When we have multiple Resource Management Schedules how to set default value for Resource Properties

[Anusha_Rao]

Hi All,

Following is the setup that am planning for my requirement. Please suggest me if this is correct or I can do it in any better way.

I need to set up Resource schedule for Resources where we have 4 different regions involved.

Let’s say Region A, Region B, Region C and Region D.

For Region A and Region B daily working hours : 8 

For Region C daily working hours : 7.6 (7 hours 36 minutes)

For Region D daily working hours : 9.6 (9 hours 36 minutes)

List of Holidays for all 4 regions are different.

Since out of the box Resource Management Schedule is 8 hours per day , I need to create additional resource schedules.  

In this scenario, since list of holidays are different for each region, I should create 4 holiday schedules to add as child schedule for resource schedule.

So I will create 4 holiday schedules:

RegionA_holiday schedule

RegionB_holiday schedule

RegionC_holiday schedule

RegionD_holiday schedule

I will create 4 Resource schedules – 1 Resource schedule per region

RegionA_Resource schedule and add RegionA_holiday schedule as child to include

RegionB_Resource schedule and add RegionB_holiday schedule as child to include

RegionC_Resource schedule and add RegionC_holiday schedule as child to include

RegionD_Resource schedule and RegionD_holiday schedule as child to include

Questions:

1. What value should I set up for the property Default Schedule Name ?
2. How to associate the regional schedules to resources so the capacity calculation is as per regional schedule? Should I associate the RegionA schedule to all the users of RegionA on User record?  Since we have thousands of users , is there any easy way to associate Schedule to those users?
3. What value should I set up for the property Average Daily FTE Hours/Hours Per Person Day ?
4. Default Project Management Schedule is 8 hours. Should I create multiple Project schedules per region as per their daily working hours or keeping one Project Schedule is fine?
5. While creating a Schedule entry if I leave the field Repeat until as blank then till when the schedule entry will be valid?
6. Schedules creation is considered as data and can't be moved via update sets?  We need to create these data in Production or can we do export/import from test to prod? What is the best practice ?

I am new to ServiceNow, any help is much appreciated.

Thank you,

Anusha

[Anusha_Rao]

Congratulations @Rajesh_Singh on completing the trek 🙂 Thanks for the detailed responses. Your articles in SPM forum has been very helpful to understand the concepts. Appreciate your contribution.

I have the following queries continuation to your response.

Question1:

If Average Daily FTE Hours/Hours Per Person Day property value will override the Schedule value attached in user record level then

Option 1: Setting it up as 8 will cause wrong capacity calculation for users in other 3 regions . So should I tell customer to use only Hours option?

Option 2: If I leave the property as empty, then when new user is added to the system who doesn’t have value initially for Average Daily FTE Hours/Hours Per Person Day at user record level. How does it work?

• Should I create a business rule to update Average Daily FTE Hours/Hours Per Person Day field in user record whenever a new user is inserted into user table?
• Is it admin task to update the value for Average Daily FTE Hours/Hours Per Person Day field at user form level?

Question2:

If I leave the default schedule as Resource Management Schedule in the property, considering resource which is NOT added to any other resource schedule, will automatically be added to this schedule.

In this scenario which Resource schedule takes precedence for capacity calculation?

Value set at property or value set at user record level?

Here also how to handle new user scenario? Business rule should be created or admin should handle?

Please suggest.

Thanks,

Anusha

[Namita Mishra]

Hi @Anusha_Rao ,

Sorry for the late response. 

Questions:

1. What value should I set up for the property Default Schedule Name ?

Leave the default schedule as Resource Management Schedule in the property.

This is because any resource which is NOT added to any other resource schedule, will automatically be added to this schedule.

1. How to associate the regional schedules to resources so the capacity calculation is as per regional schedule? Should I associate the RegionA schedule to all the users of RegionA on User record?  Since we have thousands of users , is there any easy way to associate Schedule to those users?

One way as you mentioned is going to each user’s record and associate the schedule.

Since in every region there are thousands of users, I would rather give a try to see if Flow Designer can be used to achieve the bulk update of users’ schedule. I have not tried so this is just a suggestion for you to check.

1. What value should I set up for the property Average Daily FTE Hours/Hours Per Person Day ?

As a best practice always ensure that the ’Average Daily FTE Hours’ field value on the User or Group record should be same as the scheduled hours for a day. In case the values are not same, then you will experience the over or under allocation of resources for FTE / Person days type of resource plans.

1. Default Project Management Schedule is 8 hours. Should I create multiple Project schedules per region as per their daily working hours or keeping one Project Schedule is fine?

Leave the project management schedule as is.

1. While creating a Schedule entry if I leave the field Repeat until as blank then till when the schedule entry will be valid?

Forever

1. Schedules creation is considered as data and can't be moved via update sets?  We need to create these data in Production or can we do export/import from test to prod? What is the best practice ?

Agree with Rajesh, you can use XML export.

Please mark the response as helpful / correct if you feel it is helpful.

Thanks,

Namita Mishra

[Anusha_Rao]

Thank you  @Namita Mishra For detailed response. I have gone through your ITBM office hour sessions and it's been very helpful 🙂 

[Namita Mishra]

Hi @Anusha_Rao ,

Glad to know that office hours recording are helpful.

Keep posting SPM queries, if any. Happy to Help !!

Thank You!

Namita Mishra

[NavyaC]

Hi @Rajesh_Singh @Namita Mishra ,

I am very new to the schedules modules so i am not completely aware of it's configuration.

SLA's in my project are working based on the Schedules assigned to group. We have a requirement where, Group A works in two different timings.

1. 24/7 on weekdays

2. 8 to 4 on weekends US time zone

So can you please help me on how can i configure this.