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How can I improve the data quality / accuracy of my resource allocation?

The resource planning model of PPO uses information from the System Configuration, Employee, Project and Task entity to determine resource capacity and the extent to which a resource is being utilised.

This article will explain how the data quality and accuracy of planning data can be improved in order to gain greater benefit from PPO's resource planning model.

For full details on the various planning settings and their effects, access the following knowledge base article

Next, we will discuss the steps that can be followed to obtain better data accuracy. They are:

Step 1: Clean up the employee information

The list of employees on PPO needs to clearly indicate which employees should be taken into account for capacity planning and which employees should be excluded. This is shown in the "Include in capacity" field on the Employees entity so make sure all the employee records are correctly updated.

Employee_View_Page.jpg

Also, ensure that the employees' standard hours and charge out rates are correct.

Step 2: Clean up the project information

The only piece of information required from the Projects entity is the Rate to Use field. This field indicates which of the employees' charge out rates need to be used for resource planning reports.

Ensure that this field is populated for all projects that require resource planning.

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Step 3: Clean up the task information

The following three items need to be checked  in order to improve the quality of task data for resource allocation and planning:

  • Ensure all projects have a project plan
  • Ensure all tasks where Task Type is "Task" have a responsible person assigned

Let’s discuss each of the items mentioned above next:

3.1. Ensure all projects have a project plan

A quick way to see whether a project has a project plan (i.e. Tasks in the Task entity) is to set up a calculated field on the Task entity to check for this.

The result is a RAG indicator which shows GREEN if the project has Tasks and RED if the project does not have tasks

FAQ_resourceallocation_step2.jpg

All the RED projects should then be updated with project plans.

To set this up click on Administration >> Data Fields >> Projects. Click on the “Add Calculated field” icon and implement the following formula:

CASE WHEN
COALESCE((SELECT 1 WHERE EXISTS (SELECT 1 FROM tblTasks t WHERE t.TaskProjectKey = ProjectKey AND MasterKey IS NULL)),0) = 1 THEN 3
ELSE 1 END

For detailed steps on setting up calculated fields, read the following knowledge base article.

3.2. Ensure all Tasks where Task Type is "Task" have a responsible person assigned

PPO derives the amount of time planned for an employee from the Tasks they are assigned to. Each Task has a duration and indicates that work has to be performed.

Tasks that are not allocated to employees skew the planning data. This is because PPO sees that work is being done (based on Task information) but cannot allocate that work to an employee.

This problem can be addressed by creating visibility of tasks that are not assigned to anyone and then addressing the problem by assigning these tasks to employees. Visibility is created by deploying the Unallocated Tasks Report to PPO. 

The report shows Tasks (only where the Task Type is "Task", not "Project Task", "Summary Task" or "Milestone") where there is no one allocated in the "Responsibility" field on the task.

The report is grouped by project and the project manager's name is included in brackets after the project name.

FAQ_resourceallocation_step3.jpg

The project managers for these projects, then need to update their plans to ensure that all Tasks are assigned to an employee.

This report can be deployed by logging a support call from the PPO Support Portal.

By making use of the above steps and tips, resource allocation can be monitored much more accurately using the standard planning reports and dashboards.

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