Learn how to gain resource visibility with Meisterplan so you can accurately accomplish capacity planning and tactical resource management.
- How Resource Management with Meisterplan Can Help You
- How to Manage Resources with Meisterplan
- Estimate Capacity Demand with Roles
- Staffing a Resource
- Visualize your Data by Organizational Structure
- Test Staffing Configurations with Scenarios
- Report on your Resources
- Defining Base Capacity for Resources
- Defining Base Capacity for Roles
- Accounting for Public Holidays
- Accounting for Vacations and Other Leaves
- Accounting for Business-as-Usual Activities (BAU)
- Additional Information
How Resource Management with Meisterplan Can Help You
Resource management is a key factor in executing a successful project portfolio plan. Meisterplan is designed to provide you real-time capacity insights and helps portfolio and resource managers gain resource visibility to accurately accomplish capacity planning and tactical resource management.
- Accurate Capacity Planning – Get a complete view of capacity to match the right people to the highest priorities. With Meisterplan, you can quickly react to changes by reassigning available resources and maximizing resource utilization.
- Resource Visibility – Ensure you have the resources to realistically commit to your plan by seeing the whole picture. With the calendar functions, accurately anticipate resource availability including vacation and other leaves. Easily determine who is available when and what skills they have.
- Tactical Resource Management – Adapt your resource plans when things change and resolve resource conflicts in real time to keep your company moving forward. With Meisterplan Scenarios you can answer high-level “what-if” staffing questions and immediately see the impact on resource utilization.
What about task management?
Meisterplan is not optimized for task management. Resource management in Meisterplan is done on a high level and intended to provide an overview of all projects and relevant allocations within a portfolio.
How to Manage Resources with Meisterplan
Estimate Capacity Demand with Roles
When you are in the definition stage of a project, Roles can be used as an allocation placeholder to ensure your capacity needs are accounted for before you know exactly who is working on the project. Staff a role to a project by clicking the plus icon next to the project name and search for the role you would like to allocate. When you are ready to substitute the generic role for a named resource, simply fill the allocation by using the Staff Role Function.
Learn more about staffing or unstaffing a role in the Replacing or Removing Roles or Resources article.
Staffing a Resource
To assign a named resource to a project, simply click the plus icon next to the project name and search for the person you would like to staff to the project. You can search for the resource based on their name, skill or primary role. Once you have selected the person, enter the amount of their capacity that will be allocated to the project.
Learn more about resource allocations by visiting the Assigning Employees to Projects article.
More Detailed Planning with Time Grid & Zoom Level
You can simplify the time segmentation when staffing resources by using the allocation Time Grid. This setting allows you to segment your allocations based on the selected Zoom Level. Instead of estimating the required effort needed for the whole project, estimate work by weekly, monthly, quarterly, or yearly segments.
Use the Zoom Level to quickly navigate between detailed and high-level views. With this feature, you can enter your allocations on a detailed weekly basis and then view the impact of those allocations on a yearly level.
Visualize your Data by Organizational Structure
Organizational Breakdown Structure, or OBS, is a way to classify your projects, roles, and resources in Meisterplan for optimized filtering and reporting. Aggregate the histogram in the Portfolio Designer resource section by your OBS structure to get a transparent overview of capacity in specific organization units. Click into the histogram to see how your project allocations stack up in comparison to the total capacity of that unit.
To aggregate your resource section by your OBS structure, click Settings at the top of the Portfolio Designer and, under Aggregation, select OBS.
Test Staffing Configurations with Scenarios
With scenarios, you can test a variety of different staffing configurations to find the optimal plan moving forward:
- What would be the impact of hiring more internal and/or external people?
- What team members can take on additional work from overallocated employees?
- What happens when you delay a project to account for a resource bottleneck?
- What is the earliest finish date of a project with your current resource base?
You can answer these questions and more by using our Scenario planning functionality.
Learn more about scenarios in the Scenario Basics article.
Report on your Resources
Visualize Utilization with the Allocation Heatmap
With the Allocation Heatmap, get a quick overview of all over and underallocated resources. With this report, the overallocated roles and resources are highlighted in red, while the underallocated roles and resources are highlighted in blue. Use this report to easily identify who can take on more work, and who is overbooked.
Read more about how to set-up and use the Allocation Heatmap in the Allocation Heatmap in Reports article.
Integrated Pivot Reports for a Resource-Centric View
Use our integrated pivot reports to create a resource-centric view of your portfolio. With this view, you can see what each person is working on and where they are focusing their time. Customize the report to show meaningful visualizations with timing and allocation units that are relevant to you.
Learn more about customizing your pivot reports in the Pivot & Charts: Projects, Allocations and Capacities article.
Defining Base Capacity for Resources
To successfully staff people to projects, you want to ensure you have a clear picture of everyone’s base capacity. Easily set typical working hours per week for multiple resources by creating a calendar. You can also account for differences if you have employees in multiple countries or locations.
Calendars are configured in Meisterplan's Resource Pool view. You can learn how to add, edit or delete calendars in the Managing Calendars article.
When configuring calendars for full-time employees, simply specify the working hours for each day of the week. If your companies has different locations with varying typical weekly working hours, create one calendar for each set of typical working hours.
For part-time employees, make sure to derive their calendars from existing full-time calendars. This saves you time by inheriting any calendar expections, such as public holidays, from the existing calendar:
More information on how to create a derived calendar can be found in the Managing Calendars article.
The Default Calendar defines the amount of weekly working hours that equals the FTE (full time equivalent) unit. If resources on the Default Calendar work 40 hours a week, then 40 hours would equal 1 FTE of capacity. A part-time resource, however, who works 20 hours a week would have a capacity of 0.5 FTE.
You can set a calendar to default by selecting the Use as default calendar option as described in the Managing Calendars article.
Defining Base Capacity for Roles
If you're allocating roles throughout the project lifecycle, and not just using them to estimate capacity demand early on, then you want to specify their capacity.
You can define the capacity of a role directly in the Portfolio Designer:
If you're mixing role allocations as well as resource allocations, the role capacity plus the capacity of resources with that primary role will equal the total capacity for that role. For example, if 2 FTE are assigned directly to the Consultant – Junior role and 5 FTE are assigned to named resources whose primary role is the Consultant - Junior role, then there will be 7 FTE in total capacity assigned to the Consultant - Junior role.
Read more about role capacity in the Managing Roles article.
Accounting for Public Holidays
Calendar exceptions allow you to record and account for holidays where employees have the day off or working hours are decreased.
In this view, you can add, edit or delete calendar exceptions. Learn how to set up a calendar exception in the Managing Calendars article.
Accounting for Vacations and Other Leaves
To account for absences or capacity changes like vacations or parental leave, add an absence on the resource record.
See the Managing Resources article for details about this.
You can also account for employee absences using the Portfolio Designer. Simply edit the capacity in FTE like you would for a role.
Accounting for Business-as-Usual Activities (BAU)
Sometimes people have capacity demands that are not associated with a project. Such demands are often daily activities like filling out paperwork or answering emails (sometimes called Run-the-Business or Business-as-Usual). It is important to factor this BAU work into the total capacity demand to ensure your capacity planning is accurate.
Account for BAU work by creating one project per team or department that rolls up to a BAU program. In the example above, a project was created for each department, Software Engineering and Professional Services. The demand for BAU work is then estimated to block a resource or role’s capacity.
Read more about how to create a program in the Working with Programs article.
Refer to these Help Center articles for additional information on resource management.
- Keep resource data up to date via our Quick Import
- Resolving Resource Conflicts by Rescheduling Allocations (Video)
- Resolving Resource Conflicts by Changing Capacities (Video)
If you need personalized support in setting up and using your Meisterplan system for resource management, contact our support team at email@example.com