Resource Capacity - how does it get generated and what's the most efficient way to update it?

[PaulaaO]

Hi Community,

There are a few things I'd like to get a better understanding of as we have found out that by missing up to date resource aggregates (especially capacity within Resource Finder) our resource managers and resource users get mislead when they need to allocate and review someone's availability. This especially happens when they need to extend a resource plan.

I have found and gone through the following posts/articles:

Resource Aggregates - All that you need to know - ServiceNow Community

Resource Capacity in Resource Management - ServiceNow Community

Resource Management - Troubleshooting Guide - ServiceNow Community

Solved: How to update Resource capacity using background j... - ServiceNow Community

A bit of context -> we are still using the "classic" Resource Management process, therefore elements such as Resource Plans, Allocation Workbench (incl. Resource Finder).

Q1: what exactly generates the resource aggregates by default? Is it just when a resource gets allocated and if so, what period do these aggregates cover, just the duration of the resource plan?

The reason I'm asking is because I found a resource allocated onto a RP until end of Sept 2024 however when I checked their monthly resource aggregates they had Availability and Capacity records up to March 2025 - these look as being generated by the system. Who/what enables this?

Q2: what's the most efficient way and best practice to ensure updated capacity to allow users access to accurate data, especially for the future?

some context: We currently have resource plans up to end of 2025 and we're also processing a significant number of extensions on a regular basis. Additionally our resourcing pool is constantly changing, by adding and removing resources.

a. should we use the Update Resource Capacity UI Action for our resourcing Groups (we only have 9) on a weekly basis

b. should we run one of these scheduled jobs: Update resource capacity, Generate resource aggregate dailies daily or weekly? Which of them would be considered as most effective?

c. should we run a background script using CapacityGenerationAPI Script Include on a weekly basis

I'd appreciate any input you might have, especially if this is something you're actively doing or have done in the past.

Thank you.

Paula