Resource Management for potential (project) opportunities

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  • Idea
  • Updated 3 years ago
  • Not Planned
Hi,

Quick introduction from my side: I work for mid-size consultancy with around 150 people - both internal employees and some external resources. We've been using Replicon for some time now, mainly for high level program / project management and of course time keeping, handling time-off, etc.

We are now looking into more global resource management planning, especially for managing resources for opportunities which might lead to projects (or be discarded).

Each opportunity is like a 'pre-project' where discussions with client are on the way but at the same time we would like to trace involvement of all potential resources for this opportunity. The goal is to have an overview of who is available at certain time frames (anything from 3 to 12 months), who could be shifted between projects to fulfill resource needs for the opportunity, etc.

The problem is that there's not an easy way (which I can think of) which would allow us to plan resources efficiently for projects as well as for opportunities. This is due to following pre-conditions / assumptions:

  1. Creating individual projects for each opportunity is not allowed
  2. Using placeholders is not allowed, planning should be done strictly using available resources
  3. There's fair number of opportunities that we consider at any given time, it's expected that rather large amount of resource allocations / deallocations will take place (which is a different topic all together...)

I would be interested in hearing if you've faced similar issue and what approach worked for you.

Thanks in advance for your contribution!

Rafal
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Rafal

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Posted 3 years ago

  • 1
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Lingaraj Dharwad, Product Champion

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Hi Rafal,

We are looking into your query & will reply shortly with an update. 

Regards,
Lingaraj
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Lingaraj Dharwad, Product Champion

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Hi Rafal,

Please find below answers to your questions: 

Q: Creating individual projects for each opportunity is not allowed?

A: In Replicon you can create a project and set its status to tentative.  This status to In-Progress, once the project is confirmed. 


Q: Using placeholders is not allowed, planning should be done strictly using available resources?

A: Placeholders can be added/updated on tentative projects in Replicon. 



Q: There's a fair number of opportunities that we consider at any given time, it's expected that rather large amount of resource allocations / deallocations will take place.

Are you saying that you need the ability to add/update resource allocations in a bulk way? 

Thanks,
Lingaraj
(Edited)
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Nuno Ferreira, Champion

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Hi Rafal,

As of my understanding of your post, you have some restrictions on Replicon usage.

Your 3rd problem is shared with our company. We've got to do a series of allocations/deallocations before and even during the project execution and that is not easy to do using Replicon if the same resource is shared with many projects.

Cheers,
Nuno
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Rafal

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Hi,

Thanks a lot for your response and sorry about delay in getting back to you.

@Lingaraj:

1. I'm aware of the status in the projects (tentative, in progress, etc.) but unfortunately this requires us to create a project which is not what our sales team (or support for sales team) wants to do.

2. The exact reason for excluding placeholders is that during planning phase (or considering new opportunity) sales team together with the resource management wants to see who is available or could be considered for the position in the incoming project. Both of these teams want to use concrete team members rather than roles (developer, architect, etc.) which cold be then re-assigned from placholders to team members

3. Adding resources in a 'bulk' way is not really needed. What I meant by the 'large amount of resource allocations / deallocations' is that (for example) for 10 different opportunities we need to allocate 10 potential teams (say 3 people each team). If only 2 of these opportunities would become a real project, resources from remaining opportunities (8*3) would need to deallocated.

@Nuno:

Thanks for your comment, your case is very similar to ours. Luckily for us (or not), we didn't use Replicon too much for resource allocation for the opportunities I've described above. However, this will change in the near future so I need to think how to approach it.

One 'solution' that I came up with was to:
  1. Create a single project (e.g. Opportunities)
  2. Assign all resources in Replicon to this project
  3. Create individual task which would represent a client
  4. Create a subtask for each opportunity
  5. Manage resources (allocations) on the subtask level
This is far from ideal but at least we will have a single project (vs. one per opportunity) where resources for opportunities get tracked. Of course the allocations / deallocations are still an issue but I guess someone needs to do it regardless of the solution.

What do you think?

Thanks,

R.
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Lingaraj Dharwad, Product Champion

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Hi Rafal,

Apologize for the delayed response. 

Many of the items that you have outlined are currently not possible. I have marked this as an idea. The workaround that you are using is very interesting. Our product managers would love to have a quick chat with you. 

I have dropped an email to you asking for time slots. Please reply and I will schedule a meeting accordingly. 

Thanks,
Lingaraj