Frequently Asked Questions

How do I get started with Resource Management?

There is some set up that will need to be done for your resources to be visible in the module and for your managers to be able to see them.

1. Your Resource Managers need to be added to the "Resource Manager" User Role, this will give them access to the Resource module
2. Your Resources need to be setup in the system. Please note, users need to be present as System Users in the Dynamics environment via enabling AAD sync.
3. Allow bookable resource to be created automatically, or create bookable resources with the following specific fields populated (recommended):
4. Primary Role (These are based on the system Generic roles, not the user's specific role)
5. Line Manager
6. Target Utilisation
7. Enterprise Calendar

Note

There is a Dataverse quota cost per resource so only create bookable resources for users who are participating in planning activities.

Can I sync my resources through Active Directory?

Yes, you can sync users into your environment using Active Directory, and then have Bookable Resources created automatically as needed.

Note

To synchronise AAD users to a Dataverse environment, Microsoft recommend using a Security Group to control which users are synchronised as System Users into an environment.

>> Setup Active Directory Sync to Dataverse <<

If a user is granted access to the environment Azure Active Directory will synchronise their user information into the environment where it becomes visible to the resourcing module as a System User. A bookable resource can then be created. Creating a bookable resource places load on the system and accumulates Dataverse quota costs per resource. It is recommended this activity should not be done speculatively for thousands of resources. Please also note that bookable resource can be created automatically on an as-needed basis.

How do I manage the lifecycle of bookable resources?

Bookable Resources that participate in resource planning are managed in these phases:

1. A resource joins the organisation. For resources that need to participate in resource planning, a Bookable Resource is created with an Enterprise Calendar and primary role. Bookable Resources can be created by Resource Managers and Altus Administrators. In addition, see Automatic Creation of Bookable Resources.
   • The resource has capacity created to the planning horizon.
2. A resource leaves the organisation.
   • The End Date for the Bookable Resource is set.
   • Capacity is removed beyond the end date to the planning horizon.
   • The resource can no longer be used to fulfill requests beyond their end date.
3. The resource passes beyond planning horizon in the past
   • Once the end date of a resource passes beyond the planning horizon in the past (1 year by default) they no longer have any capacity that can be reported on.
   • The Bookable Resource can be deleted to remove them from reports, pick lists etc.

Note

The ability to temporarily deactivate resources is on the roadmap and will be supported in a future update.

Can I manage users who only work part time through the resource area?

Yes. You can set up an Enterprise Calendar based on a part time work week and assign the user to this calendar. The system will then manage their availability appropriately.

Can I manage users who work in different locations through the resource area?

Yes. If you set up Enterprise Calendars based on your different locations, which include the relevant public holidays and other non-working days, you can assign all relevant users to these calendars. The system will then manage your user availability appropriately.

Can Resources be allocated to a specific line manager that has to approve allocations for this user?

Yes. The Resource's Line Manager must approve any assignments for their resources.

Can a Project Manager request resources across all areas of the business?

Yes. When a project manager requests a Generic resource, these requests can be actioned and committed to by any resources in the system. The exact allocation rules will be determined by your organisation's setup.

My organisation has a lot of resources, and I only need to view the ones I manage. Can the list of resources only show the resources I am the manager for?

Yes. The Resource Demand screen has a default filter that allows the user to only see the resources that they are the Line Manager for. This filter can be modified or removed if you would like to see all resources.

Will my Resource Manager receive notifications from the system when they get requests through the system?

Yes, the system is setup with notifications so that both the Line Manager and Project Manager are notified when requests are made and fulfilled. By default, these are turned on, but can be turned off in your environment.

Can I change the approvals and resources if priorities change?

Yes, commitments and requests can be changed in the system even after they have been approved. Although, changes made by the Project Manager will need to go through the approval process again.

Am I able to reassign commitments if a resource leaves the organisation?

Yes, the Resource Manager can easily reassign any future commitments for resources through the system.

What happens if a committed resource is removed from a project?

If the Line Manager removes a resource from a project or reallocates the hours to a new resource, the Project Manager will receive a notification relating to the change. If the Project Manager changes a request, the Line Manager will receive a notification and will need to approve any changes made to the committed hours for that resource, even if the request is for fewer hours than the original request.

Are approvals able to be delegated if a Line Manager is on leave?

Yes, there are three roles within the environment that can complete any approvals in the system. They are the PMO User, Resource Manager or Admin User.

What tools do these new capabilities integrate with?

Altus currently integrates with Jira, DevOps, Project for the Web and Project Online. Users from these systems will be visible in the Resources section as External resources. Once these External resources have been Related to a System User in Altus, they will become a bookable resource within the system.

What happens with projects that are already in flight when I set up Resource Management?

You will need to create resource requests and allocations for any projects in flight, so that you can see the full picture of your Resource landscape and to make sure you don't over allocate any resources already assigned to projects.

How does Resource Management surface in insights?

A Resource Availability heatmap and a Power BI reporting suite are deployed as part of the solution to allow the data regarding resources, availability, assignments, allocations, and variances to be easily reviewed.

Can I assign resources to project tasks and record actual work?

Yes, Resources assigned to Tasks can see these tasks in their timesheets.

If you would like assistance setting up timesheets or your organisation's Resource Management, please contact your Engagement Lead.

I have a lot of Resources to upload is there an easy way to do this?

Yes, you can import Resources using the excel data upload function in Altus. For details, please follow the process outlined in the Training section of Altus. It can be found at: Downloadables > in the Resource Managers section > under the heading Creating and maintaining resources > Downloadable Job Aid (Extended)

I have part-time resources in my resource pool, can I set them so that the FTE calculation considers their specific calendar?

No, the FTE calculations are only based on the Default Calendar. If a PM requests 1 FTE for a part-time resource and the Resource Manager approves this resource as 1 FTE, the resource will show as over-allocated by the difference between the Enterprise Calendar they are assigned to and the Default Enterprise Calendar.