Create Resource Plans With Requests and Assignments

Administrator Guide

Create a project.

Configure these business processes and security policies:

Project Resource Plan Line
in the Project Tracking functional area.

Request Worker
in the Projects functional area.

(Optional) Project Express Interest
in the Projects functional area, if you want to surface projects in Opportunity Marketplace.

Security: Set Up: Project Hierarchy
domain in the Project Tracking functional area.

In Workday, you use resource plans to define the workers who work on a project. You can create resource plans for either the project or the project hierarchy. If a project hierarchy has a resource plan, all projects in that hierarchy can use the same resource plan.

You can also display resource plan lines as opportunities in Opportunity Marketplace, enabling qualified project workers to express an interest in working on a specific project. However, you must first set the project to display in Opportunity Marketplace. See Create Projects.

Note: Resource plan lines inherited from the project hierarchy won’t display in Opportunity Marketplace.

Two models are available for resource planning: the resource request and assignment model, and the resource plan line model (see Resource Plans on Projects and Project Hierarchies for details). This procedure describes the steps for the request and assignment model. If you're using the resource plan line model, see Create Resource Plans With Resource Plan Lines.

After you create a resource plan:

You can assign workers to tasks in the project plan.

Workers can charge time against the project.

From the

Resources

tab on a project page, select the

Resource Request and Assignment

subtab, and click

Add

If the

Resource Request and Assignment

subtab isn't available, complete the prerequisite steps in Set Up Resource Planning to enable it.

Choose whether you want to create a resource request manually or create a resource plan from a template.

Templates currently don't separate requests from assignments. When you create a resource plan from a template, Workday automatically creates a resource request for every resource plan line in the template. Once the resource plan is created, you can continue to use the

Resource Request and Assignment

subtab.

To create a new template, select the Create from Template
option, and then select Create Resource Plan Template
from the list.

Complete the task. Note that some fields are available only when creating a resource request manually, and other fields are available when creating from a template:

Option	Description
Project Role	You can assign the same project role more than once to the resource plan.
Standard Cost Rate Override Standard Cost Rate Currency Override	Accept the default rate and currency from the standard cost rate sheet, or enter new values. Workday calculates and persists time entry costs upon approval. Changes to the standard cost rate on the resource plan line don't change the standard cost amount for approved project time entries.
Allocation Type	Select Assign a Worker to add individual workers or unnamed resources to a project role. To display the resource plan line in Opportunity Marketplace, you must select this option. Select Associate a group to add a group of workers to a project role. Any of the workers, unnamed resources, or workers within a group can fill the project role and charge their time to the project. Your selection sets security, reporting, and worker access to project tasks. It also determines the detail fields that display when you add workers or groups to the project role.
To Be Hired	Displays only when you select Assign a Worker . When you select this check box, you can complete the resource plan without a direct assignment and report more accurately on needed resources.
Job Requisition	Displays only when you: Select the To Be Hired option. Have rights to view or change the Manage: Project Resource Job Requisition domain. You can assign the same requisition to multiple resource plan lines, and you can have multiple workers for the same position.
% Allocation	Displays only when you select Assign a Worker . Enter a percent value for the time commitment of the worker. Workday supports percentages greater than 100. If you specify this field, you can create a project budget later.
Estimated Hours	Displays only when you select Assign a Worker . Enter the sum of all the resources total estimated hours for a project, or for a project plan task. If you specify this field, you can create a project budget later.
Count of Unnamed Resources	Specify the number of unnamed resources, if any, that you want to assign to the resource request. After the request is approved, Workday automatically creates the same number of resource assignments. When you add an unnamed resource count, if the Allow Multiple Resources for a Single Assignment tenant setting is enabled, that unnamed resource count is added to a single resource assignment. When the tenant setting is disabled, Workday creates individual resource assignments for the number of unnamed resources you added. If a request includes multiple workers or unnamed resources and the tenant setting is enabled, Workday initiates a separate assignment event for each worker or unnamed resource when the request is approved, rather than a single assignment event for the request. When an assignment has a single unnamed resource, you can replace that unnamed resource with a worker on the assignments area of the Resource Request and Assignment subtab. When an assignment has multiple unnamed resources on a single assignment, you can replace those unnamed resources with workers on the Resource Plan subtab. This field is available only when creating a project resource request. To add more unnamed resources when editing a resource request, use the Assign Resources action on a request, add a row, and select Unnamed Resource in the Worker Assignment Type field.
Worker Group	Displays only when you select Associate a group . Select to identify the groups of workers who can charge time to the project.
Excluded Workers	Displays only when you select Associate a group . Select to remove specific workers from the group for this resource plan only.
Project Booking Status	Select from the confidence levels you created on the Maintain Project Booking Status task.
Worker	Displays only when you select Assign a Worker . Add 1 or more workers to the project role. For each unnamed resource, Workday adds a row to the Worker grid, which you can replace with a specific worker later. If you plan to create a project budget from the resource plan, you must assign at least 1 worker or unnamed resource to a project role. To display the resource plan line in Opportunity Marketplace, you must have: No worker assignments on the resource plan line. At least 1 unnamed resource.
Project Role Requirements	Enter the Categories and Requirements. The Maintain Project Roles task defines the default values. These requirements help resource managers find available candidates for the project directly from the resource plan. They also match qualified candidates to project opportunities in Opportunity Marketplace. You can override these default values in the Project Role Requirements section on the resource plan line. If you later decide to change to a new role that doesn’t have default requirements, Workday maintains your previously saved values. To match qualified candidates with the resource plan line in Opportunity Marketplace, configure the Project Role Requirements section by selecting the Prompt: Skills Category . Add 1 or more Requirements . To display the project location in Opportunity Marketplace, configure the Project Role Requirements section by selecting the Location Category . Add either 1 location or 1 optional location to the Requirements section. You can add multiple location categories.

Click

Submit

to create the resource request, or

to create the template.

On the project page, click

Add Resource Request

to create more resource requests as needed.

Workday displays the resource requests in the

Resource Request and Assignment

table on the project's

Resource Request and Assignment

subtab.

(Optional) To edit, copy, or delete a request, click

Actions

in the

Resource Request and Assignment

table, and select an action:

Edit Request

Copy Request

Delete Request

(Optional) To staff approved resource requests, click

Actions

in the

Resource Request and Assignment

table, and select Assign Resources
.

You can assign specific workers, worker groups, or unnamed resources to your request, or specify a job requisition for a resource to be hired.

(Optional) To search for specific workers to assign to your active resource request, click

Actions

in the

Resource Request and Assignment

table, and select Find Workers
.

You can search by parameters such as job profile, location, role, skills, cost center, and many more.

Select the workers you want to add to your project, and click

Add to Project

On the

Add Workers to Project

page, choose one of these options:

Add New Resource Plan Line for Workers

: Adds a new resource assignment to the project, and creates a corresponding resource request.

Add Workers to an Existing Resource Plan Line

: Enables you to select resource assignments that have an unnamed resource or no resources, and add the selected workers.

Add Workers to new Resource Assignment for a Resource Request

: Enables you to select an existing resource request and create a new assignment on that request with the selected workers.

When the

Allow Multiple Resources for a Single Assignment

tenant option is enabled, Workday adds multiple workers to the same assignment; when disabled, Workday creates a separate assignment for each worker.

When the

Always use Find Available Workers for Project

tenant option is enabled, Workday uses the

Find Available Workers for Project

report to populate the assignment with the project, role, category, dates, allocation, and estimated hours from the source request, and creates the assignment against that request.

(Optional) If you've added any project role requirements, click the number in the

Project Role Requirements

column to see details for each role.

(Optional) Click

Synchronize Dates

to synchronize the start and end dates between the resource plan lines and the task resource lines.

Create a resource forecast.

Identify conflicts with the Standard Cost Rate using the

View Resource Plan Lines with Conflicting Standard Cost Rates

report.

Create custom objects.

Resource Plans on Projects and Project Hierarchies

Create Resource Plans With Resource Plan Lines

Set Up Resource Forecasts

Create and Edit Custom Object Definitions