Quick Start Guide for Resource Management

[Vinitha Chukkala]

Resource Management in SPM 

🔖 Please subscribe to this blog for up-to-date information on Resource Management Workspace

📢 Latest Updates (August 2025)

• Check out the on-demand section on Community to review recent Resource Management Workspace series' recordings:

  • SPM Resource Management Workspace: A new approach for assigning resources to outcomes (Session 1) recording

  • SPM Resource Management Workspace: How to Set-Up & Manage the Process of Assigning Resources (Sessio... recording

  • SPM Managing Resource Capacity in Strategic Planning (Session 3) recording

  • Register for the Session 4 here

• Zurich/2025 Aug Store Release Delta Deck.  Key Updates include:

  • Create a resource board based on project directly from Project Workspace

  • Move resource assignment capability in RMW and PW

  • Hover states in RMW & PW to understand the resource actions promptly

The Next Experience Resource Management by ServiceNow is designed for resource managers, project managers, team leads, executives, and stakeholders involved in optimizing resource allocation, tracking project progress, and making informed decisions. 

ServiceNow's Next Experience Resource Management  streamlines resource management by offering centralized allocation, tracking, and collaboration for projects. Key uses include resource allocation, capacity planning, demand management, real-time tracking, and enhanced collaboration, leading to improved productivity and project delivery. 

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For NEW customers interested in ServiceNow’s Next Experience Resource Management within Strategic Portfolio Management (SPM), the resources and links below offer quick guidance on starting your journey towards aligning resources without comes​. A dedicated 

For EXISTING customers, please refer to the Resource Management Migration Plan & Transition Guides below:

• Resource Management Transition Plan -  See attached
• Resource Management Migration Guidance - See attached
• Quick Comparison of Classic vs New - See attached
• NowLearning (Training): Resource Management Migration to the Next Experience 
• Resource Management Migration Video Playlist 
• Resource Plan Migration Utility Amendments

New Resource Management Workspace

Why opt for the Next Experience Resource Management?

ServiceNow’s Next Experience Resource Management offers adaptability, connectivity, and flexibility through its attribute-based Resource Assignment.  It integrates work planning and resource scheduling organization-wide allowing users to streamline planning and execution from a unified platform.  

The new Resource Management capabilities within SPM offer: 

• ServiceNow's Resource Management Support for Both Decentralized and Centralized Processes (learn more here)
  
• Adaptability that allows organizations to plan and staff according to their preferences, evolving over time based on maturity levels. 
  
• Enhanced visibility and reduced maintenance are achieved through the connectivity between Resource Management and Schedule Management within the platform.
  
• A new flexible attribute-based model for ServiceNow’s Next Experience Resource Management simplifies data management for improved decision making with quicker access to insights. 
  
• A central hub for Resource Managers to manage workload of their Resource Portfolio – providing increased visibility, control and reduced resource conflicts.

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🔗 Resources & Links

Blogs & Recordings	Key Improvements to Resource Management Blog (Jan 2025) Unlock the power of resource management in SPM recording Using Cost Override with the new Resource Assignment Capabilities in SPM blog Resource Assignment ready for Resource Manager review blog RMW Benefits & Best Practices recording Configure custom planning attribute blog Adding custom planning attributes to Resource Management Workspace 'Group by' blog Adding Additional columns to RMW and PW for Resource Assignment blog  Including Resource Assignments within Project Templates blog Adding Activities (Notes) within Resource Assignments blog Time Sheet Portal with Resource Assignments blog SPM Resource Management Workspace: A new approach for assigning resources to outcomes (Session 1) recording SPM Resource Management Workspace: How to Set-Up & Manage the Process of Assigning Resources (Sessio... recording SPM Managing Resource Capacity in Strategic Planning (Session 3) recording Project Workspace: Discover Resource Assignments on Project Workspace Capacity Planning: Resource Assignments & Capacity Planning blog Discover and learn about “Capacity Planning” enhanced functionality on SPW recording How to Create a Monthly Capacity vs Allocation Report in the new Resource Management blog
Release Materials	Zurich SPM Delta Deck - Q3 2025 Yokohama SPM Delta Deck - Q1 & Q2 2025 Xanadu SPM Delta Deck - Q3 & Q4 2024
Trainings on Now Learning	Micro-Learning for Resource Management   Resource Management Workspace – Process Workshop   Strategic Portfolio Management (SPM) Implementation Strategic Portfolio Management  (SPM Financial Planning: Baseline Migration to Next Experience Strategic Portfolio Management (SPM) Fundamentals on-demand Xanadu

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👣 Next Steps in SPM Journey

Financial Planning

Plan, re-forecast, track the financials, and create baselines for planning items such as projects, demands, or epics through Strategic Planning Workspace (SPW) and Project Workspace (PW).

Quick Start Guide for Financial Planning - ServiceNow Community

Learn about more Strategic Portfolio Management 

• Strategic Portfolio Management Welcome Guide blog
• Getting Started with Strategic Portfolio Management recording
• Quick Start Guide for Project Portfolio Management  blog

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💬 Become an SPM Customer Evangelist Now!

Are you interested in sharing your success journey of using Next Experience Resource Management? Evangelist Program will help you connect with our Product Team, network with SPM community, and learn more from industry insights. 

Fill this brief survey and we will reach out to learn more about your experience with Resource Management and SPM overall.

[Uncle Rob]

I dearly wish Docs was set up in this kind of "teach you how" format.
Its so desperately hard to find out how these things are supposed to work now.

In lieu of docs I wish there was something highly organized, highly visible, highly searchable.

[Kelly Park1]

Hi @Vinitha Chukkala, thank you for the helpful article. Could you kindly assist with some queries below? 

1. Is the Allocation Heatmap Modal configurable? For example, "Good Utilization" is categorized at 55-99% and our stakeholders feel that is not an accurate representation. Are we able to change the percentages to align with our needs? 

2. If we currently have "Resource Skills" defined, do we have to create new "Resource Skills" to utilize Resource Management Workspace? Same question applies for "Resource Roles" etc. 

[Vinitha Chukkala]

Hi @Kelly Park1 , Thank you for reaching out!

Currently the Allocation Heatmap Modal is not configurable. And for 'Resource Skills' and 'Resource Role', it pulls the data from the same table - do you don't have to create a new one. 

I hope this helps, thank you!

[Renju James Bab]

@Vinitha Chukkala  Is there a Resource Assignment role that can see the resource allocation but can't change it?  We tested with the resource user and the resource manager, and they both seem to be able to edit any resource assignment in the resource management workspace

[Vinitha Chukkala]

@Renju James Bab - Thanks for your question! There is not OOTB role for view only access, but you can assign using ACLs.

[Luis Ataide]

Hello everyone. The SPM Resource Management Workspace: A new approach for assigning resources to outcomes (Session 1) recording was added to the Recording &  Links session.

Stay tuned for new updates.

[Luis Ataide]

Hello everyone. New material added to the session 'For Existing customers...' and 'Blogs & Recordings'.

[Lisa Galluzzo]

How do I register for the August event on resource mgmt. I just finished listening on on the July session and very much want to attend in August.  thx

[Luis Ataide]

Hi @Lisa Galluzzo, you can register here: https://info.servicenow.com/LiveOnServiceNow-SPM.html?cid=losn:com

[PaulaaO]

Hi,

I have a quick question regarding resource schedules as I'm still unclear around when to populate the Schedule field from User record and/or Schedule related list.

Which takes precedence and it's best practice to use?

We're looking to create a custom resource schedule and wanted to check where should this be attached? From what I read, for RM purposes it would be best to use the Related List whilst if the user themselves have a particular schedule (e.g. they work part time) this would be added on the Schedule field. But then, how is Capacity actually calculated if there are values in both areas, based on the Schedule from the field or related list?

Thank you in advance 🙂

[Josh Sutton]

Hello everyone. The SPM Resource Management Workspace: How to Set-Up & Manage the Process of Assigning Resources (Session 2) recording was added to the Recording & Links section.

[Josh Sutton]

We've included a new blog titled "Adding custom planning attributes to Resource Management Workspace 'Group by'"

[Vinitha Chukkala]

Hi Everyone, We added Zurich/Aug Store contents (Delta Deck) and Session 3 recording on "Managing Resource Capacity in Strategic Planning" - checkout the Latest Updates section or 'Recording & Blogs' and 'Release Material' section. 

[Josh Sutton]

There has been an update to the 'Including Resource Assignments within Project Templates' article linked in this document

**UPDATE for Resource Management Workspace v5.2 (Aug '25 release)
A new check was put in place to validate a Resource Assignment by validating the 'resource_status' field was 'not null', this field needs to be added as part of the Project Template Configuration for Project and Project Task.