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Configure Resource Management preferences

Last update: Fri Mar 10 2023 00:00:00 GMT+0000 (Coordinated Universal Time)

CREATED FOR:

  • Admin

As an Adobe Workfront administrator you can configure the Resource Management Preferences for your system. These preferences determine how user hour or FTE availability or capacity are calculated for the Workfront resource scheduling and planning tools.

Access requirements

You must have the following to perform the steps in this article:

Adobe Workfront plan
Any
Adobe Workfront license
Plan
Access level configurations

System Administrator access level

For more information, see Grant a user full administrative access.

NOTE:

If you still don’t have access, ask your Workfront administrator if they set additional restrictions in your access level. For information on how a Workfront administrator can modify your access level, see Create or modify custom access levels.

Information taken into account when calculating a user’s capacity

When calculating a user’s capacity, Workfront takes into account the following information:

  • The number of scheduled hours, as defined in either the Schedule of the user or the Workfront system’s Default Schedule
  • Schedule Exceptions (depending on which Schedule is used, it can be the exceptions of the user’s schedule, or those associated with the Workfront Default Schedule)
  • User’s time off
  • The value of the Full Time Equivalent (FTE) of the user or that of the Workfront system. The FTE equals 1 when the user works full time, as defined in the schedule.
  • The value of Work Time for the user which refers to time that the user spends on project-related work. This does not include overhead time, like meetings and training. The Work Time equals 1 when the user is available for work the entire time as indicated by the FTE or the schedule, which means they don’t spend any time on non-project-related work like meetings or trainings.

For information about planning and scheduling resources in Workfront, see Get started with Resource Management.

Configure Resource Management preferences

NOTE
Because this is a global setting, this selection affects all the calculations for the entire system, for all users, in all the resource management tools.

  1. Click the Main Menu icon in the upper-right corner of Workfront, then click Setup .

  2. Click Resource Management.

  3. Select one of the following methods to calculate the availability of users in Workfront:

    • The Default Schedule: Workfront uses the Default Schedule of the system and the individual FTE of the user to calculate the Available Hours of the user in resource management tools.

      For more information about schedules, see Create a schedule.

      For more information about locating the value of the user’s FTE, see Edit a user’s profile.

      Workfront calculates the Available Hours of a user using the following formula when the Workfront administrator chooses The Default Schedule:

      User Available Hours = [(Default Schedule Hours - Exceptions) * FTE - Time off hours] * Work Time

      note info
      INFO
      For example, if the Default Schedule is 40 hours a week, the FTE in the profile of the user is 0.5, the user has 1 hour of Time off one day, and the Work Time in the profile of the user is 0.5, the user is available for actual project work for 9.5 hours a week.
      If the user has 1 hour of Time off one day, their Available Hours will be calculated as follows:
      User Available Hours = [((40 - 0) * 0.5) - 1] * 0.5 = 9.5 hours

    • The User’s Schedule: Workfront uses the user’s schedule as well as the Default Schedule of the system to calculate the Available FTE value of the user in resource management tools. The Available Hours are calculated according only to the user’s schedule. The value of the FTE of the user is ignored. This is the default setting.

      For more information about schedules, see Create a schedule.

      For more information about a user’s Schedule, see Edit a user’s profile.

      note note
      NOTE
      If the user is not associated with a schedule, the Available Hours for the user are calculated using only the Default Schedule.

      The Available hours for the user is calculated by the following formula:

      User Available Hours = (Hours from the Schedule of the User - Schedule Exceptions - Time off hours) * Work Time

      The Available FTE for the user is calculated by the following formula:

      User Available FTE = [(Hours from the Schedule of the User - Schedule Exceptions - Time off hours) * Work Time] / Default Schedule hours

      note info
      INFO
      For example, if the Default Schedule is 40 hours a week, the schedule of the user is 30 hours a week, and the user’s Work Time is 0.5 the FTE of the user is 0.35.
      If the user has 2 hours of Time off one day, their Weekly Available FTE will be calculated as follows:
      User Weekly Available FTE = [(30-2) * 0.5] / 40 = 0.35

  4. Click Save.

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