Resource Capacity Planning › Resource Planning Portlets › Drill-Down Portlets

Drill-Down Portlets

Use the drill-down icons on the Capacity Overview portlet to view the details of the aggregated data for the Resource OBS. The information in the drill-down portlets corresponds to the data that appears on the Capacity Overview portlet. The values selected in the Resource OBS and List Mode are the focal point for the data that appears on the main and the drill-down portlets.

The drill-down portlets provide default values for their filter criteria based on the node from which you click to drill down. Each of the following drill-down icons represents a different set of information:

• Staff Allocation Overview Portlet
• Unfilled Roles Portlet
• Investment Demand Portlet

The following actions happen when you click the icons to open the drill-down portlets:

• The filter section is collapsed for the drill-down portlets.
• All the values present in the filter section of the main portlet are passed to the corresponding filter fields on the drill-down portlets.
• By default, the Work Effort unit for the main portlet is FTE which is configurable. The drill-down portlets have the same Work Effort unit that is configured on the main portlet.

How to Work with Capacity Planning Scenarios

Use the scenario-enabled pages to create scenarios and use them as guidelines for planning your investments. Use capacity planning scenarios to address situations similar to the following:

• A development manager who manages a portfolio of investments for several business units must make room for a new investment request.
• A line manager with 20 direct reports must frequently review the resource deployment status to identify those resources that can be under or over-allocated.
• A line manager who shares resources with other organizations must have visibility into the demand for those resources. Thus, requiring the access to data across multiple OBS.
• A project manager creates a project from a template to find out when it can be completed.

Capacity Planning Scenarios

Capacity planning scenarios allow you to make informed decisions about resource demands and staffing. Using a capacity planning scenario, you can modify team allocations. You can create a scenario to make temporary changes to your data affecting your overall capacity plan. These temporary changes are never saved or applied to your actual data. Use the capacity planning scenario for analysis before making actual changes.

Based on the criteria you enter and update, the capacity planning scenario changes the demand data that is displayed. Filters offer you the ability to exclude or include to-be-hired resources and soft bookings. The list of investments consisting of resources for inclusion in the capacity planning activities, helps build capacity planning scenarios to study and anticipate utilization.

Capacity planning scenarios are investment aware. The demand from staffing for all investments is counted and displayed when viewing data in a scenario. You can use capacity planning scenarios with any investment. You can add investments to the scenario manually or automatically to specify the investments that you want to examine.

The pages for managing a scenario are common to both capacity planning and portfolio scenarios. The portfolio scenarios are visible on any page that supports capacity planning scenarios. Capacity planning scenarios are not visible on portfolio management pages.

Capacity Planning Scenario Behavior

The following lists how a capacity planning scenario behaves:

• You can link a capacity planning scenario to a portfolio as an optional attribute when you initially save the scenario. Linking a capacity planning scenario makes the capacity planning scenario accessible from the portfolio.
• Starting an investment and selecting a capacity planning scenario, sets that scenario as the current one for pages that respond to capacity scenarios.
• In a capacity planning scenario, editing an investment not present in the scenario-enabled page, automatically adds the investment to the scenario.

Access Capacity Planning Scenarios

You can access and create your capacity planning scenarios from any CA Clarity PPM page that displays the scenario toolbar or a Scenario menu item. The scenario toolbar indicates that the data you are viewing and editing on the scenario-enabled page is not actual data. The changes to a scenario do not affect the plan of record.

From scenario-enabled pages, you can do the following:

• Display tentative information for capacity scenarios
• Switch between the plan of record and the various individual scenarios
• Compare scenarios with other scenarios

  The red-lined values while comparing two scenarios, indicate:

  • Either that the plan of record values
  • Or a second scenario value being compared to the current scenario value.

  No red-lining appears when you view a scenario by itself or view plan of record data by itself.

The capacity planning scenarios selected from the Scenario drop-down allow you view or edit access rights. To exit a scenario, selected Plan of Record from the Scenario drop-down.

Filter Investments and Resources for Analysis

By default, all resources and investments to which you have access are displayed in a capacity planning scenario. Use the filters on scenario-enabled pages to restrict the investments, roles, or resources that have no relevance to your capacity analysis. And to show a subset of the data currently presented on the page. You can save the parameters of the most recent filter operation across sessions. Such saving aims to eliminate redefining a new filter for each capacity analysis.

Create Capacity Planning Scenarios

You can create capacity planning scenarios from any page that displays Scenario. You can also create scenarios from the manage scenarios page. Share scenarios with other resources or keep them private. By default, scenarios are private. Use a capacity planning scenario to modify your current investments.

Follow these steps:

1. With the investment open, click the down arrow for Scenario, and click New.

   The new scenario is created.

2. Click More and select Edit.

   The properties page appears.

3. Define the following fields:

   Scenario Name

   Defines the name for this scenario.

   Default: New Scenario

   Required: Yes

   Portfolio

   Defines the portfolio associated to this scenario.

   Description

   Defines the description.

   Limits: 240 characters

   Required: No

   Owner

   The resource who has primary responsibility for the scenario.

   Default: Logged in user

   Required: Yes

   Planned Cost

   Defines the planned cost amount of the investments in the scenario.

   Planned Benefit

   Defines the planned benefit amount of the investments in the scenario.

4. Click Access to provide resources with access rights to this scenario.
5. Make temporary changes to your investments, resources, or team information. The changes help compare with the plan of record for an investment. When you view tentative data in a new scenario, the scenario toolbar appears.
6. Save your changes.

Example

The following example describes one way to work with a capacity planning scenario:

1. While in a scenario, make changes to all your future investments and save. You can change the investment start date, change resource allocations, or add more time to your investment.
2. From the scenario investments page, approve your future investments to see their effects on your current work capacity. Also approve your investments from the individual investments page.
3. Access the Role Capacity portlet on the capacity page to review the results of your changes. Switch between the different Resource Planning portlets to evaluate capacity and demand in different ways within the scenario. This portlet can help you decide if you require to make any adjustments.
4. On the Role Capacity portlet, drill down on one of your over-allocated roles to access the role properties page.
5. Click Allocations to access the resource planning allocations page. Click in the field containing the data and edit the data.
6. Edit allocation for a role to reduce it or shift the allocation dates.
7. Save your changes.
8. Click Capacity to access the capacity page. The changes display the effect of the overall capacity plan and determine other changes in the planning process.
9. Make any further required changes to adjust your role allocations, add more investments, shift investment dates, or approve or unapprove investments.
10. Save your changes.

Compare Capacity Planning Scenarios

You can compare a scenario with the plan of record or with another scenario. The comparison allows you to see how the latest scenario changes compare to the plan of record or the last round of changes. When you are comparing scenarios, red-lining appears on the page to help you distinguish between the two sets of data.

The ability to compare scenarios, using red-lining, appears on all project team and some project task pages.

Follow these steps:

1. From the scenario toolbar, select a scenario.
2. Select the plan of record or a second scenario to compare the first scenario from the Compare To drop-down.
3. Navigate through the pages to compare different aspects of the scenarios. Switch between the investment and resource pages to compare role capacity and allocation.

   To see the scenario details as standalone entries without the red-lining, select your planning scenario from the left scenario drop-down. Select None from the right scenario drop-down.

   Scenario 1 is compared with the plan of record. The plan of record data is red-lined and scenario data appears below it. You can compare the resource allocation dates, allocation amounts, and ETC.

   Individual task dates got pushed out for an investment due to schedule changes.

   The investment staffing data is compared against two scenarios. You can compare the following data types for each investment team member between Scenario 1 and Scenario 2:

   • The allocation start and finish date
   • The total allocation hours
   • The ETC

Configure the Capacity Planning List

You can configure the capacity planning list to do the following:

• Include an additional attribute as a secondary comparison value for a list column.
• Secondary values (even if they are null).
• Use red-lining to compare list column values with their secondary values.

These configurations apply only when you are comparing a scenario with another or to the plan of record. These configurations do not apply to the following cases:

• The plan of record is selected.
• A scenario is not compared. None is selected from the Compare To drop-down on the scenario toolbar.

Add a Secondary Comparison Value

Follow these steps:

1. From any capacity planning page that contains a list of data, click the Configure icon from the toolbar.

   The list column layout page appears.

2. Click List Column Section and go to Fields.

   The configure list column fields page appears.

3. Next to the attribute or column label (for example, % Allocation), click the Properties icon.

   The list column field page appears.

4. Select the secondary value for the selected attribute from the Secondary Value drop-down.

   For example, select Default Allocation (Compare To) as a secondary value for the % Allocation attribute.

5. Click Save.

   Secondary values are appended with (Compare To).

View Secondary Values and Red-lining

After configuring the planning list, open the capacity planning page to view the results.

Follow these steps:

1. From any capacity planning page that contains a list of data, click the Configure icon from the toolbar.

   The configure list column layout page appears.

2. Click List Column Section and go to Options.

   The configure list options page appears.

   • Select the following options: Mouse-over and redline text
   • Show Null Secondary Values
3. Click Save.

Manage Investments in Capacity Planning Scenarios

You can add investments to scenarios manually, using a power filter, or automatically when editing the investment attributes. For example, change the start date for an investment or the allocation for a team member. When an investment is added to a scenario, all associated team members are also added to the scenario.

Follow these steps:

1. Open the scenario investments page.
2. To add specific investments, click Add.
   1. On the Select Investments window, select the investments to include.
   2. Click Add.
3. To add investments meeting certain filtering criteria, click Add with Power Filter.

   The select investment type page appears.

4. Select an investment type and click Next.

   The power filter page appears.

5. Build an expression that filters for investments. For example, to add investments managed by Sue Smith to the scenario, add the following expression:

   Investment Manager = 'Smith, Sue'
   

   Note: You can change an investment expression to automatically propagate to all investments added using that investment expression. Synchronize the investments to update the data.

Make Hypothetical Changes to Investments in Capacity Planning Scenarios

You can make hypothetical changes to investments in capacity planning scenarios.

Follow these steps:

1. From a page that includes the scenario toolbar, click More, and go to Investments.

   The investments page appears.

2. Complete the following fields:

   Start

   Defines the investment start date. The value for this field is from the Start Date field on the project properties page.

   Planned Cost

   Defines the planned cost amount of the investments in the scenario.

   Approved

   Defines the investment as approved or disapproved in the scenario.

   Hidden

   Defines the temporarily hidden or exposed investment from the scenario.

3. Click Save.

Show or Hide Investments from Capacity Planning Scenarios

To ignore changes temporarily for an investment in a scenario and let the plan of record values appear, you can hide that investment from the scenario. You can also show an investment to display the scenario values again.

Follow these steps:

1. From a page that contains the scenario toolbar, click More, and go to Investments.

   The investments page appears.

2. Next to each investment you want to hide, choose Yes from the Hidden drop down, and click Save.

   The investment is temporarily hidden from the capacity planning scenario.

3. To view a hidden investment, choose No from the Hidden drop down.

Remove Investments from Capacity Planning Scenarios

Removing an investment from a scenario removes any changes to that investment from the scenario. The investment then shows the plan of record values.

Follow these steps:

1. From a page that displays the scenario toolbar, click More, and select Investments.

   The investments page appears.

2. Select the check box next to the investment, and then click Remove.

Reset Investments in Capacity Planning Scenarios

While in a capacity planning scenario, you can select investments and refresh the values to reflect the contents of the plan of record. Refreshing the investment values, enables you to undo the changes to an investment without exiting the scenario.

Resetting deletes any changes that were made in the scenario (for that investment) and refreshes it with data from the plan of record. When adding an investment back into the scenario, the investment includes scenario data. But the scenario data is the same as plan of record data unless changed.

Follow these steps:

1. From a page that displays the scenario toolbar, click More, and go to Investments.

   The investments page appears.

2. Select the investments for resetting, and then click Reset.

   The investment is removed from the capacity planning scenario and added again.

Manage Capacity Planning Scenarios

Use the capacity planning scenarios page to create, edit, delete, copy, or set a scenario as the current scenario or the current compare scenario.

From the scenario toolbar, click More and select Manage Scenarios.

Edit Capacity Planning Scenario Properties

Owners of capacity planning scenarios have implicit rights to edit their scenarios. Scenario owners can also grant instance access rights to their capacity planning scenarios. You can copy a scenario and edit the new copy. When you grant the access rights, you become the owner of the new capacity planning scenario copy.

Edits or actions are applied to the selected scenario and not to the plan of record or actual data. Also, if you edit an investment that was not explicitly added to the scenario, the investment gets automatically added to the scenario in the background. For example, while in a scenario, you modify a team record that does not exist in the scenario with the associated investment. The investment and all the team records are automatically added to the scenario in the background. To edit the plan of record data from the scenario toolbar, select Plan of Record from the Scenario drop-down.

You can edit a limited number of field values for scenario properties, investments, and team properties in capacity planning scenarios or portfolio scenarios. In the absence of the required rights to edit a scenario, all fields on all the scenario pages appear as read-only.

You can also remove or add new investments to this scenario.

Note: In a scenario, the edits are saved as part of the selected scenario.

Follow these steps:

1. On the scenario toolbar, select the scenario from the Scenario drop-down, click More, and select Edit.

   The properties page appears.

2. Complete the following fields:

   Scenario Name

   Enter or change the name of the scenario.

   Portfolio

   This field is read-only because you cannot change the portfolio to which a capacity planning scenario is linked after the scenario is initially saved.

   Description

   Defines the description for this scenario.

   Owner

   The resource that created the scenario appears by default. You can select a different resource as the owner.

   Currency

   Displays the currency code for the portfolio.

   Planned Cost

   Defines the planned cost amount of the investments in the scenario.

   Planned Benefit

   Defines the planned benefit amount of the investments in the scenario.

3. Click Save.

Copy Capacity Planning Scenarios

The list of scenarios available to copy is limited to scenarios to which you have view or edit rights. When you copy a scenario, associated investments are also copied to the new scenario.

Alternatively, you can use the Copy option from the More button on the scenario toolbar.

Follow these steps:

1. From a page that displays the scenario toolbar, click More, and go to Manage Scenarios.

   The capacity page appears.

2. Select the check box next to the scenario, click More, and select Copy.

   A copy of the selected scenario is added to the list and is named Copy of <Scenario Name>. This copy is private.

3. Click the name of the scenario.

   The properties page appears.

4. Give the copied scenario a new and unique name, and click Save.

Delete Capacity Planning Scenarios

When you delete scenarios, the selected scenarios, and the associated investment and team member conditions, are also deleted. The investments and team members are deleted only from the selected scenario, not from any other scenario.

Follow these steps:

1. From a page that displays the scenario toolbar, click More and select Manage Scenarios.
2. Select the check box next to the capacity planning scenario, click More, and select Delete.
3. Click Yes to confirm.

Note: You can also use the Delete option from the More button on the scenario toolbar.

Set the Current and Compare Scenarios

Select a scenario to represent the current context for all capacity planning scenario-enabled pages. You can also select a compare to scenario to represent a change for all capacity planning scenario-enabled pages.

Follow these steps:

1. On the capacity planning scenarios page, select a scenario.
2. Click More and select Set Current.

   The scenario is set as the current capacity planning scenario and is the default in the Scenario field.

3. On the capacity planning scenarios page, select another scenario.
4. Click More and select Set Compare.

   The scenario is the capacity planning compare to scenario and is the default in the Compare To field.

Reset to Plan of Record

You can deselect any scenarios (current and compare scenarios) to revert back to the plan of record.

Follow these steps:

1. Navigate to the capacity planning scenarios page.
2. Click More and select Reset.

   The current scenario is cleared and all the scenario-enabled pages are reset to the plan of record.

View Role Capacity from a Scenario

You can view role capacity from a scenario.

Follow these steps:

1. Navigate to any page with scenarios, including the capacity planning scenarios page.
2. From the scenario toolbar, click More and select Go to Capacity Planning.

   The resource planning capacity page appears.

3. View the following data across investments:
   • availability by role
   • allocated work and demand for filled and unfilled role allocations

Share Capacity Planning Scenarios with Other Resources

Use the scenario access pages to view resources with rights to the capacity planning scenario. You can also use the pages to provide resources with access to the scenarios you create.

Follow these steps:

1. Navigate to the scenario properties page or scenario: investments page.
2. Select one of the following from the Access menu:
   • Full Access View. View a list of all resource and their rights to the scenario.
   • Resource. View resources with explicit rights to this scenario. You can also add resources and grant or remove their access to the scenario.
   • Group. View groups with explicit rights to the scenario. You can also add groups and grant or remove their access to the scenario.