Resource groups vs User groups

attanhes · ‎06-06-2023

We are planning to implement PPM and resource management. I am trying to understand what the best way is to manage the resource groups within the platform.

We have well defined group structure and all ITIL users are in those groups (sys_user_group) and
have the ability to assign tasks to members of these groups. Also, these groups are setup to fire notification, SMS and scheduled reports etc.... Eg:- Service Desk, Network, Infrastructure, Database …

But when it comes to resource management, should I use the existing groups by simply adding pps_resource roles to it or should I create separate groups with the same members only adding pps_resource role for resource planning purposes. So that the resource manager can manage these groups for resource planning, resource requests/approval, notification and reporting etc… Also, I can add some filter conditions to restrict these resource groups visible on the task assignment list.

Can someone who has real experience in this module please tell me in the long run what are the benefits of having a separate group for resource management planning?

In the future, we are planning to implement TimeCard and financial management etc…

I read most of the community articles but still could not find the best answer yet.

Amit Gujarathi · ‎06-06-2023

HI @attanhes ,
I trust you are doing great.

To make a decision between the two options, let's consider the benefits of having a separate group for resource management planning in the long run:

Clear Separation: Creating separate groups dedicated to resource management allows for a clear separation between regular ITIL tasks and resource planning. This ensures that resource managers have the necessary control and access to manage resources effectively without interfering with other group activities.
Specialized Resource Management: By having dedicated resource management groups, you can tailor their roles, permissions, and functionalities specifically for resource planning purposes. This enables resource managers to have granular control over resource allocation, requests, approvals, notifications, and reporting.
Filtered Visibility: If you choose to create separate groups, you can apply filter conditions to restrict the visibility of these resource groups on the task assignment list. This helps in streamlining the task assignment process by presenting only relevant resource management options to users, reducing confusion and improving efficiency.

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Amit Gujrathi

View solution in original post

Jon Miller1 · ‎06-06-2023

While what others have said is correct, we chose to implement separate groups for Resource Management for one simple reason... the other way didn't work! We found that if a user is in multiple groups with the pps_resource role, their capacity in all reports was wrong (doubled if in 2 groups, tripled in 3 groups, etc). It took us a little while to realize that but, since then, have made it policy that the resource groups are kept separate and are an exact mirror of our IT org chart, including the hierarchy. All other groups (for assignment, security roles, etc.) are separate and more flat.

Hope that helps.

Jon

cperkins · ‎06-06-2023

Agree with Jon, we chose to mirror the Resource Management groups to our org chart. Good luck Tera!

attanhes · ‎06-06-2023

I really appreciated everyone's responses. I think I got my answer now.