

Try this on a test build first, and you can become familiar with it.

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