--- sourceDocument: Yokohama Strategic Portfolio Management sourceDocumentLink: https://www.servicenow.com/docs/r/yokohama/it-business-management Release : - yokohama ft:locale : - en-US ft:publication_title : - Yokohama Strategic Portfolio Management ft:clusterId : - itbm bundleId : - itbm workflow : - Technology --- # Resource plans # Resource plans {#ariaid-title1} * Release version: Yokohama * * Updated January 30, 2025 * * ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 5 minutes to read Summarize ![AI sparkle icon](https://servicenow.com/docs/portal-asset/ai-sparkle-icon) Summarized using AI This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete. ## Summary of Resource plans Resource plans are a fundamental component of resource management in ServiceNow, enabling project managers and resource requesters to request, track, and manage resource effort and costs for various tasks such as projects, demands, incidents, and changes. Resource managers review, modify, approve, and allocate these plans to optimize resource utilization. Note that resource plans will no longer be available for new customers in future releases, with a recommendation to use resource assignments for greater flexibility. Show full answer Show less ## Resource Plan Lifecycle and States Resource plans progress through several states: * **Planning:** Default editable state when created or when changes are requested. * **Requested:** Submitted for resource manager review and allocation. * **Rejected:** Denied by resource manager; requester can modify and resubmit. * **Confirmed:** Resources are blocked/reserved by resource managers; only managers can modify plans in this state. * **Allocated:** Resources are fully allocated, converting soft allocations to hard ones; modifications allowed only by resource managers. * **Completed:** After task/project completion, resource allocations are deleted post completion date. * **Canceled:** Plans and allocations removed if no longer needed; can revert to Planning if no past allocations exist. Resource requesters can revert plans back to Planning state to request changes before allocation. ## Modification Rules Only resource managers can modify plans in Confirmed or Allocated states. Modifying header details deletes existing allocations and reverts the plan to Requested state. Past allocations without recorded actual hours can be modified or deleted, but changes to allocation records alone don't revert the plan state. ## Request Types and Calculations * **Hourly:** Resources requested by number of hours. * **FTE (Full-Time Equivalent):** Planned hours calculated based on average daily FTE, number of working days, and requested FTE value, considering user or group schedules. * **Person Days:** Planned hours based on person days multiplied by average daily FTE hours or hours per person day. Note: Capacity depends on schedules, not just FTE values, requiring synchronization between these elements. ## Resource Plan Costs Costs are tracked as planned, allocated, and actual. Hourly rates derive from rate overrides, associated rate models, or labor rate cards. Changes in rate models require cost recalculation. Resource plan costs roll up into the aggregated planned and allocated costs for projects and demands. ## Key Actions and Functionalities * **Create:** Generate resource plans for tasks, demands, or projects; can be edited until submission. * **Search \& Analyze:** Use Resource Finder to evaluate resource availability before planning. * **Operational Plans:** Allocate team capacity for operational activities like meetings or training. * **Request Resources:** Submit plans for resource manager approval. * **Confirm and Allocate:** Resource managers confirm/block and allocate resources, advancing plan states. * **Request Changes:** Modify submitted plans by reverting to Planning state. * **Recalculate Costs:** Update costs after rate model changes. * **Update Cost Plan:** Synchronize cost plans related to resource plans. * **Complete or Cancel:** Close plans after task completion or cancel if no longer needed. * **Extend or Reduce Duration:** Adjust plan timelines and resource allocations efficiently. * **Time Zones:** Support for multiple time zones ensures accurate calendar and workbench scheduling across locations. * **Time Card Association:** Assign time cards to specific resource plans when identical tasks exist in multiple plans. ## Practical Considerations for ServiceNow Customers ServiceNow customers should be aware that resource plans provide structured workflows for requesting, approving, and allocating resources with detailed tracking of hours and costs. The states and modification rules enforce control over resource commitments. Understanding request types and cost calculations helps optimize resource utilization and budgeting. Customers managing distributed teams benefit from time zone support to coordinate resource availability accurately. As resource plans will phase out for new customers, transitioning to resource assignments is advised for future-proof resource management. Resource plans are the key element in resource management. Important: Resource plans in Resource Management will no longer be available for new customers from future releases. You're encouraged to work on resource assignments which offers more flexibility [Create resource assignments in Resource Management Workspace](https://www.servicenow.com/docs/noB_EzTML6cWsgUMWfwNAQ "Create and assign resource assignments and operation resource assignments from Resource Management Workspace.") using Resource Management Workspace or Project Workspace. Resource requesters, such as project managers, [create resource plans](https://www.servicenow.com/docs/1a2oz2YB6hjRXoo0vSHZLg "You can create a resource plan from the Resource Management application for any task such as demand, project, project task, incident, problem, or change. You can edit and adjust the plan until you submit it for approval.") to ask for resources, track effort, and track costs. Resource managers modify and approve resource plans before the plans are used. All resource plans for a task appear on the Resource Plan related list of the Project task form, where resource requesters can access them. Figure 1. Resource plan on the Project form Resource plans progress through several states.{#c_ResourcePlans__table_qy4_lx4_4s__entry__2} | State | Description | |-|-| | Planning | Planning is the default state when a resource requester creates a resource plan. Any plan in this state can be edited. [Requested Allocations](https://www.servicenow.com/docs/NBoz_gR2iNdwYgkIvIgv8w "Requested Allocations are automatically created when a resource plan is submitted and is in Planning state. If required, resource requesters can create new requested allocations for a resource plan in Planning or Rejected state. Resource managers can create requested allocations for the plans in Requested state.") are created when a resource plan is in Planning state. When a resource requester asks for a change to a plan that was already submitted, the plan reverts to the Planning state. | | Requested | Resource requester submits a resource plan for resource managers review by selecting Submit. The resource plan then moves into the Requested state. Resource managers confirm and allocate resources or reject the plan, and finally close the plan. The resource requester can request a group, specific users in a group, or a specific user to work on the selected task. After you submit the plan for review, a resource manager can confirm, and then allocate some or all the requested users. If the task requires more than one user or groups, multiple resource plans can be created for the given task. | | Rejected | Resource manager can reject a resource plan by selecting Reject. The resource plan then moves into the Rejected state. Rejected plans stay in that state until changes are made and the requester can re-request the resources. | | Confirmed | After the plan is requested, the resource manager can block/confirm the resources for future projects and demands. The resource plan then moves into the Confirmed state. Only a resource manager can modify the plans in Confirmed state. Soft allocations are created when the resource plan moves to the Confirmed state. | | Allocated | After the plan is confirmed, the resource manager can review the plans, view availability, change resource preferences and perform the resource allocation. The resource plan moves into the Allocated state. A resource manager can only cancel, complete, or modify it. Soft allocations are converted to hard allocations when the resource plan moves to the Allocated state. Note: You can also set a plan to the Allocated state directly from the Requested state using Confirm and Allocate option. | | Completed | After all associated tasks and projects are complete or canceled, an Allocated resource plan can be completed. This deletes all the resource allocations for the resource plan post the completion date. | | Canceled | A plan can be canceled if the allocations are no longer required. This removes all past and future allocations. A canceled resource plan can be brought back to the Planning state if it has no past allocations. Resource plans in Planning, Requested, Confirmed, or Allocated state can be canceled. | [Table 1. Resource plan states] {#c_ResourcePlans__table_qy4_lx4_4s} Figure 2. States in Resource Management Note: When a resource requester wants to change a plan that was already submitted for review (in Requested or Confirmed state but not yet allocated), the requester can [request a change](https://www.servicenow.com/docs/Kz60eT8aGO~CPdURPXksfw "Request a change to the resource plan to modify a resource plan after you’ve submitted it for review."). The plan then moves back to the Planning state. Resource Management supports time zones, which are important in the My Calendar and Resource Workbench modules. ## Modifications in Confirmed or Allocated state Only a resource manager can modify a resource plan in the Confirmed or Allocated state. The effects of modification in header area on a resource plan form in Confirmed state are: * All soft [allocations](https://www.servicenow.com/docs/WCWney90DzihTJCzT0ju6g "After resource requesters create a resource plan, resource managers can confirm the resources to move the plan to the Confirmed state. Resource managers can then allocate resources to the plan and move it to the Allocated state.") are deleted. * Requested allocations are re-created with changed values. * Resource plan moves back to the Requested state. {#c_ResourcePlans__ul_g3b_ms5_mx} The effects of modification in header area on a resource plan form in Allocated state are: * All resource allocations (soft and hard) are deleted. * Requested allocations are re-created with changed values. * Resource plan moves back to the Requested state. {#c_ResourcePlans__ul_sqc_qs5_mx} The resource manager can also modify or delete the past dated resource allocations for Allocated resource plans if no actual hours are recorded for those resource allocation records. When a user submits a time card, upon approval of the time card, actual hours are updated for an allocation record. Note: The resource plan does not move back to the Requested state if the changes are made to allocation records only. ## Request type You can request a resource plan using one of the following options: * Hourly: The request is in terms of the number of hours the resources are necessary. * FTE: The request is in terms of an equivalent value that represents full-time work. When the request type is FTE, planned hours are calculated as: `Average Daily FTE * number of working days in resource plan * the FTE value`. The average daily FTE hours are specified in User and Group records. If there is no value specified at User or Group record, the average daily FTE hours is taken from the Default Average Daily FTE property. The number of working days is calculated based on the users schedule for a user resource or the default schedule for group resources. The default schedule is taken from the Default Schedule Name property. For example, say that the average daily FTE for a group is 40 hours. The resource plan period is from September 1 to September 10, and the FTE is 0.5. Assuming 8 working days during the plan period, planned hours = `40 * 8 * 0.5` =160 hours. Note: Capacity is not derived from FTE, but from schedules. Both FTE and schedules must be in synchronization with each other. * Person days: The request is in terms of person days. When the request type is person days, planned hours are calculated as: `Total number of person days * Average Daily FTE Hours/Hours Per Person Day`. For example, say the Average Daily FTE Hours/Hours Per Person Day for a group is 8 hours, and the person days is 3. Then, planned hours = `8 * 3` = 24 hours. {#c_ResourcePlans__ul_lcz_1ms_lt} ## Resource plan costs Resource plan costs can be tracked directly in the [resource plan](https://www.servicenow.com/docs/HQHCayS50sLocSwU69sDfw "Field descriptions for the resource plan form fields.") record. Resource plan costs are divided into planned, allocated, and actual. If the Rate override option in a resource plan is selected, the hourly rate for calculating the corresponding resource plan cost is derived from the rate specified in the Resource rate field. If a [rate model](https://www.servicenow.com/docs/XPyjfU074CCRAqPuWbvd_A "Use a rate model to derive date-effective, criteria-driven hourly rates for calculating planned and actual resource costs for a project or demand.") is associated to the project or demand, the hourly rate is derived from the rate model. Whenever the hourly rates in the associated rate model change, you must [recalculate the resource costs](https://www.servicenow.com/docs/ZAzYxq5RO~lavnNkoxu88g "Recalculate the resource costs of an individual resource plan for a project or demand whenever the hourly rates change in the associated rate model.") of the resource plan to reflect the new rates. If rate model is not available, the hourly rate for calculating the corresponding resource plan cost is derived from labor rate card. Projects and Demands can have multiple resource plans. The aggregated costs for all resources plans roll up to the Planned Cost and Allocated Cost fields and the Resource Cost section of both projects and demands. * **[Create a resource plan](https://www.servicenow.com/docs/1a2oz2YB6hjRXoo0vSHZLg)** You can create a resource plan from the Resource Management application for any task such as demand, project, project task, incident, problem, or change. You can edit and adjust the plan until you submit it for approval. * **[Use Resource Finder to analyze resource availability](https://www.servicenow.com/docs/LHXh2qkjdsx1Rvtcq~pvqQ)** Search and analyze resource availability using the Resource Finder, so that you can create resource plans for a project or demand. * **[Create an operational resource plan](https://www.servicenow.com/docs/ZwwPWGJiCHfTOAOUmvh36g)** Create an operational resource plan and allocate a certain portion of your team capacity for operational work, such as administration, meeting, or training. * **[Request resources](https://www.servicenow.com/docs/Nkg087k3vGet6llzX0crXQ)** After you create a resource plan, request resources from the resource manager. * **[Confirm a resource plan](https://www.servicenow.com/docs/GlLFbmiKPck1KIS1h2pfxQ)** As a resource manager, you can confirm or block the resources after a resource plan is requested. The resource plan must be in the Requested state to be confirmed. * **[Confirm and allocate a resource plan](https://www.servicenow.com/docs/MrVWbXxJSewLH6UxtpjhyQ)** After the resource plan is requested, as a resource manager, you can directly allocate the resources. To confirm and allocate, the resource plan must be in the Requested state. * **[Request a change to a resource plan](https://www.servicenow.com/docs/Kz60eT8aGO~CPdURPXksfw)** Request a change to the resource plan to modify a resource plan after you've submitted it for review. * **[Recalculate costs of a resource plan](https://www.servicenow.com/docs/ZAzYxq5RO~lavnNkoxu88g)** Recalculate the resource costs of an individual resource plan for a project or demand whenever the hourly rates change in the associated rate model. * **[Update cost plan related to a resource plan](https://www.servicenow.com/docs/KqBXa1SbfSFxjSaEVyUP4g)** If a resource plan is associated to a project, project task, or demand and has a related cost plan. Then, a requester or a resource manager can update the related cost plan after updating the resource plan. * **[Complete a resource plan](https://www.servicenow.com/docs/1BWKZzNcb2SxYBoshhXmvw)** After all associated tasks and projects are complete or canceled, a resource manager can move the resource plan to the Complete state, which closes it. * **[Cancel a resource plan](https://www.servicenow.com/docs/LyUsaP8qTfjYbJvoH67ZZg)** If a resource plan is no longer needed, you can cancel it which also cancels its past and future allocations. * **[Delete a resource plan](https://www.servicenow.com/docs/zSgStfJetY3f7uJt8dFMZw)** Deleting a plan also deletes all associated resource allocations. * **[Extend a resource plan](https://www.servicenow.com/docs/0~Z6hr3ZCUVdMASKnyQHIQ)** You can extend the date of an allocated resource plan and allocate resources for the extended period. * **[Request extension of an allocated resource plan](https://www.servicenow.com/docs/4sGO9qsPTHMag1Ra_VaVFg)** As a project manager, you can request the extension of an allocated resource plan. * **[Allocate resources for the extended period](https://www.servicenow.com/docs/Cq9w78ZpTG61uXtGkMHa2g)** As a resource manager, you can allocate resources for the extended period. * **[Reduce the duration of a resource plan](https://www.servicenow.com/docs/RbgOD89fVmk6lCdvKPN3ow)** Reduce the duration of an allocated or confirmed resource plan and deallocate resources in one action without having to do it individually for each resource. * **[Time zones in resource plans](https://www.servicenow.com/docs/cFHSVu9M3Cc_~MLZZozb0w)** Time zones are important in resource management when the users and groups doing the resource tasks are located in different locations. * **[Associate a time card with a resource plan](https://www.servicenow.com/docs/wEjiab_zeMmQRTrRIbOnXg)** If one resource is allocated to identically named tasks in two resource plans. Use the following procedure to specify the resource plan the time card should be allocated to.