Configuring Resource Groups

The Manage Resource Groups console shows the Resource Groups which are required on resource requests and resource assignments. The console is accessible by the users with resource manager role. 

To Access the Manage Resource Groups Console

1. Log in to the Portfolio Management application and click Settings Gear.PNG.

2. Go to Resource Management > Resource Group. The console will have the list of Resource Groups. See the screenshot below. 

3. Click Managed By Me, if you are a Resource Manager and want to see the Resource Groups that you can manage. 

4. Click All to see all the Resource Groups. 

image-2023-11-9_18-25-38.png

To Create a new Resource Group

1. Log in to the Portfolio Management application and click Settings Gear.PNG.

2. Go to Resource Management > Resource Group.

3. Click on the 'add.png New' button to add a new Resource Group and fill in the below details.  

Field

Description

Example

Top-Level Group

This field allows you to choose a parent (top-level) Resource Group for the new Resource Group you create (if required).

The dropdown will show you the list of active Resource Groups in the Manage Resource Groups console. 

  • To create a Sub Resource Group, select the required Top-level Resource Group. 
  • To create a Top-level Resource Group, leave the Top-level Group field empty. 

Important: The application does not allow to have multiple levels of Resource Groups. Only one Top-level Resource Group is permitted. Consequently, a Resource Group that already contains a Top-level Resource Group cannot be chosen as a Top-level Resource Group and thus not appear in the dropdown list.


Resource Group

Add the name of the Resource Group.

Services

Available for Request Type

Select from the following options:

  • Individual Requests will make this Resource Group available for Resource Requests of the type 'Individual'.
  • Group Requests will make this Resource Group available for Resource Requests of the type 'Group'.
  • Both will make this Resource Group available for Resource Requests of the type 'Individual' and 'Group'.

Both

Approval Required

The field Approval Required has the following options:

  • Yes—if you need approvers of the Resource Group to approve Resource Requests.
  • No—if you want to automate the approval and do not need approvers of the Resource Group to approve Resource Requests.

No

Status

The status field has two options namely, Active and Inactive. By default, during the creation of a Resource Group, the status stays "Inactive".

To use this Resource Group, the user needs to Edit the saved Resource Group and change the status to Active. This will allow the creation of new Resource Requests for that Resource Group.


4. Click Save.

To Modify/Edit a Resource Group

1. Log in to the Portfolio Management application and click Settings Gear.PNG.

2. Go to Resource Management > Resource Group.

3. Click on the name of the Resource Group or select the row and click on the Edit (edit-icon-3.png) button. This will show you the details you provided while creating the Resource Group and some additional tabs to configure. 

4. Follow the instructions in the below table to modify the Resource Group. 

To do this 

Do

Edit the details provided while creating the Resource Group 

  1. In the Edit Resource Group blade, go to Edit.
  2. Change the details and status as per the requirement and click Save. 

Add Members to the Resource Group 

  1. In the Edit Resource Group blade, go to the Members tab. 
  2. Click +Add Members. This will open the list of resources in the application.
  3. Select one or more resources from the checkbox and click Select.

Important:

  • You cannot have an empty Resource Group (without any members) in Active status. To make the Resource Group active you must have at least one member in the group. 
  • If the Resource Group is a Sub Resource Group, the members within this Sub Resource Group will automatically be inherited by the Top-level Resource Group. However, the reverse is not true. 

Remove Members from the Resource Group  

  1. In the Edit Resource Group blade, go to the Members tab. 
  2. Select one or more members from the checkbox and click × Remove Members. 

Add Approvers to the Resource Group  


The approvers of a Resource Group approve the Resource Requests.

  1. In the Edit Resource Group blade, go to the Approvers tab.
  2. Click +Add Approvers. This will open the list of users with Resource Manager role in the application.
  3. Select one approver and click Select. 

Important:

  • An approver is required if the Approval Required field is set to Yes.
  • A Resource Group can have multiple Approvers. 

Remove Approvers from the Resource Group 

  1. In the Edit Resource Group blade, go to the Approvers tab.
  2. Select the approver and click × Remove Members. 

Add Managers to the Resource Group 

The managers of a Resource group will manage the Resource Group and the skills, courses, certificates or any other competencies related to the Resource Group members. 

  1. In the Edit Resource Group blade, go to the Managers tab.
  2. Click +Add Managers. This will open the list of users with Resource Manager role in the application.
  3. Select one manager and click Select. 

Important:

  • A Resource Group can have multiple Managers. 
  • If the Resource Group has a Top-level Resource Group it will inherit the manager of the Top-level Resource Group as its own manager. Adding a manager to the Top-level Resource Group will automatically apply to the Sub Resource Groups (if any). 

Remove Managers from the Resource Group 

In the Edit Resource Group blade, go to the Managers tab. 
Select one or more managers from the checkbox and click × Remove Members. 

Important: You cannot remove the inherited managers from the Sub Resource Group. Attempting to do so will prompt an error indicating that the removal of a manager is disallowed because they hold a managerial role in the Top-level Resource Group.  

See the Skills relevant to the Resource Group 

In the Edit Resource Group blade, go to the Relevant Skills tab. 

Important: You can not add or remove the skills from this list. The information is auto-populated from the Skills section.  

See the Courses relevant to the Resource Group 

In the Edit Resource Group blade, go to the Relevant Courses tab. 

Important: You can not add or remove the courses from this list. The information is auto-populated from the Courses section. 

See the Certificates relevant to the Resource Group 

In the Edit Resource Group blade, go to the Relevant Certificates tab. 

Important: You can not add or remove the certificates from this list. The information is auto-populated from the Skills section. 

5. Click Save.

To Delete a Resource Group

  1. Log in to the Portfolio Management application and click Settings Gear.PNG.
  2. Go to Resource Management > Resource Group.
  3. Select the Resource Group to delete and click Delete (delete.png).  

Important

Only the Resource Groups that are not already used in resource requests can be deleted.

 

Tip: For faster searching, add an asterisk to the end of your partial query. Example: cert*