Tips for Resource Managers Using Resource Engagements

As of this fall all resource plans will be migrated to resource engagements in Project Online. Resource Managers will need to understand the new process and functionality of engagements. Unlike resource plans that do not require approval from the Resource Manager, resource engagements do. Taking the time to learn and understand this approval process can save you valuable time.

Helpful tips before you get started:

  • Have your Administrators create resource-level custom fields such as Role, Resource Manager or Business Area
  • Insert the fields in Resource Center Views so you can easily Group by

 

resource center views

 

From this view you can easily select all the resources by Role, Business Area or those you manage.

The engagement approval process:

  • Select the resources you manage in Resource Center
  • Select the Resource Requests command on the ribbon

 

resource requests

 

Tip: The resource requests in this view are only those requests for the resources selected in Resource Center, not all requests. To add resources to this view, navigate back to Resource Center and select the resource.

 

resource requests

  • To view all requests you will need to select all resources in the Enterprise Resource Pool

Note: I was able to select 300 resources successfully without impacting performance.

 

Tip: Prior to accepting the engagement request, navigate to Capacity Planning and select the Capacity and Engagements Heatmap

 

capacity planning

capacity view

capacity and engagements heatmap

Red = Overallocated

Blue = Underallocated

Green = Resources engaged time is equal to their capacity

 

  • From the Resource Requests view, select the checkbox next to the Resource Name
  • Accept, Reject, Edit, or Delete the engagement

 

resource requests

 

Tip: Use the drop down next to the Resource Name to swap the resource. The resources listed in the drop down are those selected in Resource Center. If you selected all enterprise resources you will see everyone in the Enterprise Resource Pool including generics.

 

Hope you find this helpful! Please Contact us with any questions.

PPM Works is a full service Microsoft Project and Portfolio Management consultancy, focused on Microsoft Project Server and Microsoft SharePoint platforms.  We believe in partnering with our clients to exceed expectations and build long lasting rewarding partnerships. We are continuously building a knowledge base of multiple tips, tricks and solutions to make your use of Microsoft Project Pro as smooth as possible.

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