We need to be able to plan resources within project for the web and the ability to get an overview over all projects in our portfolio including a view if someone is overbooked etc.
This is something we’re thinking about – but we’d love more feedback from you.
Can you share specific scenarios that you need for resourcing? What information do you need to be successful? What actions do you take as a result of this information?
Please share detailed scenarios for us to understand what you need, this will be very helpful to us as we improve Project!
Definitely needed on the web - need the ability to see resource allocation by Program and Project level for all who are assigned.
Jamal Wilson commented
I need to be able to track the following:
availability - the number of hours a resource is able to work (hours per week over time)
Allocation - the number of hours a resource is able to work on a specific project. (estimated at project level, based on start and finish dates of resource on the project and % of time allocated to the project)
Assignment - the number of hours planned to complete each task (we have this already - great job)
Actuals - the number of hours of work that have been completed at the task level (we have this already - great job)
adding the other two items, as well as time-phased data (date table w/ day, month, quarter, year as a dimension table to the model and exposing via the odata feed) would resolve the resource management concerns and allow users to develop what ever resource management reports/dashboards they needed.
Lawrence S commented
I want to be able to see tasks that I assigned to other users assembled in one location across multiple projects that may actually be related. In Teams I have several channels and each channel has a different planner. Ideally this would be done in Web Project and I could tie them all together to see how all the different aspects of the project are doing.
I really want to be able to track all assignments I have assigned, that I need to follow up on, and am responsible to get done on time. Part of this request might be a manager type assignment where I have a task to follow up on tasks that I have assigned. Right now that is hard to track in either planner or Web Project. A customizable dashboard (across all projects with filtering) might help with this too.
Craig knox commented
I don't understand the admin's inquiry. Why was this an essential feature in the desktop? That is the answer to your question. It's still the same essential feature with the same use.
Users are forced to bounce between two or three platforms that all have different features and none of them are great.
Chris Hovey commented
I love the simplicity of Project for the Web, but it is critically missing the ability to do resource capacity planning. I really like the view PWA creates for resource capacity planning (the bar graph that shows team capacity vs project bookings across all projects). For me, each resource needs to be able to be tagged to an organisational department, as capacity planning is often managed by departments. Then a dashboard is needed that consumes scheduling data from all projects in Project for the Web (and possibly legacy projects in PWA), and compares it to the capacity of each resource to do work (based on a personal calendar). As with PWA, would be great to view either by week, month, quarter, etc... A shortcut for now might be just to allow PWA to consume data from Project for the Web and reuse the existing resource capacity management functionality of PWA?
Asana has a great resource management/scheduling tool that would be great if Microsoft can create a similar process. See link below.
I agree with Michael's comment below
"What information do you need to be successful?"
Project Managers and PMO Managers need to know what are the most time-consuming projects or tasks across all projects in a portfolio. Also important: who is overallocated and underallocated, who can take additional tasks.
"What actions do you take as a result of this information?"
Managers would be able to allocate tasks more efficiently, and they would also be able to identify potential issues and challenges
"What information do you need to be successful?"
Project Managers and PMO Managers need to know what are the most time-consuming projects or tasks across all projects in a portfolio. Also important: who is overallocated, who can take additional tasks.
"What actions do you take as a result of this information?"
Managers would be able to allocate tasks more efficiently, and they would also be able to identify potential issues and challenges.
Andrew Cartwright commented
Agree with a lot of the comments.
I run a function with operational resources that also do project engineering. It would be good for them or a resource manager/PMO manager to ringfence a percentage of their time for operations, so that they can't get overbooked with project work.
Overall, my scenario is that people have lots of work to do, and whilst multiple project managers might try and have the resources do work on projects at the same time, we need to see where people are double-booked or coming close to full utilisation.
Capacity planning for skillsets is required in order to compare the pipeline of change (resource profiles) with the current in flight allocations/assignments.
Being able to apply generic costs and link these back to financial account codes or funding areas would also be helpful for budget forecasting etc. It would also be useful to be able to control who can see the cost data via permission group - something like tasks; resources; cost; all.
The ability to tag resources as permanent or contractor is required.
Ability to connect to 3rd party systems to bring in scheduled annual leave etc. for resource availability.
In my organization our project teams include Engineers, Technicians, factory employees, equipment builders, and general contractors. New equipment is generally worked on during weekdays. Modifications are made during weekends and holidays. Engineering determines the scope and plans the high level schedule with an estimated head count. Those details are then given to the other groups for review and assigning specific people to the tasks. We need the ability to schedule jobs on weekdays or weekends with a headcount per group. Then let the managers of those groups assign people from their resource pool. Right now P4W has none of this capability as far as I can tell.
Completely agree with this. One of the interactions that seemed to be intuitive (until it wasn't actually a feature!) was the ability to set the duration separately to the effort required. For example, a task that needs to be completed within 3 days, but only requires 3 hrs effort to complete.
It would be ideal if the users/resources had a 'Me' area on P4W where they could input their specific details for resource mgt, i.e. working pattern, subject matter expertise, line manager/resource manager etc. this could then feed a new area on the PBI template that deals with resource requests and conflicts in activity identified.
many more ideas, but sabotaged by the kids!
kevin taylor commented
I definitely agree this would be a huge benefit to our organization! Currently we are relying on using Wicresofts Oneplan tool which is nice but does not meet all of our needs.
We'd like to be able to view resource demand and capacity across users within the groups, with the correct permissions, that are using the Project for the Web tool. This could be a nice UI that highlights using colors the ones over or under allocated within the tool itself.
With the data we'd be able to tell if the users are being overbooked on projects in the tool across teams and spread the load equally to members who may have extra capacity.
Not all employees within my organisation have access to a computer, therefore, I would like to see the ability to create a centralised generic resource pool from which they can be allocated to tasks, and the ability to sum the usage of the generic resources on a week by week basis - to give a workload demand for the organisation as a whole.
We have Welders, Fabricators, Electricians, Fitters, Painters etc., so for example, I may have 6 Welders and 10 Fabricators, from which one project is utilising 3 Welders and 6 Fabricators, and a second project requires 4 Welders and 3 Fabricators, all in the same timeframe. I can then see the available capacity/demand (i.e. I need another Welder and I have 1 Fabricator available).
I know this can be done in Project Professional, but I like the idea that P4W is the future, and it means that we will be able to surface data through Power BI and PowerApps etc.
We also share the requirement to manage resources but would prefer to see Power BI components take on cross-project utilization, capacity and availability rather than adding this complexity to th base product.
What makes P4W compelling is the quick adoption possible by non-PMs because its interface is so simple. We'd like to see it stay simple and not develop into a web-UI version of Project Professional.
Resource Management is primarily a PM function and our experience is that built-in analysis is unlikely to provide all the flexibility needed anyway so let Power BI provide an out-of-the-box starting point and let us fine-tune from there. The Power BI package released recently is an awesome start.
The biggest problem with Resource Management at the moment is that resources can only be assigned 100%. As soon as that problem is fixed, we will be giving this toolset at try (see also https://microsoftproject.uservoice.com/forums/914203-project-for-the-web/suggestions/38978338-project-for-the-web-tasks-effort-not-linked-to-d)
I also agree with Chris Evans that Top down resource allocation would be much appreciated. Project Manager has an agreement with functional manager to what extend he can use a team member in a respective month/week. It would be great if we can insert overall allocation eg 20% per project and then monitor if we are exceeding this allocation with task assignments (the real effort).
There are some things that are missing right now and that are needed to make it usable for our projects:
- Plan ressources with only a partial workload, like 50%, 75%, ... and of course, the right calculation of the duration of the associated tasks
- To have an overview of ressources used in several projects to see their availability and workload based on all their plannings - like a ressource dashboard
- The possibility to have an "personal" calender for the ressource to prevent planning of the ressource during vacations, block time frames, ...
felipe binimelis commented
it should be good to have options similar to Resource Usage from Desktop version
Chris Evans commented
The purist view of resource management is that you allocate a resource's effort to activities, add these up across all tasks and projects and then try to level. I.e. a bottom-up approach. This is certainly how it's done in Project Online, but in my experience doesn't work. I think most organisations would be better served by a much simpler system where people are allocated to projects top-down by month/ week. A bit like the old Resource Table in Project Server (sadly deprecated). A resource manager can then see a summed up view across projects - i.e. Joe Smith is 70% on Project A, 60% on project B and 10% on non-project work from July - Sept. I.e. there is an over allocation which needs resolving. This is always a negotiation between Project Managers and Functional Managers.
This is needed for scheduling resource conflicts. Especially for planning on-site trips for our teams.